mpp report final
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MANPOWER PLANNING
PROJECT
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PROFILE OF THE COMPANY
RITES Ltd., Government of India Enterprise, was established in 1974 under the aegis of the
Indian Railways. It is a Mini Ratna Company that provides a comprehensive array of services
under a single roof and believes in transfer of technology to client organizations. Over the last
three decades, RITES has grown and diversified from being a rail consultant to a company of
Consultants, Engineers and Project Managers.
RITES is now providing comprehensive services in transportation and infrastructure. As a
Government Enterprise under the Ministry of Railways, RITES continue to have the complete
back up of the Indian Railways (IR), the worlds second largest system under one management.
The IR system carries over 12 million passengers and lifts more than 1.5 million tonnes of
freight daily on the network spread over 62,759 route km. Covering 6867 stations.
RITES employs nearly 3000 Executives and non-Executives including over 1200 specialists of
high professional standing in the fields of engineering, management and planning. Besides full
time professional, RITES has on its panel a large number of experts, whose services can be
drawn upon at short notice. This provides the Company an unmatched strength in meeting its
needs of its clients worldwide.
RITES recruitment rules are designed to enable the company to plan its manpower requirement
in order to meet the organizational objectives and needs & to obtain and retain the right human
resources material of appropriate skills, knowledge, aptitude and merit which will enable the
company to grow and develop into a premier consultancy organization.
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HIERARCHIAL STUCTURE OF THE ORGANIZATION
CHAIRMAN (Part time)
BOD
MANAGING DIRECTOR
Functional 6 Govt Appointees INDEPENDENT
DIRECTORS
Directors (3)
Exec. Directors/ Group GMs/ GMs
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Middle Mgt level officers
Non- executives
1. Part-time Chairman is the ex officio Member (Mechanical) Railway Board- Ministry of
Railways.
Though he does not have executive powers, yet he chairs the Board meetings. He is the
boss of MD, who is the CEO.
2. BOD
i. Part-time chairman
ii. MD / CEO
iii. 3 Functional Directors (full time)
iv. Government appointees (3)
v. Independent Director
Every Director including M.D. is supported by Executive Directors who are
supported by Group General Manager/ General Manager & number of middle
level management officers.
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JOB ANALYSIS
In RITES, job analysis is determined by observation, study & reporting pertinent information
relating to the nature of a specific job.
It is the determination of the tasks that comprise the job & of the skills, knowledge, abilities &
responsibilities required of the worker for successful performance & which differentiate the job
from all others.
It is the procedure by which pertinent data about a job is analytically observed & evaluated. It is
detailed & a systematic study of information relating to the operations & responsibilities
involved in a specific job.
In RITES Ltd., job analysis data is reduced in two primary parts:
a. Job Description
b. Job Specification
In this company, Job analysis is done by Technical Heads & Personnel Division. They make
recruitment of the job in the shortest possible time.
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It is done as shown in the diagram:
Job Analysis
Job Description Job Specification
A statement with particulars as: A statement showing
required
personnel attributes
that job
demands such as:
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1 Job code Qualification (Academic/Professional)
2 Nomenclature of the job Work experience3 No. of Vacancies Initiative
4 Specific operations & tasks involved Physical demands
5 Nature of operations Mental capabilities
6 Experience (total/specific) Aptitudes
7 Location Communication skills
INPUTS from Job Analysis
Job analysis in the organization obtains the relevant information about the job & the attributesneeded for its performance & provides all this information & data which is also demanded by
manpower planning in its various processes. It gives a clear & concise picture of the whole job
by listing each of main duties & responsibilities involved in the job.
The inputs from job analysis are used to identify organizations job title. It helps in recognizing
the significant features of the job which includes job location, name of department & unit where
job functions, nature of operations & working conditions.
Specific operations & tasks involved responsibilities (custody of funds, maintenance of
machinery & equipment) & indicates a degree of direction received & supervision given.
It provides details of the personal attributes of the worker which the job demands such as
education, experience, training, physical demands, mental capabilities, aptitudes, social skills
including communication skills.
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MANPOWER PLANNING
Manpower planning in RITES is the process of determining manpower requirements & the
means for meeting those requirement. In order to carry out the integrated plan of the organization
where the Management determines how the organization should move from its current to its
desired manpower position.
Through planning the management strives to achieve the right number & the right kind of people
at the right places with the right time doing things so that the Organization receives the
maximum long-run benefit. The Organization gets aid in quantitative (right number of people) &
qualitative (right type of skills) aspects with the effective utilization of the manpower resources
which further helps in securing future anticipated vacancies to meet their long-run needs during a
given period of by hiring, training, developing & promoting them.
