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PROJECT REPORT

ON

ROLE OF HR PLANNING IN RETENTION OF

EMPLOYEES

AT

Vikram cemente Works

BY

Vinit Kumar dwivedi

Under guidance of

Mr. Vijay Khanna

Sr. Manager HR, IYM, Faridabad 1


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ACKNOWLEDGEMENT

Completing a task is never one mans effort. It is often the result of invaluable

contribution of number of individuals in direct or indirect way in shaping success and

achieving it.

Through this column, I would like to express my heartiest gratitude to my project

guide and mentor, Mr. vijay khanna without whom this compilation wouldnt have

been possible. His invaluable experience and exceptional mentoring provided us

with gainful insights on practical applications of the topic, which was indispensable

for the successful completion of the project.

I also wish to thank Mr. Chetan Yadav who intelligently provided valuable

knowledge inputs and guidance all through the project incubation period.

I also extend my sincere thanks to all the managers and officers, who spared their

valuable time and helping me out with this project.

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I would like to thank all my teachers at AIMS and especially my mentor Mrs. Jaideep

Kaur without whose support this summer training would not have been possible.

Lastly, I would like to express my heartfelt appreciation to all those people who

have in their own way contributed towards the compilation of this report with their

suggestions, criticisms and advice .

Vinit Kumar dwivedi

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DECLARATION

I hereby declare that this report titled Role Of HR Planning In Retention Of

Employees at Vikram cement works is my own & original work carried out by me during

the year 2008-2010 under the guidance of Mr. Vijay Khanna in partial fulfillment of the

requirement of Post Graduate program in Management at Delhi business school new delhi

I also declare that this project is a result of my effort and no part of this project has been

published earlier or been submitted as a project by me for any degree or diploma for any

institute or university.

The above statement is true to the best of my knowledge.

JYOTI HOODA

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Vinit kumar dwivedi

Delhi businessschool


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TABLE OF CONTENTS

Chapter No. Description

1 Executive summary

2 Objectives and scope of study

3 Research Methodology

4 Analysis and Interpretations

5 Suggestions

6 Conclusions

7 Annexure

8 Bibliography

EXECUTIVE SUMMARY 5


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In todays scenario, Human capital is acknowledged as one of the most potent sources in

contributing directly and significantly in the growth of any organization.

This project report present the study of HR Planning in Vikram cement works and how it is

helpful in retaining the employees in the organization.

It was a research conducted to get the feed back of the employees from different departments

that whether they are satisfied with the policies and practices of the organization or not.

After employees have been hired, trained and remunerated, they need to be retained and

maintained to serve the organization better. Any organization whether it is governmental,

non-governmental, trade unions, or employees association etc. have to maintain good

employee relation for better work place.

In todays competitive world every organization is geared towards maximum return with

minimum investment. Human Resource Management plays a vital role towards planning &

controlling cost effective manpower support. This is widely affected by implementing

Effective HR planning which is the paramount part of this project

Channelising human energies in a predetermined desirable direction is not possible unless

harmonious relations are maintained among team members involved in business

development. The ways adopted by companies to manage grievances and stress and thereby

motivating the employees and reducing employee turnover were studied through the project.

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INTRODUCTION

Yamaha Motor was founded on 1 July, 1955. Having started as a motorcycle manufacturer,

YMC has successfully diversified into several utility and leisure product lines. The arrays of

Yamaha products are Motorcycles, Scooters, all terrain vehicles, Golf cars, Outboard

motors, personal watercrafts, powerboats, Unmanned Helicopters, Industrial Engines, etc.

YMC, Japan is today a multinational Company creating high Quality products in 60 factories across45countries.

India Yamaha Motor subsidiary of YMC Japan and was founded on 1 st August 2001. At IYM,

there are two state of the art manufacturing plants in India i.e. Faridabad & Surajpur, where

a wide range of Motorcycles that meet international technology standards are manufactured.

These cater to domestic as well as international markets. The manufacturing unit follows

TPM, 5-S,and have in house machining,welding,electroplating and painting facilities.

