LOVELY PROFESSIONAL UNIVERSITY DEPARTMENT OF MANAGEMENT A Report on

Staffing management and Flexi timing implemented In Store Submitted to Lovely Professional University In partial fulfillment of the Requirements for the award of Degree of Master of Business Administration Submitted by: Bhuwan Grover University Roll No. 11002465 DEPARTMENT OF MANAGEMENT LOVELY PROFESSIONAL UNIVERSITY JALANDHAR NEW DELHI GT ROAD PHAGWARA PUNJAB

PREFACE This report documents the work done during the summer training at HyperCITY Amritsar regarding the Staffing management and flexi timing implementation in Retail store. The report first shall give an overview of the tasks completed during the period of training. Then the results obtained shall be discussed and analyzed. I have tried my best to keep report simple yet technically correct. I have tried to put my best effort to complete this task on the basis of my skill that I have learnt in the last one year. I hope I succeed in my attempt. I have put my maximum effort to get the accurate statistical data. However I would appreciate if any mistakes are brought forward by my readers.

Bhuwan Grover

ACKNOWLEDGEMENT I would like to express my gratitude to all those who gave me the possibility to complete this project titled Staffing management and flexi timing implemented in store The project would not have been complete without the guidance of Ms Parminder Kaur ,who was there to provide me the constant support and cooperation through every phase of the project. I would also like to thank members of Human Resource Department Ms Richa Sharma, Mr. Amit Kumar and the rest of the members of HyperCITY for their valuable inputs in helping me in making this project. Finally, this project would not have been possible without the confidence, endurance and support of my family. My family has always been a source of inspiration and encouragement.

Table of Contents Introduction Purpose About HyperCITY Introduction Staffing management Definition Staffing process HR policies for effective working Grooming standards Leave policy Flexible timing policy Analyze HyperCITY through my eyes Bibliography

Introduction This project include staffing management by HyperCITY, how the organization manage its staff what sources and techniques they opt for managing the staff .It also include the time management by the store because retail sector is only sector which is opened for customer for 365 days and they provide proactive associates every time ready to attend the customers.

Purpose To know about the staffing procedures of the organization and about the policies and methods used by the HR department for effective working of the organization and to learn about the timings implemented in store.

Overview of the Company HyperCITY provides a truly international shopping experience, where customers can shop in comfort in a large, modern, & exciting environment. It offers a wide and contemporary range of innovative products, sourced from both local and international markets. HyperCITY, Crossword and shoppers stop are part of K. Raheja Corp Group. It was incepted in the year 2005 and it provides a truly international shopping experience. Hyper Citys vision is to be an integral part of customer lives, of offering them a high quality shopping experience through great products at ever better prices. Hyper Citys Business Mission is to sustain profitable growth by encouraging customers to discover an authoritative assortment of quality products with exciting promotions in a globally competitive retail environment and create through our company values an environment where our associates grow within the business. Values of Hyper CITY: o We all have a fundamental right to good leadership at every level o We respect Family, Team, Self-in that order. o We are all real people with feelings, emotions and values. o We all have responsibility to innovate. o We demand absolutely integrity from each other. o We all ownership of our individual actions. o We are empowered to make decisions to satisfy our customers.

Hyper CITY launches its first store in Amritsar (Punjab) Hyper CITY, Indias finest hypermarket chain launched its 1st store in Amritsar. Hyper CITY retail ltd and Shoppers ltd of K Rhea Group have entered in Punjab with the launch of its stores in Amritsar .The sprawling 1, 20, 000 sq. ft. store is situated at Alpha One, on Main G.T. Road, Amritsar and offers a wide selection of innovative products sourced from both local and global markets, giving residents of Amritsar a chance to enjoy a truly international shopping experience.

Staffing Management Staffing management is the process of recruiting, evaluating, and selecting salaried, hourly, and contingent employees, following up and assessing their performance, and letting go those who are no longer needed or who do not meet company's performance standards.