In RITES, it is done every year. It is very flexible & it changes depending upon the company
needs but reviewed every year on routine basis. It includes ongoing projects & prospective
projects.
PROCESS followed in RITES
According to their business needs, tempo of technological developments, availability of
specialized skills within their organization, their means (financial or other resources) & needs
make use of different methods & employ various levels of sophistication in the process of their
manpower planning.
Strategic business units. They give their requirement for the next year. It is compiled by
Personnel Division. Keeping in view, ongoing projects, retirements which leads to shortage or
surplus. It is approved by the Management, which consists of MD/CEO and the Functional
Directors.
Following persons are involved:
1. SBU heads (GMs/GGMs)
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2. Executive Directors
3. Functional Directors
4. Finally, approved by Managing Director.
It is done for SBU heads & their site/ regional offices & done annually. However, in special
cases it is done as per the need arises.
MANPOWER PLANNING: INFLUENCING FACTORS
Predominantly influencing factors that have impact on the process & implementation of
manpower planning that affects the plan are:
I. Internal Environment:
1. Top managements support:
The viability of manpower planning depends on how well the top management
supports it, accepts it & associates itself with the varied activities involved in its
process & implementation. To achieve this support, manpower planner impresses
upon providing necessary inputs to the management as the validity of the plan
promises. This helps in gaining managements acceptability & useful in the
successful implementation of the plan for the achievement of the desired goals.
2. Change in incumbent or companys policies:
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When a new Managing Director or General Manager takes over the position, he
puts his own policies or if there are any changes in the companys policies, there
will be an affect on the process & implementation of manpower planning.
3. Unforeseen or unexpected:
Arising unexpected situations or those which are uncontrollable gives an impact
such as sudden death, resignation by the employee.
II. External Environment:
1. Technological factors:
Changes in the technology as a result of changes in the methods of production in
the distribution of products & services, management techniques, innovations will
render job skills & organization structure obsolete. This in turn sometimes
necessitate changes by way of reduction in the number of personnel.
2. Market forces:
Number of competitors, availability of new technology, manpower and
diversification plan of private sector.
3. State legislation:
Monopolistic attitude, degree of participation by FDIs, change in labour laws,
working conditions, minimum wages, bonus, etc.etc.
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ADVANTAGES OF MANPOWER PLANNING TO THE COMPANY:
1. It helps in demand forecasting to determine the number of employees required & what
will be the supply. It helps in making predictions about what skills, knowledge, values,
capabilities etc are required.
2. It helps in preparing action plan. It helps in making arrangements for the new projects
coming i.e. what will be the duties of the employees.
3. It improves planning process of the company by assuring & emphasizing on the
importance of sound manpower management throughout at all the levels.
DISADVANTAGES OF MANPOWER PLANNING:
1. It is theoretical in nature.
2. It is time consuming.
3. It is expensive.
4. Action plan does not work if appointed employees do not turn up.
5. It is anticipatory in nature.
6. It has incumbency affects; Whenever incumbent changes, new plans are made.
Methods of demand forecasting in the company is based on sccession plan, lateral movement,
anticipatory projects, expansion plan of the organization, manpower inventory.
METHODS OF DEMAND FORECASTING
In RITES, demand is forecasted keeping following factors in view:
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Anticipatory business
Position of ongoing projects & likely date of completion
Succession plan
METHODS OF SUPPLY FORECASTING
By raising demand on concerned ministries for relieving specific professionals.
By resorting to direct recruitment advertisement, campus recruitment & walk-in
interviews.
By making contractual appointments for specific projects.
HUMAN RESOURCE INFORMATION SYSTEM
Yes RITES Ltd. makes the use of Human Information System. RITES is a matrix organization
& has full fledged HRIS which is available to all the functional director at the click of the mouse.
The information is available online. It is used for all the decisions. It includes following:
It records personal details of the employees.
Name
Fathers name
Address
Family details
Religion
Caste
Date of Birth
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Qualifications- Academic/Professional
Date of entry in the organization
Promotion dates
Training, Retraining imparted, Punishment & Awards
Performance Appraisal
Date of retirement
Place of posting
HRIS PROCESS
On initial appointment, employees required to fill up structured form consisting of above
information.
Later on the data is processed as per the needs & requirements from time to time.
Requisite information is passed on to concerned SBU heads / directors to unable them to
take appropriate decisions.
RECRUITMENT & SELECTION PROCEURE OF RITES
TYPES OF RECRUITMENT
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RITES Pvt. Ltd. follow two types of Recruitment:
1. Open market.
2. Campus Recruitment.
They also have special vacancies for scheduled castes, tribes, other backward classes & other
under privileged sections of the society for their upliftment.