In Yamaha Motor's story, you will recognize the spirit of challenge in these early

years that forged the company into the global corporate group it is today, in pursuit

of the perpetual goal of being best in the world market .

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Environmental Friendly and People Friendly

In product building and promotional efforts YAMAHA takes as one of the fundamental idealsthe concept that products which are people-friendly should also be environment-friendly,and products that are environment-friendly should also be people-friendly. This concept isborn of our awareness that It is the Earth and irreplaceable natural environment that makes human life possible. YMC supply the power that moves people and helps them liveto their fullest as human beings.

Yamaha vehicles have the practical advantage of using the minimum of energy for humantransport that means less negative impact on the environment.

Technological Innovation

At the heart of the efforts of environmental preservation are the environmental management systems designed and implemented under the ISO 14001 International Standard.Under the slogan Absolute Quality Control Yamaha was the early adapter of comprehensive quality control systems and quick to put in place a TPM (Total

Productive Management) program.

Producing Means to an Active Life

At Vikram cement work business and leisure are treated as insuperable parts of life that isreason of striving to help bring people around the world a more active life.

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Welfare Activities

Training Activities Medical Facilities

For providing domiciliary treatment to the employees and their dependents, a dispensaryand a full time doctor is available in the plant.

Group Accident Insurance Scheme

Employees not covered under ESI are automatically under the Companys Group Accident Insurance Scheme.

Provision of Loans

Loan can be obtained by members for purpose such as marriages, purchase of land,construction of house, long term medical treatments, natural calamities etc.

Benevolent Fund

For providing financial help as a responsible corporate citizen, Rs. 200,000 are given to the family of deceased employee.

Service Awards

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In appreciation of the long association, the company gives service awards as a mark of honour to the employees.

Scholarships

Scholarship is offered to the children of all employees.

Training Activities

There are many training centres all over India. The company is concerned with the personnel growth and development of employees and sponsors them for various training and development programs.

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What is Kando?

Kando is a Japanese word for the simultaneous feeling of deep satisfaction and

intense excitement that people experience when they encounter something of

exceptional value.

At Yamaha MOTOR we believe that Kando can be generalized by the products and

services that surpass customers expectations.

Yet for all the emotional evaluation Kando provides, the feeling can be short lived,

and people may be touched only for a moment. Therefore, our challenge is to make

sure that all our products and services genuinely thrill, impress and touch

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customers heart at the first time and every time. We strive to achieve our corporate

mission by adhering to these principles.

We must remain keenly aware of customer evolving needs company provided them

quality products and services of exceptional value that surpass their expectations.

We can as we will earn a fair profits by putting forth a superior efforts to satisfy our

customers.

As a good corporate citizen we act from a world wide perspective and in accordance

with global standards. We will work locally to better the social environment and

think globally in helping and preserve the natural environment.

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Corporate Philosophy

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Corporate Philosophy

Creating kando with products and services that exceed your expectations .

Yamaha works to realize our corporate mission of creating Kando

Yamaha Motor is a company that has worked ever since its founding to build

products defined by the concepts of high-quality and high-performance and light weight and compactness as we have continued to develop new technologies in theareas of small engine technology and FRP processing technology as well as control and component technologies. It can also be said that our corporate history hastaken a path where people are the fundamental element and our product creationand other corporate activities have always been aimed at touching peoples hearts.Our goal has always been to provide products that empower each and everycustomer and make their lives more fulfilling by offering greater speed, greater mobility and greater potential. Said in another way, our aim is to bring people

greater joy, happiness and create Kando * in their lives. As a company that makes the world its field and offers products for the land, the

water, the snowfields and the sky, Yamaha Motor strives to be a company that offers new excitement and a more fulfilling life for people all over the world and

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to use our ingenuity and passion to realize peoples dreams and always be the onesthey look to for the next Kando.

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Location of YAMAHA Motor

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The major role of HR Division is t o make the company profitable and smoothlyoperable through induction and retention of Quality Manpower and creating anenvironment which will lead to high motivation, high Productivity & positiveattitude.

