2013

HR Policies in Big Bazaar

To study the implementation of HR policies
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Submitted to: Prof. Roopa Rao Bhagyashree Nathwani Roll no-32 PGP-1A 3/19/2013

HR Policies in Big Bazaar

About Big Bazaar

Big Bazaar is the largest hypermarket chain in India. As of June 2, 2012 there are 214 stores across 90 cities and towns in India covering around 16 million sq.ft. of retail space. Big Bazaar is designed as an agglomeration of bazaars or Indian markets with clusters offering a wide range of merchandise including fashion and apparels, food products, general merchandise, furniture, electronics, books, fast food and leisure and entertainment sections. Big Bazaar stores are aimed at providing a local marketplace feel to the shoppers. They offer a wide variety of household items including retail apparels, food products, general merchandise, furniture, electronics, books, fast food, etc. Several stores also have leisure and entertainment sections. The hypermarket chain crossed the 100 store mark in 2008.Future Group also owns Central Hypermarket, Brand Factory, Pantaloons, eZONE, HomeTown, futurebazaar.com, and KB's Fair Price, apart from Big Bazaar.

Various formats and store concept

Most Big Bazaar outlets are multi-levelled stores and are located in stand-alone buildings in city centres as well as within shopping malls. These stores have more than 2,00,000 Stock Keeping Units (SKU) in a wide range of categories, led primarily by fashion and food products. The retail space of these stores in the metros range between 50,000 and 1,60,000 sq. ft.Since its launch in 2001 in metro cities like Kolkata, Bengaluru and Hyderabad, Big Bazaar is the largest Hypermarket chain with presence in 90 cities and towns across the country. On successful completion of 10 years in the Indian retail industry, in 2011, Big Bazaar came up a new logo with a new tag line: Naye India Ka Bazaar(New Indias Market), replacing the earlier one: 'Isse Sasta Aur Accha Kahin Nahin' (Nothing is cheaper and better than here). In 2012, Big Bazaar signed a multi-million dollar deal with Cognizant Technology Solutions for the development of an IT infrastructure, encompassing Future Groups entire network of stores, warehousing and data centres.Recently, Big Bazaar announced its plans to add more retail services to its portfolio such as grinding, de-seeding and cutting of fruits and vegetables. OBJECTIVES OF STUDY 1. To study the HR Policies of the company 2. To design a HR Policy manual for the company with special emphasis on the Managerial Service Conditions 3. To provide efficient, fair leadership 4. Provide an opportunity for expansion 5. Strengthen and appreciate the human assets by providing training and developmental programs 6. To provide conditions for favorable work environment for maintaining stability in employment 7. To facilitate effective utilization of human resources to achieve organizations objectives

HR Policies in Big Bazaar

8. Ensure high degree of selectivity in recruitment that will help absorb super talents and nurture them to excel in their performance 9. Provide facilities for all round growth of individual 10. Groom every individual to realize his potential in all facet

HR POLCIES AT BIG BAZAAR

OBJECTIVES The company aims to fulfill the following objectives through its HR Policies: - Ensure high degree of selectivity in recruitment to secure best in the available work force and train them to excel in their performance. - Impart induction, orientation and training to match the individual to the task. - Provide facilities for all round growth of individual by training and development through motivation. - Groom every employees to perform to the full extent contributing to attain organizational and personal goals. - Build team and foster team-work as the primary instrument in day to day activities.

Types of Policies
Employment policy These policies that helps an organization in hiring, orientation of new employees, compliance with employment laws and confidentiality. Right to modify procedures and Policies Aim To ensure the organizations right to modify the given policy or procedure at any given point of time with or without notification Policy The top management and the human resource department reserves the right to change, add and eliminate the companys policies, procedures at any given point of time. New policies and procedures shall supersede any previously issued verbal or written policies. Procedure This policy makes it clear that the organizations policies can be changed, added, eliminated at the discretion of the top management. When policy changes are made, managers and supervisors are required to be familiarize with new policy and procedure. They are expected to comply with the company policy and procedure that are currently in force while supervising the others work. Questions and concerns about new or revised policies and procedures should be directed to Human resource personnel in a timely manner.

