saras milk

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A

TRAINING REPORT

ON

HR FUNCTIONS IN

SARAS DAIRY

Submitted in partial fulfillment for award of degree of

Bachelor of Business Administration (BBA)

Submitted To : MISS. ALPA SETHI

Submitted By: ASHISH SHARMA

Enrollment No.

Swift College, Bhilwara(AFFILIATED BY MDS UNIVERSITY, AJMER)

SESSION 2014-15


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UNIVERSITY STUDY CENTRE

CERTIFICATE

This is to certify that the project report entitled

The research on Saras Dairy

Submitted in the partial fulfillment of the requirements for the

degree of

Masters of Business Administration of

Sikkim Manipal University, Sikkim

By

Ashish sharma

Has worked under my supervision & guidance & that no part of this report

has been submitted for the award of any other degree, diploma fellowship or

other similar titles or prizes and that work that the work has not beenpublished in any journal or magazine.

Reg. No. : Certified:


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ACKNOWLEDGEMENT

Completion of any project report is the milestone in the life of every management student

and the success of live project then enhances the self confidence of the student. The

successful completion of any task is the outcome of the invaluable aggregate contribution

of the personal efforts in all directions, explicitly or implicitly.

I would like to express my gratitude towards my project guide, Mrs. Aparna

Shyamsukha for her continuous support, efforts and encouragement along with her

knowledge and experience about the industry, enriched me with conceptual

understanding and practical approach needed to work efficiently for this project. The

project would not have reached to its destination without her guidance.

I would like to thank the entire team of Personnel & HRD department for their support

and cooperation throughout the tenure of the project and for giving me an in-depth

knowledge on the various processes related to the Human Resource and Personnel

department in the company. I also thank the employees of SARAS for giving their

precious time and cooperation.

The key to the acknowledgement of the summer internship program lies in the hands of

the faculty guide. I would like to offer my sincere thanks to Miss ALPA SETHIfor her

benevolent and expertise guidance without which this project would not have seen the

life of today.

I would also like to pay gratitude to Swift College for giving us a platform for

developing the project. In the last, but not the least, I express my gratitude to all thosewho have directly and indirectly rendered assistance guidance and support in completing

project.


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PREFACE

The summer training of a management student plays an important role to develop a well-groomed professional. It is a golden opportunity for me to give theoretical concepts a

practical shape in the field of application. It gives me an idea of dynamic and versatile

professional world as well as an exposure to the intricacies and complexities of corporate

world.

My summer training for minimum 45 days in Saras dairy was an eye opening experienceto see the impact of Human Resource in the organization.

In BBA we are taught above two dozen subjects which if not the application of the

practical knowledge. At SARAS DAIRY I got a chance to apply our theory to the latesttechnological and service environment.

In a span of two short months of exposure I learned a lot on various aspects of H.R. and

organizational structure. Now after two months I can say one thing for sure that the bestway to learn is at work and the human is the most important and the necessary asset of

the organization without which the organization would not be able to one step forward in

process.

It was a real interesting experience and I enjoyed every part of it. In todays globalize

world, where cutthroat competition is prevailing in he market, theoretical knowledge is

not sufficient. Beside his one need to have practical knowledge, which would help an

individual in his/her carrier activities and it is true that

Experience is better teacher.


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TABLE OF CONTENTS

SR. NO. TOPIC

Chapter1.

INTRODUCTION TO SARAS DAIRY

BACKGROUND NOTE

VISION,MISSION & OBJECTIVE

SARAS VALUES

INDIAN DAIRY DEVELOMPENT

THREE TIER STRCTURE

FUNCTION OF EACH DEPARTMENT

Chapter 2.

MARKET DEVELOPMENT ACTIVITES

SARAS RANGE OF PRODUCT

QUALITY ASSURANCE

ADVERTISING MEDIA PREFERED

SARAS MARKETING GROWTH

DISTRIBUCTION NETWORK

Chapter 3.

HUMAN RESOURCE

WHAT IS HUMAN RESOuRCE

HUMAN RESOURCE MANAGMENTCOMPANY HR

MISSION

DEPARTMENT STRUCTURE

HUMAN RESOURCE PROCESS

Chapter 4.

AREAS WHERE EXPLORED

RECRUITMENT

EMPLOYEE RETENSION

TIME RECORD KEEPING

LEAVE PROCESS

EXIT INTERVIEW

Chapter 5.

PROJECT DONE

QUESTIONNAIRE

OBSERVATION & ANALYSIS

CONCLUSION

RECOMMENDATIONS


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EXECUTIVE SUMMARY

HR is an integral part and in an organization there is a wide variety and nature of HR

functions. Some important HR functions forms the basic of this project

I ASHISH SHARMA trainee in SARAS DAIRY did the analytical study of-

RECRUITMENT.

RETENTION PROCESS

LEAVE PROCESS

EXIT INTERVIEW ANALYSIS

The reason to select and study this topic is the need of the Organization to analyze the

Data of attrite employees and in a way to minimize the attrition. It has also been helpful

for me as an aspiring HR professional to study about the different challenges face by the

department. It also throwslight on the Recruitment & leave process in Saras dairy.ExitInterview for HR Dept, its usefulness to the Organization & Employees at Saras thereby

to find out various reasons of employee leaving the organization.

The project gives suggestive measure to make the Exit Interview process more effectiveand beneficial in terms of analyzing the factors for future use.

Eventually People are our greatest asset is a mantra that companies have beenchanting for years. But only a few companies have started putting Human Resources

Management (HRM) systems in place that support this philosophy. Here I will try to

contribute insights about Exit Process better Retention practices, recruitment &leave

process.


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BACKGROUND

&

HISTORY


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Snapshots

In India White Revolution or Dairy industry was introduced in a Small town name

kheda of Gujarat, which was monitored by the National Dairy Development Board.

The Head office of the N.D.D.B is situated in Anand district. This board has taken

initiative of establishing Dairy Sanghs in different parts of the country. In compilation toabove, there are 16 different districts of India in which the board had established DairySanghs &the head quarter of these sanghs was situated in the Pink city of Jaipur. The

monitoring of the Dairy sanghs was being done by the N.D.D.B.

On the directions delivered by the Rajasthan Cooperative dairy federation ltd., in the year1972 in the District Of Bhilwara, Bhilwara dairy Sangh was established, on Anand

pattern under operation Floor- I programmed and was registered under co-operative act.

Feeder balancing dairy plant with one-lac liters per day capacity was commissioned in

1983 being managed by Rajasthan Co-operative Federation; Jaipur was handed toBhilwara Dugdh Sangh in 1990.

On the first day of its opening Bhilwara Dairy Sangh procured 100 lit of milk and in the

year 1977 the sangh started marketing of milk as well as selling loose milk. In the year1984, with the expansion of the sangh, the business of packed milk was also started &

1200 lit of milk was sold in this year by the sangh

Last couples of year have witnessed tremendous growth in milk procurement, processing,

marketing & rural development activities.But from 1

stApril-2009, as per guidelines from R.C.D.F Jaipur Bhilwara milk union had

to shade-off chittorgarhdistrict from its milk thrust area. Now onwards Chittorgarh will

be treated as treated as another milk union.

In present time approx. 88.5 lit milk per day is being sold in Bhilwara district.Bhilwara dairy is presently selling 5 varieties of milk in addition with milk by products

namely shrikhand, panner, butter, flavoured milk, chach & ghee in different pack size.

Soon the dairy will be introducing cheese, curd & ice-cream.Now, Bhilwara Zilla Dugdh Utapadak Sahakari Sangh is one the forerunners among

cooperative dairies not only in Rajasthan but also in north India. Sangh with milk shed

area covering Bhilwara district caters to demand of market of Bhilwara districts.Sangh now has 845 registered DCS with 53,509 members & procuring average 1.10 Lakh

liters of milk per day & out of which 88.5 thousand liters of milk is being sold within the BhilwaraDistrict. Bhilwara Zilla Dugdh Utapadak Sahakari Sangh has got ISP 15000 (HACCP) recently inFeb2001.

Bhiwara milk union was established in 1972 &registered under co-operative act with the

objective.

1. To organize milk producers co-operative societies at village level.

2.

To arrange to collect surplus milk generated in villages.3. Social & economic upliftment of milk producers.4. To undertake milk production enhancement activities such as artificial

insemination, distribution of balance cattle feed, treatment of animals, distribution of

fodder seed etc.5. Marketing of good quality, processed milk & products to consumer at

reasonable price.