The main objective of HR is to make Yamaha an excellent company throughtransparency, fairness & competitiveness in all aspects of day to day working .

In HR we deal with the all employee related activities:

To Recruit, Train and Develop competent Human Resources on an ongoing basis for optimum performance .

To build employees into teams to enable them to enjoy a challenging, fruitful and fulfilling career with Yamaha.

To develop a culture rooted in concern for excellence, leading to outstanding

service to internal as well as external customers.

HR PRACTICES IN Vikram cement works

FUNCTIONS OF PERSONNEL DEPARTMENT

Various Functions carried out under the personnel department at India YamahaMotors are as follows:

1. Man Power Planning

It is one of the most important functions of the personnel department. Humanresources of manpower planning is the process by which management determineshow an organization should move from current manpower position to the desiremanpower position. It analyzes the present and future vacancies that may occur as aresult of transfers, promotions, sick leaves, leave of absence, or other reasons and analysis of present and future expansion or curtailment in various departments.

Through planning, management strives to have right no. and right kind of people at

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right places and the right time to do the things which result in both the organizationand the individual receiving the maximum long range benefits.

The planning of manpower as carried out by IYM is done with the job analysis that is procedure by which pertinent information obtained about a job or it can also be

said that it is a detailed and systematic study of information relating to theoperations and responsibility of specific jobs. This process of obtaining all pertinent job fact is carried out through job description and job specification. Job descriptionand specification is written where in job description responsibility and requirementsof a particular job where as in job specification the requirements sought is anindividual workers in a given job.

2. Employment

It is another important operative function of the personnel department and carried out by internal and external sources. The internal sources are within theorganization, where every any vacancy occurs, somebody within the organization isupgraded, promoted and transferred. The external sources are those who are newentrants to the labour force or some who are retired and experienced persons suchas for security of unemployed persons. Employment of manpower is carried thougha number of private employment agencies or state agencies. The process of employment involves three stages viz. recruitments, selection and placement. It is thedetermination of the job to which an accepted candidate is to be signed and hisassignment to that job.

3. Induction and Orientation

It means the introduction of an employee to the organization and the job by giving him all possible information about the organization history, objectives, philosophy,

policies, future development opportunities, products goodwill in the market and community and by introducing him to other employees with whom and under whenhe has to work. This program is carried out by the personnel department. Here thenew entrants are sent to every department to introduce himself to the staff that department, to get him accustomed to the work environment and providing him aninsight of how work is done in that department.

4. Training and Development

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It is a complex process and is concerned with increasing the capabilities of individual and groups so that they may contribute effectively to the attainment of organizations goals. The term training development and education training is a

process of learning a sequence of programmed behavior. It is an application of knowledge which gives people an awareness of rules and procedures to guide their

behavior and to improve their performance on the current job. Development is arelated process which also brings about growth of the personality, help potential capacities. Training and development is carried out after assessing the training needs of an employee.

5. Personnel Research

This is carried out by the personnel department which conducts study and surveyon:

Employment turns over (exit interview)

Absenteeism Wage Survey

6. Personnel Budget

This budget is prepared by the personnel department which takes into account all the costs, expenses and profit to be generated in the year.

7. Compiling Skill InventoryThe personnel department looks out the following functions:

Performance Appraisal

Confirmation/Increment/Promotion

Maintain personal files of all employees

Data Bank of all employees and individual history sheet.

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8. Industrial Relations

Industrial relations refer to the dynamic development concept which not only unitesthe complex relation between trade unions and management but also refers to the

general web of relationship. It poses one of the most delicate and complex problemto the modern industrial society. Normally, obtaining between employer and employee-web much more complex than the labor concept of labor capital conflict. The concept of IR has been extended to denote the relation of state withemployer, worker and their organization. The subject, therefore includes individual relation and join consultation between employer and worker at their place of work,collective relation between employer and their organization and trade union, a part

played by state in regulation these relation.

The function of IR is carried out through the following way in IYM.

Labor laws are industrial and statutory registers are maintained according to theselaws.