HR Policies in Big Bazaar

Employment at will (Student Employee) Aim To clearly establish that each workers employment is at will and ensure each employee understands the at will nature of his/her employment. Policy Each persons employment is at will, unless the employment is duly authorized written employment agreement or pursuant on terms of the organization. No policy, provision or procedure is intended to create a binding employment agreement, implied or expressed contract between the person and the organization. At will employees will be given the clear notice that their employment is for no specific term, is not guaranteed in any way and can be ended Procedure To stop any potential wrongful discharge claim, it is important that the student employee should be aware of the at will nature of his/her employment. They must sign and date concerned form given by the organization and it will be retained in each students official personnel file. Recruitment and Selection Recruitment Policy & Process Objective: To enable selection of right kind of talent into the intended position of the company to meet current and future needs of the organization. Also to thrive a strong Employer Branding to attract the best talents available in the industry. Scope: Covers all vacant positions across functions and levels. Recruitment Norms: Academic Qualification : Minimum Graduation (recognized university) for all positions without any unjustified gaps in education. Experience : Either in the type of role outlined in the Job Description, or in preparatory role. Application Form: An application letter should be filled by the candidate giving his personal, educational, professional information. Application form may have some question relating to aptitude, reasoning and English language to measure the candidates knowledge.

HR Policies in Big Bazaar

RECRUITMENT PROCESS

Fill up manpower requisition form(MRF)

MRF approval by concerned approving authority. (Recruitment Approval matrix) If approved, forward MRF to HR If not approved, hold on

Sourcing based on Job Description & specification through different source channels

Channels- Existing CV database, Erecruitment portals, Advertisement, Head hunting, Hiring consultants

Screening application and short listing

Scheduling interview

Selection Salary negotiation & fitment preparation Acceptance Decline

Hold/ Regret filling

Sourcing

Make an offer

Intimate concerned department head about candidates joining

HR Policies in Big Bazaar

Approval for Staff Positions

Aim To state general procedures to request authorization to fill a new, replacement staff position. Policy - If a new position(vacancy) is created by an employees resignation, retirement, termination, the manager to whom the position reports should complete position approval form ensure that there is portfolio and finance approval in place, up-to-date performance management tool exists for open staff position. Failure to obtain the approvals may delay the recruitment process. Procedure: When job openings occurs, some of the following procedures must be adhered to ensure fast and efficient filling of an open position. With all other aspects of selection and hiring process the company makes every effort to ensure equal employment opportunity for all individuals and abides by state and local laws. HIRING MANAGERS RESPONSIBILITIES The manager to whom the position reports to must complete Position Approval Form(PAF). The form will include the department, unit, work group of vacancy, the reason for vacancy, the budget and proposed compensation information and the date by which the position should be filled in. For new positions, the requisition form will include an explanation of why the new position is created and for the replacement position, the form will include the name of employee who is being replaced and the reason for employees departure. An updated Performance Management Tool(PMT) for the position must be forwarded to the Human Resources Department for assignment of position title and salary range. After completing and approving PAF the hiring manager must forward it to the business manager with updated performance management tool. MANAGEMENT REVIEW AND APPROVAL- The completed position approval form should be reviewed and approved by business manager on behalf of Vice president or by the top management. The form should also be reviewed and approved by both finance and human resources. NOTE Approvals at each and every step indicates that the form(PAF) has been reviewed for completeness and accuracy and the position has been confirmed under departments current budget. Prior to making invitation for employment, one must ensure that the funding is identified and approved by the budget office.

HR Policies in Big Bazaar

POST REQUISITION PROCEDURES The Human Resources Department is responsible for ensuring that PMT and PAF is completed. Once both forms are completed, the Human Resources department notifies the hiring manager and initiates the recruitment activities. INTERNAL JOB POSTING FOR STAFF POSITIONS Aim To identify an internal job posting procedure. Policy To provide the efficient filling of job vacancies and provide opportunities for career growth, the company encourages filling-from-within where qualified candidates exist for open positions. Vacancies are posted online on the companys human resources website. Procedure The Human Resources posts the approved job vacancies on its website. JOB POSTING LOCATIONS The locations for current job openings will also be made available in its website. POSTING All vacancies for the current openings shall be posted for 5 business days. To receive full consideration, candidates must submit applications within the posting period.

INTERVIEWING PROCEDURES Aim To give information regarding the steps to be followed while selecting new employees. Policy The company is committed in hiring the best possible qualified employees regardless of race, religion, origin, gender. The persons involved in interviewing and communicating with job applicants must follow the interviewing procedures and avoid any form of unlawful discrimination even if unintentional. Procedure PRELIMINARY ACTIVITIES: A HR person from the Human Resources conducts and initial review of all applications and screening interviews on site or over the telephone. The purpose of this initial screening is to select the candidates with minimum qualification for the job. The resumes of the individuals are forwarded to hiring manager who selects the candidates for interviews. The hiring interviews contacts the selected individuals to schedule interviews at mutually convenient time.