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VISION, MISSION & OBJECTIVE

Vision:-

To be the world leader in the business by providing a convenient, transparent and

trustworthy online platform for effective wealth management.

Mission :-

To offer unparallel value by providing the customer transparent, convenient and

effective anytime -anywhere integrated financial transaction capability


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OBJECTIVE :-

To carry out activities for promoting production, procurement, processing and

marketing of milk & milk products for the economic development of animal husbandry/farming community.

Organize and provide technical inputs.

Erection of Dairy, chilling plant, cattle feed plants for unions.

Study of problems of mutual interest of the Federation and milk unions.

Impart training and orientation to dairy co-operative members.

Advice, assist and guide milk unions.

To organize milk producers co-operative societies at village level.

To arrange to collect surplus milk generated in villages.

METHODOLOGY:-

The methodology includes collection of various data with the help of prepared

questionnaire and interviewing retailers, distributors and customers.

The kind of research analysis has been done on the basis of opinions and observations. Iwill learn that how they used the Selection and recruitment process.


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Saras Values

People We value our people and promote diversity in our

workplace and in our thinking.

Service Our absolutely, positively spirit puts our customers

the heart of everything we do.

Innovation We invent and inspire the services and technologies

at improve the way we work and live.

Integrity We manage our operations, finances and services

ith honesty, efficiency and reliability.Responsibility We champion safe and healthy environments for the

mmunities in which we live and work.

Loyalty We earn the respect and confidence of our FedEx

eople, customers and investors every day, in

erything we do.


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INDIAN DAIRY DEVELOPMENT:-

INTRODUCTION:-

Dai ry has a special role to play in the economic development of the country.People in underdeveloped countries desirous of accelerating economic development

emphasis the need of industrialization so much that they almost forget that the

development of agriculture itself is a key factor in the economic development of dairy.Therefore must either precede occur simultaneously with general economic development

growth in Indian economy. Therefore requires a high degree of dairy development to

sustain a desirable rate of economic growth.

Mil k is a basic output in dairy enhanced profi tabil ity.

Following the recent general agreement on tariff and trade to a globalization of

markets will call for competitiveness and efficiency in the dairy sector in terms ofproductivi ty, risk coverage, nutr iti onal qual it ies and adaptabili ty. The dairy industry

will have to asses its strength and weakness in terms of vertical development, timely

production, its processing storage, and marketing. In dairy farming is still in its growingphase, ongoing policy, imitativeness will have to suit domestic requirement. It should

also capture a potential share of the international trade. In this endeavor, development of

farm working technologies and their assessment, assignment, and creation of awarenessabout their potentials will be paramount importance.

DAIRY INDUSTRY :-

Dai ry I ndustry has become one of the most competi tive profi ts making

industry .Now it has giving helping hands to farmers as a dairy based Industry.The number of Indian veterinary companies has an inherent capability to

become multinational and to capture substantial dairy markets.

The strength at our command can help in production and supply of drugs to thecountry with prior commitments to sustain external markets besides taking need based

production programmers in user country as well.


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STATEMENT OF PROBLEMS :-

In India more than 60% of the population is depending on agriculture.

Agriculture is the backbone of Indian economy. Only percentage of land has irrigation

facility. Rain fall is playing game with the Indian farmers are experiencing flood &

drought situations

Dairy low yield my be resulted by the following reasons :-

1. Inferior quality calves.2. Irreregularity in usage of feed and feed additives.

3. Improper method of feeding.

4. Indequate care about the diseases.

The success of dairying in India can be attributed to the following factors:-

1. Efficient milk production system: this is the basic and most contributory

factor of all. Milk production in India

is highly integrated into the farming system. The crop farming system and the dairy

system in turn provides farm power and fertilizer into the farming system. The production

system of milk in India is based on improving the conversion efficiency of indigenouscattle and buffaloes through cross-breeding and genetic upgrading rather than the

introduction of exotic dairy animals into the system.

2. Cooperation of the dairy industry:the major secret of success of the dairyprogram in India is the involvement of milk producers in setting up their own

organizations for milk production enhancement, milk procurement, processing and

marketing.

3. Remunerative prices to the milk producers: the milk producers in Indiaare now generally assured of a guaranteed market at remunerative prices even during

flush period when production exceeds the demand for milk and milk products. Milk

producers in India almost receive almost 2/3rd

of what the consumers pay for their milk

.this has resulted in better prices of milk.4. Cheap imports not used against local producers : imports of dairy

commodities in India was centralized through a farmer friendly National Dairy

Development Board which ensured that imported commodities are not made available tothe processing plants at lower prices than locally milk.


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5. Strong linkage between milk production enhancement and milkprocurement agencies: the privilege of collecting milk from the milk producers in India

now currieries the responsibility of supplying inputs to increase the milk production. Thislinkage also optimizes on transport of feed to the processing plant.

6. Efficient organization of milk collection: Bulk of the milk procured by the

processing plants in India is brought to the plant within 3-4 hours of milking avoidingintermediate chilling and reduced Efficient policy making, planning and

implementation infrastructure: the Government of India National Dairy

Development Board Dairy Cooperative linkage in India has provided an efficient

framework for policy making ,planning and programmed implementation7. Establishment of a National milk Grid: Milk in India now moves right

across the length and the breadth of the country linking milk producers with the

consumers and evening out the regional and seasonal disparities in production cost.

8. Efficient supply of cattle feed concretes :balanced cattle feed concretesare now being made available to the milk producers right at the village level ,at prices

that provide good value for money spend on each cattle feed .milk trucks that bring milk

from the villages also carry cattle feed optimizing on the transportation cost.9.

Improving the efficiency of indigenous mulch animals: India has

achieved bulk of the increases in milk production through the significant improvements

in the conversion efficiency of dairy animals through genetic up gradation of the local

stock rather than importing milch cattle .only exotic cattle were imported in the countryfor the production of the exotic bulls.

10. A long tradition of milk production and consumption: -India has a long

tradition of keeping milch animals as a part of the farming household .the animals arecared for and greatly valued .the entire farming family devotes time to the upkeep of the

animals .


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THREE TIER STRUCTURE:-

The dairy co-operative movement operates on three tier system wherein farmer members

own dairy co-operative societies (DCS)which own district milk producer's union. Theunions collectively own the RCDF.

It is a vertically integrated structure that establishes a direct linkage between those who

produce the milk and those who consume it.

Federation - Provides service & support to unions. Marketing within & outside state,

Liaison with government and NGO agencies, mobilization of resources & coordinating &

planningprogrammers/ projects.

Union- Develops village milk cooperative network, procures milk from DCS, processes

& markets. Sale of cattle feed and related inputs, promotion of cross breeding through AI

and NS, promotion of fodder development and general support & supervision to DCS.

DCS- Provides input services to its members and procurement of milk.


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The dairy co-operatives depict the following institutional properties:

Democratically elected board of DCS, milk unions & Federation from amongtheir members.

Adoption of such bye laws which ensure democratic process on the principles of

cooperation.

Management & ownership of assets by the cooperatives.

Autonomy in pricing, marketing & appointment of personnel.

Employment of professional.

Total control of the organization is in the hands of its members.


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SARAS RANGE OF PRODUCTS

The sangh at present produces & markets the following milk & milkproducts in Bhilwara & Bhilwara district.

SARAS PRODUCTS

A) SARAS MILK**

1. FULL CREAM MILK

2. STANDARDISED MILK

3. TONED MILK

4. DOUBLE TONED MILK

5. SKIMMED MILK

B) SARAS BY PRODUCTS1. GHEE

2. TETRA PACK MILK

3. FLAVOURED MILK

4. COW GHEE

5. TABLE BUTTER

6. PANEER

7. SRIKHAND

8. CHAACH

9. ICE CREAM

10.

MILK CAKE11.RASGULLA

12.CHEESE

13.

