Mpp Report Final

8/4/2019 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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Mpp Report Final

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