Organisation Study - Guide Lines

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SCHOOL OF MANAGEMENT & BUSINESS STUDIESMAHATMA GANDHI UNIVERSITY

KOTTAYAM

MASTER OF BUSINESS ADMINISTRATION

ORGANISATION STUDY

Time Schedule

Date of starting the organisation study : Latest by 01.05.2012

Date of completion of organisation study : Latest by 31.05.2012

Date of submission of first copy of reportto the supervising teacher in the School : Latest by 15.06.2012

Date of OS Presentation : 16.06.2012 to 19.06.2012

Date of submission of Final report : 30.06.2012

Note: The duration of the organization should be for minimum of 30 day(including intervening Sundays and Holidays)

Co-Ordinator DirectorOrganization Study


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Guidelines for ORGANISATION STUDY

Organization study is one of the core area in which every student of MBA programme has

undergone at the end of Second Semester, for a minimum of one month in an Organisation of thechoice. The organization chosen should be a public limited manufacturing organization preferab

from outside the state.

Objectives

i. To familiarize the students with a business organization to relate theory with practice.ii. To familiarize the students with an organization structure and its functioning

iii. To familiarize them with the different departments in the Organisation and their functioand activities including documentation.

iv. To enable the students to understand how the key business processes are carried out in Organisation.v. Understand how information is used in Organisation for decision making at various leve

including data flow diagram.

vi. To conduct a SWOT analysis of the organizationvii. To study the financial performance of the organization by doing financial analysis

viii. To understand the extent of technology adoption including ICT, in the organization fvarious functions/activities.

The major objective of the Organization Study is to better understanding of the area-wise subjectaught in their Business Management Programme. This should also prepare the students with enougunderstanding about business Organisation to enable them to locate problems to be solved as Fin

Year Project later in their course. Please Keep in mind the fact that this is NOT intended to beproblem-solving project, which has to be done in the final year. Please bear in mind that processand functions are your focus and not data from various departments, which should only b

used to help you understand the organization.

How to Choose an OrganizationTry and choose an Organisation with all functional departments, where you will be able see and understand: Operations & Systems, Accounts & Finance, Personnel & HR, Marketin

Functions and their interactions with each other.

The Organisation chosen should have all the above functional areas for you to study.


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How to conduct the Study

a) Have an organisation coordinator/guide in the organisation. Visit the organisatioand have a walk through and identify and acquaint themselves with the differedepartments.

b) Make the organisation chart for the organisation and try to understand the functionof the managers/officers and supervisors in the different departments

Record the observations of yours and clarify with your supervisor to check if the samis correct.

c) Identify the key functions of each department and try to understand how it is carrieout (the process). For e.g. Materials department having the purchase function. Procecould be collect intends, check intends, find suppliers, get quotes, decide whom purchase from, prepare and issue purchase orders, follow up till delivery is got.

d) Draw the Organization chart of the entire organization as a whole and its departmenseparately.

e) Decision making process in each of the department and the data flowf) Try and interact with all the top Officials and customers (both external & interna

users, to find if there are problems with the processes. Make record of your findings

g) Find how the following are done in the organisationi. New product/services development

ii. MarketingDetails about the Marketing MixAdvertising

Sale - locating customersQualifying customersContacting customer and making salesOrder fillingPayment collection etcDepartmental structure & Functions

Product profile

CompetitorsSupply Chain management

Distribution Channels

Sales& Demand

Promotional effortsPricing strategies

Advertisement

Sales promotions

Sales force structureWarehousing

Complaint handling

Market research


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Market share analysis

Subsidiary departments

Marketing intelligence, information systems

iii Operations/Manufacturing- The operations/ Manufacturing process- Raw materials and conversion- Procurement Processes- Stores functions- Production planning and control- Quality control- Inventory Management- Materials Management

iv Accounting and Finance- Accounting systems adopted- Source & application of funds-Management of payables and receivables- Costing system

- Pricing system- Budgeting and budgetary control etc

Financial analysis of a few previous years statements of accountv. Personnel & HR

- Recruiting & Selection Process- Induction & Placements- Training & Development types & where used (process of

training)- Performance Appriasal- Fringe Benefits/ Incentives- IR Scenario- Grievances & Grievances handling- Discipline

vi. IT & Systems Department - Extent of the use IT and other technologies forvarious activities. Identify the type of hardware and software (SAP, ERP etc)being used in the Organization.

f. Study the extent of technology adoption in each departments including ICT.g. Do a SWOT analysish. Do the Financial analysis of the organization

Faculty Supervision and Organization Supervision

The School will allot a faculty for each of the student to supervise your organization studThe Students should note the following:


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All students should to meet and discuss with your respective faculty supervisbefore leaving for organization study.