MAWA


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PRODUCT LAUNCHED:-

1. Mitti dahi: -100 gms. Cup

2. Flavored Milk:-200 ml. bottle pack

3. Ice Cream :-100 gms cup

4. Cow Milk in Pouch: - lt. & one lt.

5. Cow ghee: - 1 lt.

AVERAGE DAIRY PRODUCTION

1. Paneer:- 1800 kg.

2. Shrikhand:-5000-5500 cups

3. Dahi:-13000 cups

4. Chhach (plain):-40,0000-45,000 packets

5. Chhach (salted):-25,000 packets

6. Lassi:-25,000 packets

7. Mawa:-1400 kg


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QUALITY ASSURANCE :-

RCDF possesses a specialized central quality control laboratory which monitors

adherence to quality standards through random sampling of milk, milk products, cattle

feed, packing material etc. Each dairy plant has its own laboratory to which RCDF staffprovides advice and technical support. Established in the year 1990 the Central Quality

Control Laboratory in RCDF is engaged in monitoring the quality standards of milk and

milk products, packaging material, cattle feed and effluent treatment so as to ensure their

conformance with laid down respective standards of P.F.A., B.I.S., Ag-mark and

Pollution Control Board. Ambit of activities cover all aspects right from collection of

milk to finished products by programmed such as clean milk production, ISO-9002and

HACCP-15000certification. In addition to this all the major milk plants and cattle feed

plants too have their own laboratories to ensure the QAP and TQM at first place.

Commitment to production of quality products has resulted in the dairy plants at Ajmer,

Alwar,Bhilwara,Bikaner,Ganganagar, Jaipur & Udaipur being registered under ISO-

9002 and HACCP-15000 systems
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ADVERTISING MEDIA PREFFERED:-

: -

ADVERTISING MEDIA PREFFERED

MEDIA NUMBER PERCENTAGE

(%)

AUDIO VISUAL(T.V,RADIO) 80 54

PRINT(NEWSPAPER,MAGZINE) 24 16

OUTDOOR(HOARDINGS,WALL-

PRINTING)

29 19

POP-ATERIAL(DANGLERS,BANNERS)

17 11

ADVERTISING MEDIA PREFFERED AUDIOVISUL(T.V,RADIO)

PRINT(NEWSPAPER,MAGZINE)

OUTDOOR(HOARDINGS,WALL-PRINTING)

POP-MATERIAL(DAN


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SARAS

(A HERITAGE OF HEALTH & TASTE)

MARKETING-GROWTH

OF

SARAS DAIRY, BHILWARA


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ACTIVITIES :-

The marketing activities of the Federation include providing support to the Milk Unions

in milk and milk products within and outside the State. RCDF is presently marketing

milk & milk products underSarasbrand :

Fresh milk of different compositions and long shelf life tetra pak milk is being marketed

in rural and urban areas. The Federation is a major supplier of tetra pak milk to the

armed forces.

RCDF is also marketing various fresh milk products in Saras brand, which are, Chhach,

Lassi, Shrikhand, Flavoured Milk, Mawa, Paneer and Dahi. Long life products such as

Cow ghee, Ghee, Table Butter, Dairy Whitener, Skim Milk Powder, WMP and Tetra Pak

Milk (Cow Milk, Taza Milk and Fit and Fine) are also being marketed.

Saras Milk Parlors serving a complete range of milk products are operational at 385

pointsin Rajasthan.

Presently Saras brandis being marketed through a network of 16556 outlets.
http://www.sarasmilkfed.coop/prod.htmhttp://www.sarasmilkfed.coop/prod.htmhttp://www.sarasmilkfed.coop/prod.htmhttp://www.sarasmilkfed.coop/prod.htm


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BHILWARA ZILA DUGDH UTPADAK SAKAHAR SANGH LTD. BHILWARA

PERFORMANCE AT A GLANCE (MARKETING)

SNO. PARTICULARS 2002-03 2003-04 2004-05 2005-06 20

(A) ALE OF MILK & MILK PRODUCT

1VERAGE PER DAY SALE OF

83 98 105 106 1ILK (TLPD)

2 EARLY SALE OF GHEE(MT) 539 610 975 1036 1

3 EARLY SALE OF F.M.P

)CHACH (LITER) 3,08,762 4,11,772 8,48,796 1,165,717 97

B) PANEER (K.G.) 19,749 38,211 37,216 39,923 44

C) TABLE BUTTERE (K.G.) 4,092 5,380 7,505 8,222 10,

D)SHRIKHAND (K.G.) 2,263 14,374 20,143 22,105 22,

E)FLAVOURED MILK (LTR) 3,538 2,832 3,753 4,382 8

G)TETRA PACK(LTR) NIL NIL 1,133 875 N

H)CHEESE (KG) NIL NIL 5 3.00 N

I) MILK CAKE (KG) NIL NIL 498 721 N

)RASGULLA(KG) NIL NIL 365 3,278 8

)MAWA(KG) NIL NIL NIL 1,050 5

(B) XPANSION OF DISTRIBUTION NETWORK

(A) EALER/RETAILER605 715 742 865 9

CUMULATIVE)

(B) ROWTH IN COVERAGE102 110 110 112 1

OWN/KASBA/CITY)

( C) ARKET DEVELOPMENT

(A) MILK TESTING CAMPAIGN

20 5 45 3

539 SAMP. 90 SAMP. 235 SAMP. 30 SAMP. 1282

69% 70% 68% 69% 6

SUB STAND. SUB STAND. SUB STAND. SUB STAND. SUB


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SAMPLE SAMPLE SAMPLE SAMPLE SA

(B)

USTOMER VISITS TO DAIRY 3893 5976 6100 2280 4

LANT(N0S.)(HOUSE WIFE /

(48

BATCH.)

(72

BATCH.)

(83

BATCH.)

(32

BATCH.) BACHOOL CHILDREN)

(D) ISTRIBUTION NETWORK

(A) ER DAY RUNNING OF4400 4800 5091 5391 6

EHICLES(KM.)

(B) O. OF VEHICLES (ALL INSU - 16+2

REF. 19+2 REF.

22+2

REF. 24+2 REF.

2

R


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DISTRIBUTION NETWORK

The union has divided the Bhilwara district into 10 routes.The milk is supplied to these

areas through Milk Insulated Vans.

S.no Name of Routes

1 Bhilwara 1

2 Bhilwara 2

3 Bhilwara-3

4 Gangapur

5 Hamirgarh

6 Devli

7 Gulabpura

8 Kachola9 Jahajpur

10 Bijoliya

RETAILERS /DISTRIBUTORS-

Bhilwara Sangh has divided its milk thrust area into Two Zones-1. Bhilwara city 2. Bhilwara up country

For Bhilwara city retailers are appointed & for Bhilwara up country marketdealers are appointed.


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FUNCTIONING OF EACH DEPARTMENT IN BRIEF

In present the BHILWARA DAIRY is procuring 1.10 lake lit milk per day from differentvillages & towns, adjoining to Bhilwara district. The Dairy plant is having a storage

capacity of 2.00-lake liter milk per day. From the procured milk 88.5 thousand lit of milkafter pasteurization (as per PFA act) is sold in the market to the customers & rest of the

milk is utilized for making by products/R.M.G/N.M.G /Inter union sale etc. For

monitoring & controlling the above activities four main deptt. are established, these alldeptt are interrelated with each other. A Managing director is appointed by the R.C.D.F

Jaipur for controlling & monitoring all the activities of various deptts.

FOUR MAIN DEPTTS OF BHILWARA DAIRY

& THEIR WORKING-

1.Procurement & In put Department- This deptt. deals mainly withprocurement & collection of milk. The basic functions of deptt are formation of D.C.S in

villages, collection of milk, Organizing f.O.P programmes, Payment to D.C.S (T.K.P.D),Technical input through trainings, institutional development activities.

2.Production & Plant Deptt.-Main work of this deptt. is processing & packagingof milk. The procured milk is sent by the P& I deptt. to plant. Its main work is to processthe milk & packing it & utilizing rest of the milk for making by products like paneer,

ghee, chach, shrikhand or any other purpose according to requirement.

3.Marketing deptt.-The main function of this deptt. is to sell the packaged milk &milk by products in the market. Other subsidiary functions of this deptt. is to organize

Customer orientation programme, Milk testing camps, Advertisement & Sales

promotional activities.Marketing dept. Had appointed Booth agents/dealers for selling their products.The milk

is distributed to them through Insulated milk van, refrigerator van. Marketing deptt. had

captured Bhilwara, Chittor, M.P & adjoining areas as their target market.