Staffing Process - Steps involved in Staffing

1. Manpower requirements- The very first step in staffing is to plan the manpower inventory required by a concern in order to match them with the job requirements and demands. Therefore, it involves forecasting and determining the future manpower needs of the concern. 2. Recruitment- Once the requirements are notified, the concern invites and solicits applications according to the invitations made to the desirable candidates. 3. Selection- This is the screening step of staffing in which the solicited applications are screened out and suitable candidates are appointed as per the requirements. 4. Orientation and Placement- Once screening takes place, the appointed candidates are made familiar to the work units and work environment through the orientation programmes. Placement takes place by putting right man on the right job. 5. Training and Development- Training is a part of incentives given to the workers in order to develop and grow them within the concern. Training is generally given according to the nature of activities and scope of expansion in it. Along with it, the workers are developed by providing them extra benefits of in depth knowledge of their functional areas. Development also includes giving them key
8

and important jobs as a test or examination in order to analyze their performances. 6. Remuneration- It is a kind of compensation provided monetarily to the employees for their work performances. This is given according to the nature of jobskilled or unskilled, physical or mental, etc. Remuneration forms an important monetary incentive for the employees. 7. Performance Evaluation- In order to keep a track or record of the behavior, attitudes as well as opinions of the workers towards their jobs. For this regular assessment is done to evaluate and supervise different work units in a concern. It is basically concerning to know the development cycle and growth patterns of the employees in a concern. 8. Promotion and transfer- Promotion is said to be a non- monetary incentive in which the worker is shifted from a higher job demanding bigger responsibilities as well as shifting the workers and transferring them to different work units and branches of the same organization

Staffing Process followed by HyperCITY

1. Manpower requirements- The very first step in staffing is to plan the Manpower requirement in various departments and also find out the qualification and skills required by the department which helpful in calling the suitable candidates for recruitment.

2. Recruitment- After notifying the requirements HR department proceed to recruitment of the staff. Recruitment done by Hyper CITY: Company adopt 2 methods of recruitments Internal Associates willing to move within the company Through References External Media Agencies Campus Direct applicants Existing database

10

Online job portal

Employment Type Full Timers Part Timers MTs STs By all above given resources resumes are collected by the organization and then candidates are shortlisted according to the requirement and Hr department called the listed candidates asked about the current job future expectations, salary expectations and than if consider than finally called for the interview. An Interview assessment sheet attached with resume of the candidate used for assessing the candidate while interview. After first interview the shortlisted candidate are called for the 2nd round. Those who clear the second round are then asked to join the organization. Some candidates who are not fit for current job but suitable for future requirements their resumes filed in RESUMES HOLD file.

3 Selection-After the interview employee is selected and some basic formalities he have to carry out which are: Filling of application form Filling of ESIC form Get the required documents
11

ID card given to employee Offer letter given to employee

4 Induction programme After the selection the appointed candidates are made familiar to the work units and work environment through the induction programmers, it is of 7 days session. Induction include introduction of the company, HR Overview, Phraseology, Grooming and manners, Hyper CITY DCC, Cashier phraseology, Housekeeping Standards and some detail of retailing.

5 Training and Development Training is a part of incentives given to the workers in order to develop and grow them within the concern. HyperCITY provides all kind of necessary training to their employees and also provide in depth knowledge for their working areas, key features, so that employee develops themselves. Ex: Safety training, Process training, Negative inventory training, product training, soft skills training etc.

12

6 Remuneration: It is a kind of compensation provided monetarily to the employees for their work performances. This is given according to the nature of job- skilled or unskilled, physical or mental, etc. With fixed salary company also provide some of the incentives to the employees such as:

Travelling allowance: To reimburse the expenses incurred by the associates while travelling for official reasons within the city and outside the city. All associates of HyperCITY Retail India Ltd are covered under this policy. Lunch and dinner allowance: To provide associates with lunch and dinner during odd hours of work .lunch allowance can be claimed only when an associate goes out for work before 12 noon and is arriving back to office after 4:00 pm. Similarly dinner allowance can be claimed only when an associate is required to stay back in office after 9:00 pm for official purpose and has worked for an extra 2 hrs after the end of his/her regular shift. Mobile Reimbursement Scheme: To reimburse the mobile bills of the managers for effective communication but it will not be valid for personal calls. The handset value can be claimed once every two years, In case the associate leaves before completing two years, the prorated amount of the handset will be deducted in his final settlement.
13

 Employee Discount Scheme: To provide discounts to the associates on purchase of merchandise from HyperCITY. All regular employees get discount on every category purchased by employee.