All students should update the progress of the study with your faculty supervisor least once in a week with written report emailed.

All students should submit the duly filled evaluation report in the prescribed formfrom your organization Guide to the Faculty supervisor.Any changes, if required, in the organization study can be made with the consent

your faculty supervisor.

Evaluation

On return to SMBS each students will be required to make a presentation of the study anwill also have to submit a written report, which will be used for evaluation. Thparameters of the evaluation are Organization Understanding, Identification

key/critical/problem areas, Analysis, Presentation and Study Report. Please also make itpoint to send a joining report (By the organisation Guide/Co-ordinator) from thorganisation within a week of your reporting for the study to the Faculty Supervisor. Pleamark your attendance daily with the organisation Guide. The school shall also contact torganisation guide to receive a confidential feedback report about each student at the end the project.

All students are requested to bring the duly filled (sealed) confidential report (the format enclosed in appendix) from your organization Guide and hand over to your FaculSupervisor, after completing the study.

Format of the OS Report to be submitted

The letters should be Times New Roman font ,12 size with 1.5 space between lines. The maj

headings should be 16 size and sub headings 14 size. All subsection should be numbered li

1,1, 1,2,1.3 etc..(for subsections of chapter 1).

Contents to be included in the OS Report

Title Page

Certificate from the Organization

Certificate from the Faculty Advisor

Acknowledgement

Abstract (One page)

Contents

Chapter 1: Introduction about the Organization

Chapter 2: Industry Profile, which your chosen organization belongs to


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Chapter 3: Organization in detail with all Information includes:

General Information Organization Structure & Organization Chart Role and Responsibilities of various Executives Process/activities/products/services Individual Departments and its Structures/functions/activities Decision Making Process in each of the departments with data flow Details of the strategies used for various activities Details of the competitors and the organizations present position/status etc

Chapter 4: Details of Financial Analysis with support of Balance sheet and other such document

Chapter 5: Details of extent of Technology adoption including IT for various operations/activiti

Chapter 6: Details of SWOT AnalysisChapter 7: Your evaluation of the functioning of the organization. Identification of areas f

improvement possible and suggestions for the organization based on your study

Chapter 8: Report on your Mini Project

Problem Objectives Methodology Data Collection and Analysis

Findings and RecommendationsChapter 9: Your Learning Experience

Chapter10: Conclusions.

References


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A template of the Title Page is shown below

Organization Study Report on Oil and

Natural Gas India

An Organization study Report submitted to Mahatma Gandhi University for the partifulfillment of the Award of Master of Business Administration

Submitted By

Reghuraj Metha

(Reg No. 121006)

Under the Supervision of

Dr.Nidhin Choudhary

School of Management & Business Studies

Mahatma Gandhi University

Kottayam

June 2012


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SCHOOL OF MANAGEMENT & BUSINESS STUDIESMAHATMA GANDHI UNIVERSITY

KOTTAYAM

MASTER OF BUSINESS ADMINISTRATION

ORGANISATION STUDY

Evaluation Report

Name of Student : ________________________________________________________________

Name of the Organization: _______________________________________________________________

Period of Study : From _____________________ to _____________________

To be filled by your Supervisor at the organization (Kindly tick in the appropriate box)

1.Punctuality

&RegularityVery Regular Regular Not regular

2. SeriousnessVery serious &

DedicatedSerious

Calls for

improvement

3.Courtesy and

MannersVery courteous Courteous Needs to improve

4.Ability to

UnderstandVery able Able Yet to develop

5.Willingness for

hard work

Very much

willingWilling

Not much

willingness shown

6.Working

towards an

objective

Does work withcomplete focus

Partially Focused Needs to focus

7.Coverage of

topics

Very muchExhaustive

Average Patchy

8.Interest in

linkages among

functions

Very much

interested

Shows some

interestNot interested

9.Capacity to see

business as a

whole

Can conceivebusiness as a

whole

Somewhatcomprehensive

view

Needs to widenhorizons

10OVER ALL PERFORMACE

(Please put your marks: out of 100)Other Remarks or Suggestions:

Signature of the Supervisor: Office Seal

Name:

Designation:

Organisation:

Pleas Note: Student is required to bring this form in a sealed envelope, duly filled by the supervisor at the organization

Documents

Organisation Study - Guide Lines