Appointing Authority includes the Board of Directors, Managing Director, Director or any
other Officer, to whom the power of making appointment to any post or a specified category of
posts has been delegated with the approval of the Board of Directors or Managing Director. The
employees are classified as under:
(i) Regular
(ii) On deputation from other Govt. organisations
(iii) Temporary/Ad-hoc/Casual
(iv)Contractual
(v) Probationer
In the lower most grades, where direct recruitment is unavoidable, there is no specific quota
of vacancies prescribed for recruitment from outside. The Company provides maximum
opportunity for its employees to grow within the organization by acquiring the necessary
qualification, skills, knowledge and training. Even so, the Company recruits from open
market to positions for which suitable candidates are not available either internally or on
deputation from other organizations like the Indian Railways, etc., according to job
requirements.
The nature of the company requires that it should staff the organization with experienced
personnel from the Indian Railways or certain other Government Departments or Public
Undertakings in respect of a number of positions. Appointment to these positions may be either
on the basis of deputation in terms of the orders in force from time to time, such deputations
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being followed or not followed by permanent absorption of the incumbents eventually or on the
basis of permanent absorption even at the initial stage. In respect of these positions again, the
Company may either promote its own internal candidates if available with the necessary
qualifications, skills etc. or it may recruit from the open market depending upon the exigencies
of its business requirements. The terms and conditions of deputation of employees to RITES Ltd.
are decided in accordance with the rules of the Central Government / Ministry of Railways in the
case of Central Government / Railway employees and in consultation with the parent
organizations in the case of others.
In respect of certain special jobs, requiring the services of retired officers and staff of
Government or RITES Ltd., the Company may re-employ suitable persons belonging to this
category for specified periods, subject to such re-employment being in accordance with the
Governments and / or the Companys policy and orders. In order to meet the specific job
requirement of limited duration which cannot be handled by the companys regular staff, for
want of expertise or shortage of manpower, and with the specific approval of the
Director/Managing Director/Board of Directors, the Company may appoint Consultants /
Advisors on the basis of the guidelines laid down by the Board of Directors / Railway Board. To
meet the requirements of suitable professionals, retired officials who might have attained the age
of superannuation can be appointed in the Infrastructure Division of Highways, Ports &
Waterways and also as Bridge Engineers in Design purely on contractual /sub consultancy terms
on project to project basis, against specific provision of man month rate justifying the same, on
remuneration equivalent to current level of gross emoluments drawn by serving officers of the
same level at which the official superannuated. Such engagement will require specific approval
of Managing Director.
To meet the short term requirements of local business, Executive Director, Group General
Managers or General Managers and Chief Project Managers, may engage persons on daily rate
of wages, if authorized to do so and subject to such conditions as prescribed by the Managing
Director from time to time. Engagement of staff on daily wages would be confined only to the
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lowest grades, the requirement of personnel of higher grades being normally met though the
regular channels of recruitment or appointment.
While engaging contract employees, the company keeps in mind that the engagement of contract
employees shall be for a specific project. For the purpose of such engagement, smallest
identifiable unit of work on which the services of contract employee is used, shall be deemed to
be a project e.g. a particular building or a stretch of road/tunnel/track etc. Since the engagement
on contract basis will be project specific, there should be no occasion of transfer as on
completion of the contract period/project, the engagement would terminate. In case services are
required, the contract employee should apply afresh without linking to the earlier work at the
earliest say within a week and recommendation for fresh appointment should be made thereafter.The initial term of appointment should be for the duration of the project or three years whichever
is less. The advertisements for such employment should also specify accordingly. In case the
specified term expires before completion of the specified project and the services of the
employee are found to be satisfactory, his/her term of appointment can be extended. The
experience to be considered for fixing of remuneration should be relevant experience related to
the project or as specified in the Advertisement. Any other experience not confirming to that
specified in the Advertisement or not relevant to the project should be ignored. Depending upon
the performance of the employee during the year, an increase in salary can be considered. The
salary increase shall be as per applicable rates in which years of relevant experience shall only be
reckoned.