The booth agents of Bhilwara city are called retailers while the booth sellers of upcountry are called Dealers. 70 paisa commission is paid to retailers & dealers on monthly

basis. For By products commission is given to the dealers appointed by the Sangh on the

basis of the product supplied. Ever year many incentives schemes are also launched for

the retailer/dealers by the marketing deptt.Marketing deptt. also deals with sales promotional activities

4.Accounts and finance deptt.-These two deptt. deals with financial matters of thesangh. All the funds are made available to different deptt. through finance deptt.. All the

cash receipt, bill payments, voucher entries, are handled by Accounts deptt.Thus, these

all deptt. are controlled by their departmental heads. Dairy sangh has received recognition

as An ISO-9001:2000 & IS15000(HACCP) Organisation.


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OTHER DEPARTMENT

ADMINISTRATION:- This is the branch where again several departmentswork. They have separate assistant manager for each branch who looks after the

functioning of their respective departments. There are P&I, HR, finance and computerdepartment in this branch. Technical inputs are also working here whose objective is to

provide medical facilities to the cattle. They provide first aid facility to animals at their

doorstep.

ENGINEERING:-The branch is responsible for looking after work related tomachinery. They try to save energy by energy conservation program. This department

though small in size, looks after the functioning of machinery to continue work smoothly.They have to endeavor minimizing the possibility of any machinery breakdown.

PLANT:-Plant deals with manufacturing of by-products and several other relatedfunctions. In the plant again several sub-departments are working. They are by-products

section, quality control and laboratory. Processing of by-products take place in plant.

Processed food is sent in laboratory.

PACKAGING SYSTEM:-as the name suggests this branch deals

packaging of milk in such a way as to keep it for long time. Here milk is first heated to142 C so as to kill the germs. Then it is packed in a special pack, which is known as tetra

pack. This package has special kind of paper in six layers, which helps in keeping milkfresh for 60-90 days.

ESTABLISHMENT OF MILK PRODUCING CO-OPRATIVE

COMMITTEES:- till the year 2001-02, bhilwara milk co-operative has establishedaround 1040 milk producing co-operative committees and has around 77,439 members. Itincludes 455 women committees and 21,450 women members. Still it is trying to

increase its membership.

MILK PROCURMENT AND PAYMENT:- This co-operativecollected average of 2.851 kg milk per day in year 2001-02 as compared to average of

2.311 kg in the year 2001-02. it has recorded an increase of 23.4% in milk collection. In

January 2002 it collected maximum of 4.321 kg of milk and established the record ofcollecting average of 4.191 kg milk per day in the history of co-operative.


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MEDICAL FACILITIES OF CATTLES:-For providing better healthfacilities to milk producing cattle and to provide medical facilities to them, co-operative

has established animal development organization. They also provide emergency serviceto cattle. To stop the deficiency milk in summer season, they have also arranged animal

cooling system.

TRANSPORT:- This section is responsible for transportation of milk. Milkis collected from rural areas and brought to dairy. After this, it is supplied to different

places as per requirement.


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WHAT IS HUMAN RESOURCE?

Human Resources may be the most misunderstood of all corporate departments, but it's

also the most necessary. Those who work in Human Resources are not only responsiblefor hiring and firing, they also handle contacting job references and administering

employee benefits.

It's true that any individual who works in Human Resources must be a "people person."

Since anyone in this department deals with a number of employees, as well as outside

individuals. Managing employees is a major job, so those in Human Resources must beequal to the task. Ten or twenty years ago, Human Resources personnel were rarely seen.

Instead they worked behind the scenes to ensure personnel records were in order and

employee benefits were being properly administered, but the job stopped there. Today's

Human Resources personnel don't only handle small administrative tasks. They are

responsible for staffing majorcorporations.This is no minor feat.

It's not enough to be able to screen potential employees, however. Those who work inHuman Resources also have to be able to handle a crisis in a smooth, discreet manner.

Whether the issue is health care related or employee disputes, a person working in

Human Resources must be trusted to keep an employee's personal details to herself. TheHuman Resource team must also be a good judge of morale and realize when morale

boosting incentives are needed. It's up to them to make sure all employees are

comfortable with their surroundings and working under acceptable, if not above average,

conditions.
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WHAT IS HUMAN RESOURCE MANAGEMENT ? :-

Human resource management is focused on the effective and efficient use of human

talent to accomplish the strategic objectives of the organization. In the past, human

resource management often involved administrative tasks such as handling employee

benefits questions, recruiting, interviewing, and hiring new staff, and ensuring thatorganizational policies and procedures were established and followed in compliance with

relevant employment law. Todays human resource professionals manage those tasks and,increasingly, consult with top executives regarding strategic planning. They have moved

from behind-the-scenes staff to leading the company in suggesting and implementing

organizational change policies. Increasingly, top management is recognizing that acompetitive advantage can be gained through strategically managing their human

resources.

Human Resource Management includes all activities used to attract & retain employees

and to ensure they perform at a high level in meeting organizational goals.


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COMPANY HUMAN RESOURCE

The human resource department is responsible for planning, developing, and

implementation of HR processes and system comprises of :

Recruitment and manpower planning.

Training and development. Compensation and benefits.

Performance management.

Employee relations and communication.

MISSION:

At SARAS DAIRY, personnel department is an important department, which

relates to human relations ships within the industry.

It aims to provide

Social responsibility in surrounding villages. Recruitment and selection of right person for the job.

Implementation of training schemes of government.

Providing the environment which enables the employees to perform to his potential

and win

Proper maintenance of service records of employees.

Implementations of agreements, awards and agreed discussions.

Organizing welfare amenities for general health of the workmen.

Proper implementation and coordination of management personnel policies.

To attract, develop, and retain the best talent in the industry


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ORGANIZATION STRUCTURE

MANAGING DIRECTOR

------------------------------------

MANAGER MANAGER MANAGER MANAGER

PROCUREMENT PLANT MKTG. FINANCE

& & &

INPUT DEPTT. PROD. DEPTT DEPTT. ACCTTDEPT.

DY.MANAGER DY MANAGER DY.MANAGER DY.MANAGERPROCUREMENT PLANT MKTG. FINANCE.

& & DEPTT &INPUT DEPTT PROD. DEPTT ACCTT DEPT.

ASTT MANG. ASTT MANG. ASTT MANG. ASTT MANG.

PROCUREMENT PLANT MKTG. FINANCE

& & DEPTT. &

INPUT DEPTT. PROD. DEPTT. ACCTT.DEPTT

SUPERVISIOR SUPERVISIOR SUPERVISIOR ACOUNTT.PROCUREMENT PLANT MKTG. FINANCE

& & DEPTT. &INPUT DEPTT. PROD. DEPTT. ACCTT. DEP


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AREAS WHERE EXPLORED

These are the following areas where a detailed study is done according to the various

procedures and policies of the company.

SR. NO. TOPIC

1.

RECRUITMENT PROCESS

OBJECTIVE

SOURCE OF RECRUITMENT

RECRUITMENT PROCESS

RECRUITMENT POLICY IN SARAS DAIRY

2.

EMPLOYEES RETENSION

WHAT IS EMPLOYEES RETENSION

FIVE MAJOR THINGS FOREMPLOYEES RETENSION

IMPORTANCE OFEMPLOYEES RETENSION

BENEFITS OF ATTRITION

3.

LEAVE PROCESS

TYPES OF LEAVE

LEAVE ADMINISTRATION PROCESS

4.

TIME RECORD KEEPING

RULES AND REGULATIONS

PROCEDURE

5

EXIT INTERVIEW

NEED OF EXIT INTERVIEW

IDLE EXIT PROCESS

WHAT MAKES EMPLOYEE LEAVE


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RECRUITMENT PROCESS

Develop a pool of qualified applicants.

OBJECTIVE:

To advertise for new employees and laisioning with employment agencies and job searchwebsites and it also comprises of determining the best candidates from those who supply

, arranging interviews, tests and finalization of candidates.

VARIOUS ASPECTS:

It comprises of the various activities:

Manpower requisition raised, arranging interviews, selection and placement

of right candidate at right place with right time.


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SOURCES OF RECRUITMENT:-

SARAS DAIRYhas the option of choosing the candidates for its recruitment processes

from two kinds of sources: internal and external sources. The sources within theorganisation itself (like transfer of employees from one department to other, promotions)

to fill a position are known as the internal sources of recruitment. Recruitment candidates

from all the other sources (like outsourcing agencies etc.) are known as the external

sources of recruitment.

SOURCES OF RECRUITMENT


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INTERNAL SOURCES OF RECRUITMENT:-

1.TransfersThe employees are transferred from one department to another according to theirefficiency and experience.