Salary Advance Benefit: All confirmed employees are come under this policy .Under this company provide monetary help to the employee in case of emergency. To get this benefit employee will have to submit a salary advance application to his superior and its authorized by the respective SM/SOM/GM and human resources. Medical Reimbursement Scheme: The scheme shall apply only to regular association of HyperCITY for self and their dependent family members. It will also include association who are on probation. Profit Linked Reward Scheme: The PLRS for stores is designed to reward the employees of different stores of Hyper CITY for achieving desired results for their respective stores and emphasize performance based incentive compensation. All the employees in HyperCITY who are on the rolls of the company till the end of the fiscal year will be eligible for consideration of annual component of PLRS.

14

Employees not completing one year during the assessment period will be considered on pro-rata basis.

7. Performance Evaluation: After the joining company, employee gets appointment letter and he is taken on probation period for six months (associate) and three months (managers).Under this period, the management will assess the employee on various criterias predefined by Higher Management. The period is the judging period in we analyses that weather the person has acquired the requisite know-how and skills for permanent placements and is a good fit in the team. If after defined probation period, associate is below expectations than company may extend probation for next three months. An associate gets confirmed after clearing the probation period. For Confirmation The HR department will forward the confirmation appraisal to the department head at least fifteen days prior to the date of the commission. The departmental head will then evaluate and put forward his/her recommendations for confirmation. On receiving the assessment form, the HR department will issue confirmation letter. All other terms and conditions of employment will remain same as mentioned in the appointment letter.

15

After the confirmation of the employees, company gives opportunities to them to enhance their existing competencies and develop new ones by the performance appraisals scheme.

Performance appraisal is conducted twice a year October Medium year Appraisal and March Annual Appraisal Procedure: The HR Department will trigger the appraisal form on PeopleSoft for all the employees Departments. The associate will complete the self appraisal section of the form and click on submit to enable to his supervisors to access the form. The superior and the associates will then together review the ratings and arrive at a consensus. The superiors fills the final ratings and clicks on submit to enable the reviewers to access the form. Once the reviewer has approved it, he click on submit for HR to access the appraisal form. The HR Department will consolidate the data and rate the individuals, which will eventually result in increase in pay or training.

16

8 Promotions and Transfer: HyperCITY provide promotion opportunities to their employees, those employees who want to grow and develop themselves they can give PDC test (potential development charter). Procedure First at the joining of the organization a work book is given to all the employees who cover all the departments information and policies and it is filled by the employees in probation period. After six months a PDC is conducted which include written test based on work book. After the test if employee cleared the test he/she will go for an interview which include CBI-Competency Based Interview Role Play In Basket Than after clearing the interview a report is send to SO (Service Office) and after assessing employees promoted to TTL(training team Leader) for six months than after continue assessment of six months ,he will become TL.

17

Transfer: Company has to two type of transfer: 1) Inter-Department Transfer: In this transfer employee is transferred from one department to another. Procedure: A inter department transfer letter is given to employees and one copy is retained with HR as a Proof of transfer. 2) Transfer to another Store: Under this transfer employees are relocated to the new location without undue personal/financial stress.

Procedure: 1) The transfer letter will be issued at least 15 days before the date of transfer. 2) The concerned HR department will process the transfer memo. The copy of transfer letter & transfer memo will be sent along with the individuals personnel file to the receiving store HR Dept. 3) The employee can claim cost of transport of the household effects through PeopleSoft from the receiving location. Similarly, the cost of leave would be debited to the receiving location. 4) The transfer benefits would be recovered in the event of any transfer due to employee request for transfer back to his/her base location within a year.

18

HR policies for managing the staff Company has some of polices related to staff management which include grooming standards policies, leave polices and flexi timing policy: Grooming and Manners: Grooming is the Process of making yourself neat, clean and attractive. Grooming Standards: Cleanliness Policy Bathe regularly, Cut your nails, Use Deodorants, Keep your hair clean, Wash your hands, and clean your ears and nose.