Liaison with labor department and other civic authorities are maintained so as tocarry out different functions relating to industrial peace.

Submission of returns under various labour laws.

Implementation of standing order and Contract Act.

9.Formation of various statutory committees such as:

Workmen Committee

Canteen Safety

10. Negotiation with union

11. Disciplinary Proceeding

12. Attending Conciliation/ labour court

13. Grievance handling/ counseling

14. Conducting workmen classes .

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BUSINESS

PLAN

HR STRATEGY

HR PRACTICES IN VIKRAM CEMENT WORKS

CompensationBenchmark for

competitivenessInternal equity

Pay for performanceClear guidelines

Recruitment:Regular Probationer

Trainee.Casual .Contractual

Training &Development:In-house trainingExternal trainingOn the jobtrainingOverseas Training

Performance

Mgt. System :AppraisalsIncrementsPromotions Performance

Rewards

Employee

RelationsImplementBest PracticesImprove Employee Employer RelationEngagement

Programs

OrganizationdevelopmentOrg .RestructureJob descriptionCompetencymapping


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HR POLICIES & PROCEDURE

BUSINESS

PLAN

HR STRATEGY

HR PRACTICES IN VIKRAM CEMENT WORKS

CompensationBenchmark for

competitivenessInternal equity

Pay for performanceClear guidelines

Recruitment:Regular Probationer Trainee.Casual .Contractual

Training &Development:In-house trainingExternal trainingOn the jobtrainingOverseas Training

PerformanceMgt. System :AppraisalsIncrementsPromotions Performance

Rewards

EmployeeRelationsImplement

Best PracticesImprove Employee Employer RelationEngagement

Programs

OrganizationdevelopmentOrg .RestructureJob descriptionCompetencymapping

Competitiveness!Transparency!

Fairness!

Competitiveness!Transparency!

Fairness!


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HR VALUES

Yamaha Values all its employees for the contributions they make to the

accomplishment of the organization's mission. It believes that all employees can be

developed & groomed to attain their true potential for which, HR Programs &

Services are formulated and delivered to improve opportunities for them to develop:

Work skill

Commitment

Innovation

Integrity

Respect

Teamwork

Communication

ORGANIZATION STRUCTURE OF HR DIVISION

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HUMAN RESOURCE POLICIES

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H.R. DIVISION

HRM INS/BUDGETH.R.M. FBD

HRD RECRIUTMENT

HRM EMPLOYEERELATION

MIS HRD RECRIUTMENT


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Human resource policies are systems of codified decisions, established by anorganization, to support administrative personnel functions, performancemanagement, employee relations and resource planning.

Each company has a different set of circumstances, and so develops an individual

set of human resource policies.

HR policies allow an organization to be clear with employees on:

The nature of the organization what they should expect from the company

What the company expects of them how policies and procedures work at your company

What is acceptable and unacceptable behaviour the consequences of unacceptable behaviour.

The establishment of policies can help an organization demonstrate that it meets requirements for diversity, ethics and training. In order to fire a personit may be necessary to show cause compliant with employment contracts and collective bargaining agreements; the establishment of HR Policies todocument steps in procedures, including dis ciplinary procedures, is now

standard.

Reasons for attrition -

Higher salaries: Pay is the number one area in which employees seek change.

Internal pay equity: employees are concerned particularly with pay compression, the

differential in pay between new and longer term employees.

Benefits programs, particularly health and dental insurance, retirement, and Paid TimeOff / vacation days: Specifically, many employees feel that their health insurance costs too

much, especially prescription drug programs, when employers pass part of their rising coststo employees.

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Over-management: Workplaces with less employee empowerment, less employeeenablement, and narrow spans of control by managers, will see more complaints.

Pay increase guidelines for merit: Employees believe the compensation system should place greater emphasis on merit and contribution.

Human Resources department response to employees: The Human Resource department needs to be more responsive to employee questions and concerns. In many companies, the

HR department is perceived as the policy making, policing arm of management.