2.PromotionsThe employees are promoted from one department to another with more benefits and

greater responsibility based on efficiency and experience.

3.Upgrading and Demotionof present employees according to their performance.

4. Retired and Retrenched employeesmay also be recruited once again in casef shortage of qualified personnel or increase in load of work.

5. The dependents and relatives of Deceased employees and Disabled

employeesare also done by many companies so that the members of the family donot become dependent on the mercy of others.


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EXTERNAL SOURCES OF RECRUITMENT:-

1.

PRESS ADVERTISEMENTS

Advertisements of the vacancy in newspapers and journals are a widely used source ofrecruitment. The main advantage of this method is that it has a wide reach.

2. EDUCATIONAL INSTITUTES

various management institutes, engineering colleges, medical Colleges etc. are a good

source of recruiting well qualified executives, engineers, medical staff etc. Theyprovide facilities for campus interviews and placements. This source is known as

Campus Recruitment.

3. PLACEMENT AGENCIES

Several private consultancy firms perform recruitment functions on behalf of client

companies by charging a fee. These agencies are particularly suitable for recruitment of

executives & specialist. It is also known as a RPO(Recruitment Process Outsourcing)

4. EMPLOYMENT EXCHANGES

Government establishes public employment exchanges throughout the country. These

exchanges provide job information to job seekers and help employers in identifying suitablecandidates.

5. LABOUR CONTRACTORS

Manual workers can be recruited through contractors who maintain close contacts with the sources

of such workers. This source is used to recruit labors for Construction jobs.

6. UNSOLICITED APPLICANTS

Many job seekers visit the office of well-known companies on their own. Such callers are considered

nuisance to the daily work routine of the enterprise.


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7. EMPLOYEE REFERRALS

Many organizations have structured system where the current employees of the organization can

refer their friends and relatives for some position in their organization. Also, the office bearers

of trade unions are often aware of the suitability of candidates. Management can inquire theseleaders for suitable jobs

8. RECRUITMENTAT FACTORY GATE

Unskilled workers may be recruited at the factory gate these may be employed whenever a

permanent worker is absent. More efficient among these may be recruited to fill permanent

vacancies.


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RECRUITMENT PROCESS


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SELECTION PROCESS:

BackgroundInformation

Interviews Refere

nces

PapertestsPhysicalAbility

Performance

tests

SSeelleeccttiioonn


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BENEFITS OF INTERNAL RECRUITMENT:-

Recruiting costs: Since the recruiting machinery is focused on an alreadyexisting pool of employees to fill a vacant position, and therefore selection and

socializing processes are less time and dollar consuming, internal recruiting tends to be

less expensive than external recruiting. Internal recruitment is cheaper and quicker thanadvertising in various media and interviewing outsiders.

Time Saving:Time spent in training and socialization is also reduced.

Motivation:The prospect of potential promotion or transfers provides a clearsign to the current work force that the organization offers room for advancement. This

addresses the employee's need for self-achievement. Internal recruitment can be used as a

technique of motivation. Morale of the employees can be improved

Familiarity: The familiarity of the employee has a two-side effect: On theone hand the employee is familiar with the organization's policies, procedures, andcustoms. At the same time, the organization has established an employment history

showing the workers formal and informal skills and abilities. Suitability of the internal

candidates can be judged better than the external candidates as known devils are betterthan unknown angels.

Easier:The ability of the recruit is known so it is easy to assess potential forthe next level. By contrast, assessments of external recruits are based on less reliable

sources, such as references, and relatively brief encounters, such as interviews.

Insiders know the organization, its strengths and weaknesses, its cultureand, most of all, its people.

Benefits of Promotions: Promotions from within build motivation and asense of commitment to the organization. Skilled and ambitious employees are more

likely to become involved in developmental activities if they believe that these activities

will lead to promotion.


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DRAWBACKS OF INTERNAL RECRUITMENT:-

Inbreeding: One drawback of extensive internal recruiting is the reduced likelihoodof innovation and new perspectives. A lack of new employees from the outsides leads toa lack of new ideas and approaches.

EEO Criteria: A use of the internal pool for the consideration of vacant positionscan lead to conflicts with the Equal Employment Opportunity Commission. Theorganization has to ensure and continuously check its balance of a diverse workforce.

This has to relate to the organizations legal, political and geographical environment.

Sometimes it is difficult to find the right candidate within and the organizationmay settle for an employee who possesses a less than ideal mix of competencies.

If the vacancies are being caused by rapid expansion of the organization there may

be an insufficient supply of qualified individuals above the entry level.

This may result in people being promoted before they are ready, or not beingallowed to stay in a position long enough to learn how to do the job well.

reduce organizational flexibility and growth, and resistance to change by those who have

an interest in maintaining the status quo may present long term problems.

In times of rapid growth and during transitions, the organization may promote from

within into managerial positions, regardless of the qualifications of incumbents.Transition activities and rapid organizational growth often mask managerial deficiencies;

it is not until the growth rate slows that the deficiencies become apparent and, then, the

organization finds it difficult, if not impossible, to undo the damage. The resulting cost of

remedial training can prove prohibitive.


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RECRUITMENT POLICY IN SARAS DAIRY:-

In todays rapidly changing business environment, a well defined recruitment policy is

necessary for organizations to respond to its human resource requirements in time.

Therefore, it is important to have a clear and concise recruitment policy in place, which

can be executed effectively to recruit the best talent pool for the selection of the rightcandidate at the right place quickly. Creating a suitable recruitment policy is the first step

in the efficient hiring process. A clear and concise recruitment policy helps ensure asound recruitment process.

A recruitment policy of in SARAS DAIRYshould be such that:

It should focus on recruiting the best potential people.

To ensure that every applicant and employee is treated equally with dignity and

respect.

Unbiased policy.

To aid and encourage employees in realizing their full potential.

Transparent, task oriented and merit based selection.

Weight age during selection given to factors that suit organization needs.

Optimization of manpower at the time of selection process.

Defining the competent authority to approve each selection.

Abides by relevant public policy and legislation on hiring and employmentrelationship.

Integrates employee needs with the organizational needs.


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EMPLOYEE RETENSION

WHAT IS EMPLOYEE RETENSION:-

Employee retention is a process in which the employees are encouraged to remain with

the organization for the maximum period of time or until the completion of the project.

Employee retention is beneficial for the organization as well as the employee.

Employees today are different. They are not the ones who dont have good opportunit ies

in hand. As soon as they feel dissatisfied with the current employer or the job, they

switch over to the next job. It is the responsibility of the employer to retain their bestemployees. If they dont, they would be left with no good employees. A good employer

should know how to attract & retain its employees.


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EMPLOYEE RETENSION STRATEGIES:-

The basic practices which should be kept in mind in theemployee retentionstrategies

are:-

1.

Hire the right people in the first place.2. Empower the employees: Give the employees the authority to get things done.3. Make employees realize that they are the most valuable asset of the

organization.

4. Have faith in them, trust them and respect them.5. Provide them information and knowledge.

6. Keep providing them feedback on their performance.

7. Recognize and appreciate their achievements.

8. Keep their morale high.9. Create an environment where the employees want to work and have fun.

Employee Retention

Employee retention is a process in which the employees are encouraged to remain withthe organization for the maximum period of time or until the completion of the project.

Employee retention is beneficial for the organization as well as the employee.

Employees today are different. They are not the ones who dont have good opportunities

in hand. As soon as they feel dissatisfied with the current employer or the job, theyswitch over to the next job. It is the responsibility of the employer to retain their best

employees. If they dont, they would be left with no good employees. A good employer

]lgfqshould know how to attract and retain its employees. Retention involves five majorthings

1.Compensation-

Compensation constitutes the largest part of the employee retention process. The

employees always have high expectations regarding their compensation packages.Compensation packages vary from industry to industry. So an attractive compensation

package plays a critical role in retaining.

Compensation includes salary and wages, bonuses, benefits, prerequisites, stock options,

bonuses, vacations, etc.
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2.Organization Environment

Organization environment includes

Culture

Values

Company reputation

Quality of people in the organization

Employee development and career growth

Risk taking

Leading technologies

Trust

Types of environment the employee needs in an organization

Learning environment: It includes continuous learning and improvement of the

individual, certifications and provision for higher studies, etc.