OPEN MARKET RECRUITMENT
Open market recruitment for posts up to pay level of Rs. 8000/- (or other equivalent level) is
made through the Employment Exchanges under the Employment Exchanges (Compulsory
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Notification of Vacancies) Act, 1956. While considering the candidates recommended by the
Employment Exchange personnel engaged on casual/ temporary/ ad-hoc/ contractual basis are
also considered. Recruitment of personnel beyond the pay level of Rs. 8000/- (or other
equivalent level) is made after inviting applications from candidates answering the job
specifications through an advertisement in selected newspapers having good circulation in the
various regions of the country. The advertisement indicates the job title, qualifications,
experience, age limit and other salient aspects of the job and also the pay scale, allowances and
the benefits afforded by the Company. The special reservation of vacancies provided for
Scheduled Castes, Scheduled Tribes, other Backward Classes, Ex-servicemen, Handicapped and
any other class of persons is also indicated. The advertisement indicates a format or availability
of prescribed application forms with a nominated officer of the Company for intending
candidates to apply. Such of the applicants as are screened as per the laid-down criteria and
found qualified for being called for appearing in a written test or interview to be conducted by
the nominated Selection Board may be reimbursed the actual travel expenses incurred by them
not exceeding the first class railway fare from and to the place of their residence as indicated in
their application forms.
Recruitment for the posts of Graduate Trainees are also made through campus interviews by
deputing teams of senior officers to IITs / other reputed Technical Institutions / Colleges which
includes
a) All IITs
b) All NITs
c) Bengal Engineering College, Howrah
d) BITS Pilani
e) BITS Ranchi
f) VJTI, Mumbai
g) Delhi College of Engineering, Delhi
h) Punjab Engineering College, Chandigarh
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i) Government Engineering College, Bhubaneswar
j) Anna University College of Engineering, Chennai
k) All the Universities/Engineering Colleges which have been conferred IIT status
CAMPUS RECRUITMENT
Campus recruitment would be subject to requirement and availability of vacancies in the
sanctioned cadre. MD would approve the names of the institutions approved in this regard, each
year depending upon the spread of business. MD nominates a Selection Committee of 3 senior
officers with 2 officers not below the rank of GM and one JGM or above from Personnel for
visiting various colleges and undertaking the selection process. The number of candidates to beselected every year on all India bases will be based on the requirement duly approved by
Director concerned and within the regular cadre approved by MD. The nominated committee
will advise the programme in advance to the Institutes regarding date and time of selection. The
committee shortlists the candidates on the basis of percentage of marks secured by them up to the
last semester in the final year of B.E/M.E on the date of interview. The short listed candidates
will be interviewed and the weight age for interview will be 50% and another 50% for
performance in exams in semesters/years prior to date of interview.
The Selection Committee will submit its recommendations to the competent authority for
approval indicating the candidates who are finally selected from the Institute. The Committee
will ensure adherence to the reservation criteria while short listing and final selection of
candidates. While empanelling the candidates, due care will be taken to follow the extant
instructions of the Government in regard to `Reservations provided to SC/ST/OBC candidates.
After competent authority approves the recommendations, the respective institutes will be
advised the names of selected candidates. After notification to the respective Institutes, the
combined list of all the candidates of various institutes visited will be prepared based on the total
marks obtained by the candidates. Offer of appointment will be sent after declaration of final
results to those candidates who qualify in final examination in first division. The appointment of
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Engineers would be as Graduate trainee with probation of 24 months. A Surety Bond will be
obtained from the candidates on their appointment as Graduate Trainee to ensure that they serve
the company for a minimum period of three years or pay liquidated damages amounting to Rs. 1
lakh in case they resign earlier.
In accordance with the policy of the Government for the upliftment of the socially and
economically disadvantaged groups of the society, and the orders issued in this regard from time
to time, vacancies are reserved for being filled exclusively from scheduled castes, scheduled
tribes, other Backward classes, physically handicapped persons and ex-servicemen to the extent
provided for in the concerned orders. In addition to reservation of vacancies, the notified groups
may also be given relaxations in upper age limits as per Govt. guidelines.
The requirement of personnel is in the form of standard indents and is countersigned by an
officer of the level not less than ED. Any recruitment for regular category is subject to vacancies
in the regular cadre. In all other cases, the recruitment would be on contract basis. All
recruitment is permitted only with the approval of Appointing Authority. Recruitment would be
based on indents received in Personnel Department by 30th June of each year. If inescapable,
second round of requirements may be sent by 31 st Dec. All regular open selection up to the level
of DGM shall be through written test & interview. For appointment as JGM/AGM/GM, there
will be a report-writing test on the topic decided from time to time. Personnel Department will
consolidate demands received from all the EDs and put up the consolidated requirements for
consideration of the Director/MD for approval. To the extent, Director/MD authorizes
recruitment; the advertisement indicating the number of vacancies in each grade, eligibility
criteria, qualification etc. is issued. The notification also indicates that in case the number of
candidates satisfying minimum eligibility criteria is high, the eligibility will be enhanced and/or
the candidates will be called for selection on the basis of post qualification experience. The
applications received will be screened to ascertain whether the candidates meet the eligibility
criteria prescribed in the advertisement or not. No subjective judgment such as relevant
experience at this stage is called for. The process of screening is entrusted to a Committee of
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three members. The committee would be at an appropriate level keeping in view the scale/grade
of recruitment being undertaken but in no case should be at a level lower than DGM level. The
shortlist of candidates meeting the eligibility criteria would be drawn out as per following norms.