Favoritism: Employees want the perception that each employee is treated equivalently withother employees. If there are policies, behavioral guidelines, methods for requesting time off,valued assignments, opportunities for development, frequent communication, and just about any other work related decisions you can think of, employees want fair treatment.

Communication and availability: Employees want face-to-face communication time withboth their supervisors and executive management. This communication helps them feel

recognized and important.

Workloads are too heavy: Departments are understaffed and employees feel as if their workloads are too heavy and their time is spread too thinly. It is becoming worse as layoffs.

Facility cleanliness: Employees want a clean, organized work environment in which theyhave the necessary equipment to perform well.

Ways to retain the employees

The ability of the employee to speak his or her mind freely within the organization is a key factor in employee retention. Frequent employee complaints center on these areas.

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Talent and skill utilization is another environmental factor for employee retention. Amotivated employee wants to contribute to work areas outside of his specific job description.

The perception of fairness and equitable treatment is important in employee retention. Every employee wants to be treated as same.

The easiest to solve, and the ones most affecting employee retention, are tools, time and training. The employee must have the tools, time and training necessary to do their job well

or they will move to an employer who provides them.

Your best employees, those employees you want to retain, seek frequent opportunities tolearn and grow in their careers, knowledge and skill. Without the opportunity to try newopportunities, sit on challenging committees, attend seminars and read and discuss books,they feel they will stagnate. A career-oriented, valued employee must experience growthopportunities within your organization.

Always consider the skill and abilities of employees. The president of a small company or adepartment or division head in a larger compan. take time to meet with new employees tolearn about their talents, abilities and skills.It should have to be done.

No matter the circumstances, never, never, ever threaten an employee's job or income. Even if you know layoffs loom if you fail to meet production or sales goals, it is a mistake to foreshadow this information with employees. It makes them nervous,it should be avoided.

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RATIONALE OF THE STUDY

Employee satisfaction is a measure of how happy workers are with their job and working environment. Keeping morale high among workers can be of tremendous benefit to anycompany, as happy workers will be more likely to produce more, take fewer days off, and

stay loyal to the company. There are many factors in improving or maintaining highemployee satisfaction, which wise employers would do well to implement.

To measure employee satisfaction, many companies will have mandatory surveys or face-to- face meetings with employees to gain information. Both of these tactics have pros and cons ,and should be chosen carefully. Surveys are often anonymous, allowing workers more

freedom to be honest without fear of repercussion. Interviews with company management can feel intimidating, but if done correctly can let the worker know that their voice has beenheard and their concerns addressed by those in charge. Surveys and meetings can truly get to the center of the data surrounding employee satisfaction, and can be great tools to identify

specific problems leading to lowered morale.

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RESEARCH METHODOLOGY

Research is an organized inquiry designed and carried out to provide information to solve

the problem. The fact, search is an art of scientific investigation of a certain problem.

Research is the process of systematically obtaining accurate answers to significant and

pertinent questions by the use of the scientific methods gathering and interpreting

information.

a. Sample size:

Sample size is 50. Data was analyzed by surveying employees from different

departments.

b. Sample design:

This part is done through discussing and analyzing with my project guide and

referring to the subject regarding this topic. It was a random sampling.

c. Mode of analysis:

The methods used to analyze the data are as follows:

1) Interpret and analysis of the data and present it in a proper manner.

2) Uses of Microsoft excel for preparation of graph.

d. Methods of Data Collection - Questionnaires

e. Tools of Data Analysis - Quantitative and Qualitative tools.

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01020304050607080

90100

Percentage

Yes Depends on theemployees

Not at all

Graph4: Does superior gives effective feedback on regular basis

Yes

Depends on theemployeesNot at all

Analysis and Interpretation of question-4

It is clear in the graph that 100% of the employees say that the superior gives them effective feedback on a regular basis.

Q5: Do you think that performance appraisal is the tool that improves employees performance level?a) To a great extent

b) To some extent

c) Not at all

Performance Appraisal improves Employees performancelevel

68%

21%

11%

To a great extent

to some extent

not at all

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68% of the employees believe that employees performance appraisal, 21% says to someextent and 11% says it does not improve.