Support environment: Organization can provide support in the form of work-life balance. Work life balance includes:

o Flexible hours

o Telecommuting

o Dependent care

o Alternate work schedules

o

Vacations

o Wellness


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Work environment:It includes efficient managers, supportive co-workers,

challenging work, involvement in decision-making, clarity of work and responsibilities,and recognition.

Lack or absence of such environment pushes employees to look for new opportunities.

The environment should be such that the employee feels connected to the organization in

every respect.

3.Growth and Career

Personal growth and dreams: Employees responsibilities in the organization should help

him achieve his personal goals also. Organizations cannot keep aside the individual goalsof employees and foster organizations goals. Employees priority is to work for them andlater on comes the organization. If hes not satisfied with his growth, hell not be able to

contribute in organization growth.

Training and development: Employees should be trained and given chance to improve

and enhance their skills. Many employers fear that if the employees are well rained,

theyll leave the organization for betterjobs.Organization should not limit the resourceson which organizations success depends. These trainings can be given to improve many

skills like:

Communications skills

Technical skills

In-house processes and procedures improvement related skills

C or customer satisfaction related skills

Special project related skills

Need for such training can be recognized from individual performance reviews,

individual meetings, employee satisfaction surveys and by being in constant touch with

the employees.
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4.Relationship

A supportive work culture helps grow employee professionally and boosts employeesatisfaction. To enhance good professional relationships at work, the management should

keep the following points in mind.

Respect for the individual:Respect for the individual is the must in the organization.

Relationship with the immediate manager:A manger plays the role of a mentor and a

coach. He designs and plans work for each employee. It is his duty to involve the

employee in the processes of the organization. So an organization should hire managers

who can make and maintain good relations with their subordinates.

Relationship with colleagues:Promote team work, not only among teams but in

different departments as well. This will induce competition as well as improve the

relationships among colleagues.

Recruit whole heartedly:An employee should be recruited if there is a proper place and

duties for him to perform. Otherwise hell feel useless and will be dissatisfied.Employees should know what the organization expects from them and what their

expectation from the organization is. Deliver what is promised.

Promote an employee based culture:The employee should know that the organization

is there to support him at the time of need. Show them that the organization cares and

hell show the same for the organization. An employee based culture may include

decision making authority, availability of resources, open door policy, etc.

Individual development: Taking proper care of employees includes acknowledgement

to the employees dreams and personal goals. Create opportunities for their career growthby providing mentorship programs, certifications, educational courses, etc.

Induce loyalty: Organizations should be loyal as well as they should promote loyalty in

the employees too. Try to make the current employees stay instead of recruiting newones.

5.Support

The feedback from supervisor helps the employee to feel more responsible, confident andempowered. Top management can also support its employees in their personal crisis by

providing personal loans during emergencies, childcare services, employee assistance

programs, counseling servicesetc.

Employers can also support their employees by creating an environment of trust and


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inculcating the organizational values into employees. Thus employers can support their

employees in a number of ways as follows:

By providing feedback

By giving recognition andrewards

By counseling them

By providing emotional support
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Importance Of Employee Retention

The process of employee retention will benefit an organization in following ways-

The cost of turnover: the cost of employee turnover add hundreds money to acompany's expenses. While it is difficult to fully calculate the cost of turnover (including

hiring costs, training costs and productivity loss), industry experts often quote 25% of theaverage employee salary as a conservative estimate.

Loss of Company Knowledge: When an employee leaves, he takes with himvaluable knowledge about the company, customers, current projects and past history

(sometimes to competitors). Often much time and money has been spent on the employee

in expectation of a future return. When the employee leaves, the investment is notrealized.

Interruption of Customer Service:Customers and clients do business with acompany in part because of the people. Relationships are developed that encouragecontinued sponsorship of the business. When an employee leaves, the relationships that

employee built for the company are severed, which could lead to potential customer loss.

Turnover leads to more turnovers:When an employee terminates, the effect isfelt throughout the organization. Co-workers are often required to pick up the slack. The

unspoken negativity often intensifies for the remaining staff.

Goodwill of the company:The goodwill of a company is maintained when theattrition rates are low. Higher retention rates motivate potential employees to join theorganization.

Regaining efficiency: If an employee resigns, then good amount of time is lost inhiring a new employee and then training him/her and this goes to the loss of the company

directly which many a times goes unnoticed. And even after this you cannot assure us ofthe same efficiency from the new employee.


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Benefits of Attrition

Attrition rates are considered to be beneficial in some ways:

If all employees stay in the same organization for a very long time, most of

them will be at the top of their pay scale which will result in excessive manpower costs.

When certain employees leave, whose continuation of service would have

negatively impacted productivity and profitability of the company, the company is

benefited.

New employees bring new ideas, approaches, abilities & attitudes which cankeep the organization from becoming stagnant.

There are also some people in the organization who have a negative anddemoralizing influence on the work culture and team spirit. This, in the long-term, is

detrimental to organizational health.

Desirable attrition also includes termination of employees with whom the

organization does not want to continue a relationship. It benefits the organization in the

following ways:

o It removes bottleneck in the progress of the company

o It creates space for the entry of new talents

o It assists in evolving high performance teams

There are people who are not able to balance their performance as per expectations,lack potential for future or need disciplinary action. Furthermore, as the rewards are

limited, business pressures do not allow the management to over-reward the performers,

but when undesirable employees leave the company, the good employees can be giventhe share that they deserve.

Some companies believe attrition in any form is bad for an organization for it meansthat a wrong choice was made at the beginning while recruiting. Even good attrition

indicates loss as recruitment is a time consuming and costly affair. The only positivepoint is that the realization has initiated action that will lead to cutting loss.


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LEAVE PROCESS

It is the policy of SARAS DAIRY to provide leave facility to its employees; to attend totheir personal work, contingencies and for rejuvenation.

Purpose: To understand the leave rules and regulations applicable to all concernedemployees.

Scope:

1. This policy applies to all saras & group companies.

2. All employees deputed out of India, will be governed by these rules with the

exception inclusions in the Leave rules of the deputed country.3. This policy will be applicable only to full-time employees.

All confirmed employees are entitled to leave, according to the rules and regulations asstated below:

Every employee will be entitled for the following leaves

Time Off (T/O) 5 days per year

Sick Leave (S/L) 5 days per year

Privilege Leave (P/L or Vacation)

Jan to june-15 days

July to dec -15 days

Paid Holidays As declared every year

Maternity Leave (M/L) 12 weeks

Casual leave (yearly) 15 days

All leave, irrespective of geographical location, will be inclusive of Saturdays, Sundaysand holidays which may fall in between. All leave will be calculated on the basis of the

Calendar year. Detail information on coverage is available on request from the HR

Department.


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Paid Holidays:

There are 12 predetermined Holidays in every year which are declared on the 1stJanuary

of every year and the details regarding holidays would be displayed on the notice board.

Responsibilities

1. All leave is subject to the approval of the immediate supervisor.2. For the purpose of accounting, leave for the year shall mean the calendar year,

beginning on Jan 1stand ending December 31.

3.

An employee whilst on leave should not take up any alternative employmentduring the period of the leave.4. Any leave whether casual or privilege leave will be granted at the convenience

of the management & nothing shall limit the free discretion of the management to refuse,

revoke or curtail leave as the exigencies of the companys work may require.

Time Off(T/O)

Time Off (Casual Leave) will be credited from the Date of Joining

It starts accruing from the date of joining and must be availed before 31

st

December each year as no accumulation is allowed. T/O will be granted to cover absence on account of unforeseen and urgent

circumstances at the discretion of the Company but the duration should not exceed 2 days

at a time.

T/O cannot be encashed. T/O must be applied for in advance else within 3

days of availing T/O. If applied for after this period the supervisor may use his discretion

to convert this into Leave Without Pay (LWP).

Sick Leave (S/L) Sick Leave will be credited from the Date of Joining.

S/L will be granted for personal illness and should be fully documented by theemployee with accompanying medical certificate when such leave exceeds twodays.

S/L can be prefixed or suffixed with P/L .

Sick Leave can be accumulated upto 15 days but encashment will not be allowed.


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MAINTAINING THE LEAVE

ADMINISTRATION PROCESS

NOTE:

THE FORMS RELATED TO THE LEAVE OF THE EMPLOYEES IS BEENATTACHED WITH THE ANNEXUURE GIVEN BELOW.