Uniform Policy A uniform is a set of standards clothing worn by members of an organization. It provides a consistent and professional look to the front-end staff at the stores. The uniform should be: Worn with pride Should be well maintained Should be ironed ID card should be worn always Shoes should be formal and brown and also should be polished.
19

Formal Belt should be worn. Important things in Grooming:When in uniform, hair must be in a burn or roll and no colorful pins are allowed. Wear one simple ring on each hand. Wear your smiley every time. Walk gracefully. Do not run on the floor. Cover your mouth when you cough. Do use a mouth freshener after smoking. Mobile phones/ I-pods are not allowed on the floor. Apply deodorants spray to avoid body odor. Smell good to feel good. Leave Policy: HyperCITY provide two types of leaves to their staff which are as follows: Casual Leave: An employee can get 12 in a year means one in a month after probation period and new joiner get casual leave only in emergency. Privilege Leave: An employee can get 25 privilege leave in a year after the probation period and u can take minimum four leaves together not less than it. Procedure: First employees write application on prescribed format given to them. After filling the application employee get it signed by manager Then give it to HR officer for updating in system.
20

Flexible Working Hours Policy: To provide flexibility in working hours that helps employees in balancing their work life and personal life and help in our endeavor to make HyperCITY A Great Place to Work. Conditions: Associates will have an option to come to work at any time from 8:00 am to 10:00 am and can leave anytime after 5:00 pm provided he/she has put in a maximum of 9 hours (Example: if an associate will come in at 8:00 am then he/she can leave at 7:00 pm) The associate will have to put in a maximum of nine hours a day. He can decide what works best for him and the company on a day to day basis after consultation with his immediate Supervisor. The common hours of work for all will be 10:00 am to 5:00 pm- the two hours prior to this and the two hours following this period being the flexible time. In case the associate does not punch (marking attendance by punching your ID card on punching machine) in or out then he/she will have to regularize the attendance. If an associate leaves or is on leave then he/she has to state the reason for the same (through leave application or attendance regularization) Monthly audits will be conducted by the HR department to see all associates are putting in nine hours of work .In case there are any discrepancies as well as late comings the same will be highlighted on a monthly basis to the functional Heads
21

by their respective HR Leaders who will need an initiate necessary action as and when required. Along with the monthly audits HR adopt some other methods to regularize the staff which is as follows: Fix shifts: It is difficult to give shift timings according to every employee thats why company has three shifts for the employees which are as follows: 8:30 Am to 6:00 pm 10:00 Am to 7:30 pm 11:00 Am to 12:00 Pm 1:00 Pm to 10:30 Pm These nine hours include 1 hour of lunch break .Night shifts are also there for refilling. All the staff is given one of the fix timing according to the requirement of their department and the service manager of that department change the shift timing of their staff according to the need of department. Along with the own staff company also have brand staff which appoint by the some brands to promote their brand ,shifts for these promoters also fixed by the HR department of HyperCITY. Every person wants a day free from work which he can spend with their family and retail sector is the only sector where is no Sundays and for giving break to their staff from work all the staff members get a week off and this week off is fixed by HR members of the company as per the need of the store.
22

For successfully implementing the timing Policy and uniform policy company has Attendance registers: On the staff entry registers are placed in which employees have to mention their entry and exit timings. Indiscipline Registers: This register is for maintaining the grooming standards of the organization, this register also placed at staff entry and at the time of entry of staff , security guard check each employee if they are not in uniform than his/her entry is done in register. This register is checked by the HR officer on regular basis and if employee is regularly avoiding the grooming standards than warning is given to that employee and also informed to his service manager.

23

Notice Boards: Notice Boards are placed in back office and in canteen.

24

Analyze By this project I come to know about the staffing process of the HyperCITY, every company have their own process and methods of staffing. HyperCITY recruits staff by campus recruitment as well as by referrals, some documentation is done at the time of joining which include mark sheets, birth proof, residence proof etc for the company records. Company provide ID cards and a dress to every employee so that all employees look alike, no one can feel inferior from other. Along with the permanent salary company have different schemes for their employees such as medical reimbursement sheme, PLRS by which they get motivated and inspired to give more and more outputs and remain committed to the organization. Hyper CITY organize briefing in canteen on every Saturday in which they inform their employees about the sales targets, about the upcoming offers for the customers and motivate their employees verbally and also appreciation letters are given to employees for their excellent performance in its department. Company works on the flexible timing policy which is a need of the retail store because store is open for 12 hrs for the customers and for effective working of a store we required employees for 12hrs and also employees for refilling at night but as per government rules 8 hrs is the maximum working hour of an employee. So for fulfilling the needs of company by obeying government norms, company has different shift timings for employees .