Q6: Are you capable of achieving goals set for you?a) Consistently

b) Occasionally

c) Never

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Consistently Occassionally Never

Opinion of employee s

Graph6: Capability of attaining the set goals

Consistently

Occassionally

Never


The graph shows 100% of the employees are consistently capable of attaining their set goals.

The target achieved by the employees may be vis--vis the target achieved last year.

Q7: Does your company provide safety measures at your work place?a) To a great extent

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b) To some extent

c) Not provided

Provision of Safety Measures at workplace

56%32%

12%

To a great extent

to some extent

not provided


56% of the employees say that the company provides such measures at workplace, whereas12% believe the company does not.

Q8: Does company perform exit interviews?a) Yes

b) No

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Performance of exit interviews

67%

33%

yes

no


67% say that the company takes exit interviews while 33% of them says that the company

does not take.

Q9: Does your co-workers and superiors help you to cope up with your poor performance?

To a great extent

To some extent

Not at all

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Graph 9: Support of co-workers and superiors

Not at all0%

To some extent47%

To a great extent53%

To some extent

To a great extent

Not at all


The graph shows 53% of the employees say up to great extent their co-workers and superiorshelp them to cope up with their poor performance and 47% say to some extent.

Company can also concentrate on designing and implementing proper in-house counseling program through group discussions/ personal interaction.

Q10: Does your superiors discuss your conflicts and problem?a) Occasionally

b) Regularly

c) Not at all

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Discussion about conflicts and problems

54%26%

20%

Occasionally

regularlynot at all


54% of people say they are involved in discussions occasionally, 26% believe regularly and rests 20% are not at all involved .

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SUGGESTIONS

1. Company should improve on method of conduction of exit interviews.

2. Setting targets and establishing managerial accountabilities in respect of retention.

3. There should be good communication among the departments.

4. Select more rigorously, based on fit to the organization.

5. Emphasize teamwork and employee engagement.

6. Train employees more intensively and broadly.

7. Rewards and benefits should be given to employees for their better performance.

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CONCLUSION

During the completion of my summer training I have drawn following conclusions

Majority of the employees are not aware of the HR policies of the company. Majority of the employees are cooperative with their colleagues. Company has a regular feedback system which shows proper involvement of

the employees. Safety conditions are proper at workplace showing working environment is

congenial. Exit interviews are conducted for improvement of retention policy in future.

The company follows good HR policies with no personal bias and it results in individual`sbest contribution towards the organization. But there are some loopholes in the system that

should be analyzed and corrective measures should be taken.

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ANNEXURES:

Questionnaire used for data collection Name: Age:Gender:Qualification:

Experience: Department:

Q1: Are you aware of Yamahas HR policies ?a) Fully aware

b) Partially aware

c) Not aware

Q2: Do you know about the retention policies of Yamaha ?a) Yes

b) Partially

c) Not at all

Q3: How much cooperative your colleagues are ?

a) Least cooperative

b) Reasonably cooperative

c) Non cooperative

Q4: Does your supervisor give you effective feedback on a regular basis?

a) Yes

b) Depend on the employees

c) Not at all

Q5: Do you think that performance appraisal is the tool that improves employees performance level?

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Q10: Does your superiors invite you for discussion about the conflicts and problem?a) Occasionally

b) Regularly

c) Not at all

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BIBLIOGRAPHY:

For the purpose of this study, some broad sources of literature were referred to: Textbooks

i) Human Resource and Personnel Management- By K.Ashwathappa

ii) The essence of Human Resource Management- By Eugene Mc Kenna

iii) Organizational Theory- By Gareth Jones

iv) Organizational Behavior- By Stephen Robbins

Internet Portals

www.yamaha-motor-india.com

www.google.com

www.humanresourcesmagazine.com.au Intranet of Yamaha
http://www.yamaha-motor-india.com/http://www.google.com/http://www.humanresourcesmagazine.com.au/http://www.yamaha-motor-india.com/http://www.google.com/http://www.humanresourcesmagazine.com.au/

Documents

Copy of Hr Project