The number of candidates called for appearing in the selection process would be 3 times the
number of vacancies or actual number of eligible candidates whichever is lower in case of
contract employments. In case of regular vacancies, the number of candidates called for written
exam would be limited to 6 times the number of vacancies or the eligible candidates, whichever
is lower. The number of candidates to be called for written test/interview could be varied in
exceptional circumstances.
The Appointing Authority shall nominate a Selection committee of at least 3 members with one
member from Personnel Department. The committee would be of one grade higher than that
prescribed for departmental promotions for recruitment to non-executive cadre. In case of
executive category, the committee could consist of two officers of not less than the rank of
General Managers & one officer of personnel Department of not less than the rank of Joint
General Manager. One member of the committee may be from reserved community and another
belonging to minority communities viz Muslims, Christians, Sikhs, Parsis and Buddhists. If no
officer belonging to these castes/communities is available within the company, efforts will be
made to associate an officer of these castes/communities from outside. The Selection Board will
actually decide the scheme of written tests/interviews depending upon the requirements of the
job for which recruitment is made. Marks will be awarded to candidates appearing in selection
on the basis of following:
1. Qualification: 20%
2. Experience: 20%- if required for eligibility
3. Performance at the written examination/interview:60% (distributed as 40% and 20% for
written test and / or interview test and interview if written test is held)
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A minimum of 60% marks (50% for SC/ST/OBC) in the aggregate and also in the performance
at the written test and/or interview will be required to enable the candidate to be finally selected.
The selection committee will recommend the panel of successful candidates in order of the totalmarks awarded to the Board of Directors, Managing Director or Director as the case may be for
employment through personnel department for approval of proceedings. There could be some
cases, where the cost and time involved in the normal procedure of advertising would be
disproportionately high in view of very limited number of posts or short duration of the project
work requirement or where the requirements are so urgent that the normal process of
advertisement would not serve the purpose. Such specific cases would be put up for Appointing
Authoritys approval with proper justification and the recruitment in such cases would be on
contractual basis only.
The panels framed for recruitment will normally remain valid for two years, but their life may be
extended up to a further period of one year with the approval of authority that approved of the
panel in the first instance.
All initial appointments in the Company as a result of direct recruitment in accordance with the
rules contained herein (except those of temporary, adhoc, casual, or contractual nature and those
on foreign service or deputation terms from Government or other Public Undertakings) shall be
on probation for a period of 2 years. There will be review after one year of recruitment based on
Annual Confidential Reports by the Selection Board Unit head. Depending upon performance, if
need be, suitable advice should be issued to the employee. For confirmation, an employee will be
required to appear in a written test followed by interview held two months before the end of 2
years from date of joining. Based on this, positive decision will be taken either to clear or extend
probation or to terminate services. During the period of probation, an employee shall be liable to
be discharged from the service of the Company without notice or without assigning any reasons
at the sole discretion of the management. During the period of probation, the employees may be
required to undergo such training as is called for by the requirements of their jobs. On successful
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completion of probation and the prescribed training course, the employee is deemed to be
regularized and confirmed in the Companys employment.
After the competent authority has approved of the panel, appointments will be made to the
selected candidates in the order in which their names appear in the panel subject to their:
a. Being found medically fit for appointment in the Company by the Registered Medical
Practitioner approved for conducting such medical examination by the company.
b. His character and antecedents being verified by the Company and his being found to be fit
for employment in the company in all respects. In case of adverse report, he/she will be
discharged from employment.
i. Inspecting Engineers/Assistant Managers recruited and imparted training by RITES
will be required to submit a Surety Bond for serving company for a minimum period
of three years failing which they will be required to deposit a sum of Rs. 1 lakh with
the company before leaving the service.
ii. Engineers/Graduate Trainees possessing M.Tech or equivalent qualifications
will be granted two advance increments at the time of induction in RITES.
The Managing Director of the Company has full authority to interpret these rules and his
decisions shall be final in this regard. However, he may in his discretion seek a decision of the
Board of Directors on matters involving substantial questions of policy. The Managing Director
will also have the authority to relax any of the provisions of these Rules in respect of a category
or categories of persons for reasons to be recorded in writing.
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