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TIME RECORD KEEPING

OBJECTIVE:

Regular attendance is essential to the Companys efficient operation and is a necessary

condition of employment. When employees are absent, schedules and customer

commitments fall behind, and other employees must assume added workloads.

Rules And Regulations:

Employee can choose anyone among three slated slots at the reporting time i.e. 09:30

am, 10:00 am, and 10:30 am

Official hours would be of 8.5 hours which is applicable for all working days

for employees working in general shift and 8 hours for employees working in shifts

excluding 2nd and 4th Saturday (half day) of every calendar month only for employeesworking in general shift.

It is mandatory for each employee to sign in the attendance register on daily

basis with in time and out time at branch office from the day of joining.

In case of leave, approved leave application needs to be submitted to the local

HR.

In case of duty outside place of positioning, Outdoor duty (ODD) form should

be submitted to the HR department.

The payroll period starts from 16th

of every month to 15th

of the next month.

The first salary is processed as per assumed attendance based on the date of

joining


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PROCEDURE


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EXIT INTERVIEW

Objectives

The main objective to this study is to provide SARAS with the different aspects of Exit

interviews & to find out the factors which influenced employee to leave the organization,in particular with last fiscal year. Additionally, to find out the views of employees and to

find out effective retention practices. And to meet the following criteria

To study reasons why employees are leaving the Organization.

To study retention strategies used by organization to retain Employee Talent.

To identify what professionals look from their jobs in their organization

To identify the satisfier that will improve the level of employee satisfaction.

Exit Interview

Exit interviews are interviews conducted with departing employees, just before theyleave. From the employer's perspective, the primary aim of the exit interview is to learn

reasons for the person's departure, on the basis that criticism is a helpful driver for

organizational improvement. Exit interviews (and prior) are also an opportunity for the

organization to enable transfer of knowledge and experience from the departingemployee to a successor or replacement, or even to brief a team on current projects,

issues and contacts. Good exit interviews should also yield useful information about the

employer organization, to assess and improve all aspects of the working environment,culture, processes and systems, management and development, etc.; in fact anything that

determines the quality of the organization, both in terms of its relationship with its staff,

customers, suppliers, third-parties and the general public. Many employers ignore the

opportunity that exit interviews offer, chiefly because exit interviews have not beenpracticed in the past, and starting them is a difficult initiative to undertake, given the

potentially subjective and 'fuzzy' nature of the results; the time involved; and the

unspoken corporate urge to avoid exposure to criticism. Exit interviews are nevertheless aunique chance to survey and analyze the opinions of departing employees, who generally

are more forthcoming, constructive and objective than staff still in their jobs. In leaving

an organization, departing employees are liberated, and as such provide a richer source of

objective feedback than employed staff do when responding to normal staff attitudesurveys.

As ever, corporate insecurity and defensiveness can be an obstacle to implementing exit

interview processes, so if the organization finds it difficult to begin the practice as amatter of general policy, you can still undertake your own exit interviews locally with

your own staff as and when they leave.

From the departing employee interviewee perspective, an exit interview is a chance to

give some constructive feedback, and to leave on a positive note, with good relations and


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When to Conduct Exit Interview?

Every time there is an employee termination in the department which may be dismissal

for lack of performance, retirement, layoff or voluntary resignation

Ideal Exit Interview Process

Begin with a positive note

Treat each employee with dignity and respect

Basic administrative tasks: final paycheck; inform the employees vacation and

benefit payments; retrieve keys, identification cards and other company properties Obtain forwarding address, and if appropriate, name and address of the new

employer

Structured Interviews - from easy to hard questions. Do not ask the reasons for

leaving at the beginning of face-to-face exit interviews. Probe for the Real reasons of voluntary separations!

End the meeting with a positive tone and if appropriate, ask employee to

recommend people to be hired.


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PROJECT DONE

Questionnaire

Dear All,

Greetings of the day!

I, Ashish sharma working on the Project named "Exit Interview Analysis, Retention

Practices.& leave process As a part of my project I would like you all to share your

opinions.

The information provided by you will be confidential and will be utilized for the purpose

of Analysis and giving suggestion to the management based on your views.

I wish to conclude the project with your valuable comments. This is possible only if I

receive your genuine feedback. To facilitate this process, I have enclosed aquestionnaire. I will be grateful if you could take some time and fill in the details as soon

as possible.

Looking forward to your cooperation.

Thanking you in advance.

Best Regards.

Ashish sharma

Age: __________________

Gender: ________________________

Department : ________________

Designation: ______________________


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1. Are you satisfied with your current role? If Yes, Why? If No, Why not?

2. What are the two things you like and dislike about your current Job Profile?

3. Is there any other department you would like to join in besides your own dept? If Yes,Why? If No, Why Not?

4. Apart from current benefits, mention any two benefits you would like receive at

?

5. What suggestion you would like to give it to Management to improve Growth

opportunities for you?

6. Do you think if you are being treated fairly at the time of compensation comparing

with you previous organization? If Yes, Why? If No, Why Not?

7. Are you satisfied with the way you performance is measured? If Yes why? If No why

not?

8. Will you refer your friend or Excolleagues to join ? If yes why? If No Whynot?

9. Are you satisfied with the working environment? List the important factors whichkeep you satisfied? Also, List the two most important things you are unsatisfied with.

10. My superior treats all the employees in my department / division equally

11. There is open communication between different departments / division


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12. The environment in this organization supports a balance between work and personal

life

13. You are satisfied with the welfare activities

(Canteen, first aid, cultural programs, celebration of festivals etc

14. My workplace is a physically comfortable place to work and is well maintained.

OBSERVATION & ANALYSIS-

FIELD METHODOLOGY

The methodology adopted in the field to collect the data represented diagrammatically

below:

Segmentation of People

Meeting with People

Filling up questionnaire

or Interview


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Table 1: Top five reasons given by employees at the time of resigning.

ercentage

areer Change 18

areer chances would take too long within FedEx 10

asic Pay Insufficient 9

nsatisfactory working environment (e.g. the place) 5

nsatisfactory working conditions (e.g. workingours/shifts) 5

Inference:

From the above fact, 18% of the employees left organization due to career

change, 10 % of employee left organization due to lack of growth opportunities, 9% of

employees left due to insufficient pay, and 6 % of employee left due to unsatisfactory

working environment and unsatisfactory working conditions respectively.

18

109

6

6

0

2

4

6

8

10

12

14

16

18

20

1.00 2.00 3.00 4.00 5.00

Reasons

Percentage

Career

Basic Pay

Unsatisfactory


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TOTAL REQUIREMENT IN SARAS DAIRY

SR.NO. YEARSenior

ManagerManager

Assistant

ManagerExecutive

1 2000 1 2 2 2

2 2001 1 1 2 33 2002 1 1 2 4

4 2003 1 2 3 5

5 2004 1 1 2

6 2005 1 1 3

7 2006 1 1

8 2007 1 1

9 2008 2 4

10 2009 1 1 1

TOTAL 5 9 18 23


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CONCLUSION:-

After analyzing the EMPLOYEE SATISFACTION SURVEYwe conclude the

Following are the findings which are based on Employee suggestion and views..

1. Employees are satisfied with their current role because of the culture of the

organization, new learning & Team support but on the other hand they are unsatisfiedbecause of not proper utilization of their knowledge & skills to full extent.

2.Employee is seeking multi tasking role & wish to handle different duties &

responsibilities.

3.The catalyst factor for employee to be at SARAS is SARASS Brand name, Stability of

the Organization, Ethics of organization & its Trainings programs.

Finally, there should be lot of training & Devolvement programs & TeamBuilding Activities between other work groups and departments. There should be

employee engagement programs arranged on periodic basis such as events, picnics,

celebration of festivals, arranging competition on a yearly basis will bring a good change

in the environment.

The finding of this project may be utilized to arrive at the various decisions which may be

considered by the management and they must be adopted as improvement which may

further lead to an improvement in the market share of the DAIRY and Retaining theemployees especially your best ones require more than Goodies and Gimmicks.

It requires understanding4.Employee retention is a process in SARAS DAIRY IS Very

Powerful.

their needs which can drive satisfaction and high performance in them, and then use his

knowledge to create an intrinsically motivating work experience, by doing this

organization can become what we say in true words , Retention worthy.