25

HyperCITY Through my Eyes In HyperCITY, Amritsar I spent 42 days as a management trainee, from where I got first experience of working in corporate world. I worked with staff of HyperCITY, they are very cooperative and friendly people. Here I am displaying some of the pictures of our departments, offices & activities.

Entrance of HYPERCITY, Amritsar

26

Perishable and Food Section (My favorite department) It is perishable and food section from where a customer can buy fresh fruits & vegetables. Some fruits are also available in different transparent packaging, inside which they are freshly cut and decorated to maintain hygiene.

27

FMCG Department FMCG stands for Fast Moving Consumer Goods. Here customers get various packaged food items, ready to eat food, pulses, rice, wheat, snacks, biscuits, jam, jelly, pickles, noodles, beverages, fruit drinks etc. Here we have complete view of our all FMCG sections which include personal care, home care, staples etc .

28

CDIT ( Consumer Durables & IT ) One of the best sections HAM Section, which basically deals in consumer durables like Televisions, mobile phones, DVD players, Laptops, Refrigerators, washing machines, air coolers, electric chimneys, Irons, Mixer grinders etc. Various accessories of mobiles and laptops are also available. The store has a good collection of movie DVDs and VCDs. Black single layer (4.7 GB) re-writable DVDs of Sony & Moser bear are available. Dual layer (8.5GB) writable DVDs of Moserbear , which are generally not available in local markets are also available. Laptop bags, wireless keyboards & mouse, speakers & woofers, home-theatres, headsets, microphones etc. are readily available.

29

Crossword Book store Crossword, a world of books where u can read and buy books, its a part of K. Raheja group and its situated inside the Hypercity. Its a kind of Shop-in-shop. Here the customers can have a pleasant experience of sitting quietly in the sofa sets and browsing through the books they are interested upon. Apart from books Crossword has a good collection of Movie DVDs , some classics which are worth watching again & again, Crossword also has a good collection of latest PSP game DVDs like Need For Speed , Halo 2 etc.

30

STS Section ( Sports ,Toys & Stationary section) Its our sports section from where customer buys every kind of sports equipments.

31

Home Section Its our Home section where we have display of the entire home furnishing items like chairs, tables, beds, Almirahs, shoe racks, sofa sets and computer sets.

32

Check-out Here is check out section of HyperCITY, HyperCITY have 10 check outs in a series which provide convenient billing to customers and one check out in perishable and one in desi caf to reduce the waste of time.

33

Warehouse (present back store) Here I have some pictures of the warehouse of the Hypercity where all the goods are stored. On every rack signage is placed which inform about the department it belong and the categories stored in that section.

34

35

Back Office: Here we have some pictures of back office where all the official work is done. Back office has HR office, DGM office, Accounts office, Loss and prevention office, IT office and B&M team office.

36

Some snaps of briefing activity held on every Saturday

37

38

Summary Under this training I have learned a lot by working in actual corporate environment,firstly I was in fashion department where I interact with customers and employees and come to know about the different process like picsing ,code management etc than I was transferred to HR department where I worked for rest of the training in which I asit hr manager and some responsibilites are given to me like maintaining the grooming standards of MTs,listening their quiries of MTs and handle them ,solve the conflicts between them and maintaining the attendance of MTs and Managers on daily basis,some other tasks I have done like arranging Saturday briefing on every Saturday ,filing of documents on every Sunday,making ppts for different activities held in organization ,calling employees for meetings from floor and informing them abt the new rules and new events company is going to organize.some CSR activities like clothes distribution and also help my MTs in other activities like mango eating compition,blood donation camp,fathers day celebration organized by them, I learned a lot in this training and I am thankful to all my mentors and employees of the company who teach me a lot and help me in preparing my project.

and Bibliography Induction book HR policies Guide PAGE NO: 15 to 17 PAGE NO: 31, 56, 59, 80, 85, 93
39

Websites: http://www.taleo.com/solutions/recruiting http://www.hypercityindia.com/ http://www.managementstudyguide.com/staffing-function.htm

40