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Recommendations

Employee Engagement

There should be active Employee engagement officer who will be responsible forEmployee engagements activities because Employee engagement is one step ahead of

employee satisfaction. Employee is not only satisfied with the management decisions,

salary and things but also giving back to the organization in terms of commitment,dedication, and loyalty.

Employee Engagement is the level of commitment an employee has towards the

organization. The primary behaviors of engaged employees are: speaking positivelyabout the organization to coworkers, potential employees and customers, having a strong

desire to be a member of the organization, and exerting extra effort to contribute to theorganizations success.

Stay Interview

In case of Stay Interview there should Proper counseling should be held for all theemployees with HR Representative along with or without their immediate manager. This

interviews should be mandatory to conduct, and can be conducted on periodically basis.

This will help organization & SARAS employees to find out each others problems andto find out measures to help employee retain in the organization for longer time.

Different Leave Pattern

There should Different number of allotment to employees at each level. For instance, if

the employee joining in the organization who is liable for 25 days leave in year so as hegrows with the company and if he/she is performing up to organizations standards he/she

should be given more number of leaves every year. This will attract employee to perform

better & stick with the organization for longer time.

Leave Without a Reason

In this concept, if the Employee is allotted 15 casual leaves in each fiscal year, then the

employee should be allowed to take a leave without giving reason to his Line manager.Its been observed that employee giving various counterfeit reason for not turning up to

work. Rather to avoid this till the employee is not exceeding the leave which have beenallotted to him/her the manager should not ask employee for the reason of leave but

employee can just inform his/ her manager that he/she will be taking a casual leave.


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Job Rotation

This is one of the ways to reduce attrition in an organization. Job rotation is one such

popular administrative control tool that was introduced during the 1950s by the founderof IBM, Thomas Watson. It endeavors to move employees from one job function to

another at a specific interval. Whenever an employee finds an activity unchallenging, he

is rotated to another job at the same level with similar skill requirements. Job Rotationcan be advantageous to reduce absenteeism in following ways:-

Reduction in stress

Reduction in Boredom and monotony

Increase in Production.

Increases innovation and motivation

Job Satisfaction

Fair compensation

Remuneration package is the driving force of any employment.

Handsome package as a platform for people to take new initiatives.

Besides basic package, there can also be performance-based incentives-relating totargets achieved, accuracy and productivity.

Recreation

Recreation is an important as any other tool. It helps in creating a conduciveenvironmentmaking fun for everyone.

Thus, it is necessary to introduce consistent recreation initiatives like Sports, Activities,family get together and unwinding zones at the workplaces

Besides this, cultural programs and Birthday celebrations break the monotony ofeveryday work pressure.

The Grievances

In order to create a supportive work atmosphere, ensure a prompt atmosphere; ensure a

prompt redresser of grievances. This reinforces an employees belief in the management

and in the fact, that no stone will be left unturned to identify and solve their grievancesand quickly as possible.


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Interpersonal Relationship at Work

Its been said that and which is mostly true that great people stay in bad jobs with great

bosses & great people leave great jobs with bad bosses. Its necessary that the relationship

with employee and boss should be smooth enough.If the relationship of a manger with the employee is strong enough even the employee

will support the manager in bad times and will give results putting extra efforts resulting

in being with organization for longer time.

Walk the Recognition Talk

This is nothing but to make every employees feel its importance in the organization and

recognize him for all his work done. This can be done with showing following gestureslike

Certificates of Recognition

Wall of Fame

Best Employee of the Month

Recognition Voice Mail

Thank a Family Member card

Thanks for a job well done card

Take a person to lunch

Candy, Balloons, Popcorn, Movie Tickets

Salary

Employees feel that they are not being paid fairly .So the management should focus on

increasing the pay scale of these employees in order to retain the employees within the

organization.

Performance Appraisal & Rewards:

Employees who have had a reasonable amount of experience feel that the performance

appraisal system is not fair and so they are not rewarded fairly for the efforts put by them.

The management should therefore think on updating the performance appraisal method

and rewarding them accordingly.


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Welfare Activities:

Though the environment and the infrastructure of the company are good enough for the

employees they still feel that the welfare activities conducted by the company are not at

the optimum level. Maybe this is one of the reasons for lack of communication between

employees of different departments/ divisions. Keeping this in mind the management has

to bring about an improvement in these activities for better interaction of employees.

Also there should be an improvement in the canteen facility.

Job Change:

The major reasons for an employee to take up a similar job in another company with a

similar pay scale could be the amount of stress, less opportunity for career growth due to

unsatisfactory appraisal system etc.

NOTE

Therefore in order to reduce the attrition rate the management should give a thought on

the above made recommendations


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LEARNINGS:-

The major learnings from the project include:

COMMUNICATIONAs strong communication system is a backbone of the organization I learnt how theformal communication flows in the organization.

EYE FOR DETAILAs an HR person must have this competency, I while my training was able to inculcate in

me the eye for detail.

HIGH PRESSUREThere is a very high pressure of recruitments in any organization so I learnt to work and

to be productive in the same pressure.

TEAM WORKTeam work, mutual understanding and friendly environment is the key to success inan organization. I learnt how to work and coordinate in teams and how to manage

conflicts within the same.

ENJOYABLE ENVIRONMENTInstead of very high work pressure the employees used to celebrate all the events and

functions which made the work enjoyable.


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ANNEXURES

EXIT INTERVIEW FORM

EXIT INTERVIEW FORM

mployee Name mployee Num

ivision / Dept. ob Title

ire Date ermination Date

. Why are you leaving this Organization?

. What ci rcumstances would have prevented your departur e?

. What did you like most about your job?

. What did you li ke least about your j ob?

. What did you think of your M anager on the fol lowing points?

Almost Always Usually Sometimes Never

as consistently fair

rovided recognition

esolved complaints

as sensitive to employees' needs

rovided feedback on performance

as receptive to open communication


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. How would you rate the fol lowing?

Excellent Good Fair Poor

ooperation within your division/department

ooperation with other divisions

ersonal job training

ompany's performance review system

ompany's new employee orientation program

ate of pay for your job

areer development/Advancement opportunities

hysical working conditions

omments:

. Would you consider returni ng to our organization?

) Yes ( ) No

omments:

. Was your workload usuall y:

) Too heavy ( ) About right ( ) Too light

. Woul d you recommend the company to a fr iend as a good organization to work f or?

) Most definitely ( ) With reservations ( ) No

1. What suggestions do you have to make this organization a better pl ace to work?


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SWOT ANALYSIS

The abbreviation SWOT stands for

S : StrengthsW : WeaknessO : Opportunities

T : Threats

So the SWOT analysis of the company reflects its internal efficiency and inefficiency and

its external favorable or favorable atmosphere within which it operates. 'The strength and

weakness are concerned with the operations of the company where as the opportunitiesand threats are the business environmental factors that are beyond the control or the

company.

A SWOT analyze is the key to a successful I ndustry.

STRENGTH

i. SARAS DAIRY is number one dairy .

ii. About 100000 people got employment through dairy.

iii.

Organization sales graph is showing growth rate every year.

iv. Quality of given produced is very good.

v. Good supply channel in all over the India.

vi. Good marketing skill of marketing managers.

vii. Long range of variety of products.

viii. Good Brand name reputation.

ix. Good human resource and educated labors.

x. Appropriate controlling system.

xi. Top class laboratory and automating testing.

xii. SARAS Dairy is upgraded with the latest technology for processing & packing

of products.


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xiii. Distribution network is very strong.

xiv. From time to time incentive schemes for the booth agent/dealers are introduced.

xv. Customer satisfaction is given top priority.

WEAKNESS

Internal limitation that is creates strategic disadvantage. It is also an internal factor. The

weaknesses of SARAS DAIRY are following:

1.

Price decision is not matching as per market. Price of the milk is very highwith respect to its brand image.

2. Lacking in the commission structure.

3. Irregular supply of desired Milk and By products.

4. Leakage cant be controlled hence it is indirectly affecting the profit margin

seller.

5. Dealer/ Retailers problems are not sorted out completely.

OPPORTUNITIES

i. Many new areas are yet to explore.

ii. Introduce new product quickly and timely.

iii. Very few competitors are there in this dairy industry.

iv. Apply R &D is new area.

v. Strength becomes opportunity in the same sense like exit interview helps to

improve the satisfacction level of the employees.

vi. Procurement of milk from other village for make new society and increasing milk

process.

vii. Apply brand name capital in new area.

viii. Increase level of midd

Documents

saras milk