HR Policies in Big Bazaar

While preparing to conduct the interview, the hiring manager should have: 1. The candidates resume and any references the candidate has provided. 2. The current Performance Management Tool for the position being filled. Note: PMT must be up-to-date before a job is posted or advertised. 3. A list of job related questions that all applicants are asked should made available to Human Resources prior to the commencement of the interview. CONDUCTING THE INTERVIEW: Applicants are told to report to the designated location at scheduled time. The persons involved in conducting the interviews should observe the following guidelines: 1. Welcome the applicant: Put the applicant at ease. Some of the interviews may begin with small talk the weather or traffic. However, supervisors must avoid straying into other areas like family status, religion or any other area which is not related jobrelated criteria and individuals ability to perform the essential function of the job. 2. Outline the Interview: Let the applicant know how the interview will be structured and any time limits. 3. Describe the job: Give details about the job duties, required skill sets, working conditions, hours, compensation and benefits. Do not hesitate to bring the interview to close politely, if the candidate is not willing to accept the offered salary package and if he/she clearly have not demonstrated the required skill set for the job. 4. Questions: All questions asked during the interview must be relevant to the performance of the job. Keep questions focused on job description and the skill sets required to perform the essential functions of the job. 5. Listen: The common mistake made by interviewers is to dominate the interview. Let the applicant talk. 6. Answer the applicants questions: Applicants should be invited to ask questions related to position or the company. 7. Close the interview properly: Thank the applicant. Do not make any promises on behalf of the company. Give an approximate time as to when a hiring decision will be made, sometimes hiring decision may take longer than anticipated. 8. Record information simulantaneously: Write down the specific facts learned about the applicant. At the conclusion of an interview, an Application Evaluation Form should be filled and attached to each individuals application and forwarded to the Human Resources Department.

HR Policies in Big Bazaar

REFERENCE AND BACKGROUND CHECKS Aim To ensure the accuracy of information given by the candidate in the application form, resume or job interview. Policy As part of evaluating internal and external applicants qualification and determining their suitability for job openings, the company requires all applicants to furnish references from their former employers as well as educational references so that their academic credentials could be verified. Procedure Employment References: To be considered as qualified applicant, candidates must provide names, addresses, contact number, if possible supervisors or contact person from the previous employment. Academic References: In evaluating the candidates suitability for employment, the company will contact the educational institutions listed by the candidate. Applicants should provide the contact details of the educational institutions. Reference and Background Checks: Purpose and Method: Information obtained from references is used to: 1) verify the accuracy of employment and academic credentials given by the applicants; 2) verify job-related accomplishments, skills, abilities that help to establish the candidates suitability for the position in question. Reference checks are normally done by telephone, mail correspondence or a combination of two. Confidentiality of Reference and Background Information: The information obtained from the sources listed by the applicant is kept strictly confidential by the company. No employee or supervisor will have access to such information without clearly demonstrating the need. Penalties for Fraudulent Information: Any applicant who provides misleading, wilfully deceptive information on employment form or resume or in interview process, he/she will be eliminated from the on-going process immediately without any explanation.

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INDUCTION AND ORIENTATION Aim To ensure that new hires are welcomed and provided with accurate information relevant to his/her employment at the company. Policy All the new eligible employees are required to attend new hire orientation program designed for new hires, to make them feel welcome, feel at ease in their new work environment, learn about the companys employment benefits, payroll requirements and complete on-board formalities. Procedure General objectives: The companys orientation program is designed to help new hires feel welcome and inform them about what performance and behavior standards it expects. Scheduling the Orientation: New employees should be scheduled for orientation program within two weeks of hire. If the new employee has started working before orientation program then it is the hiring managers responsibility to make sure that the employee attends the orientation program.

Procedures: 1. New hires should be given with information on companys history, values, Services and other programs. Persons from other department will give presentation about how their area supports employees in performing the duties. 2. Employees will receive their employee handbook, enrollment materials. Information will be given on each of these topic and new hires will have an Chance to ask questions and complete all necessary forms. 3. Employees will be given a tour of companys campus/premises. Department Orientation: The new hires designated supervisor is responsible for welcoming new hires to his/her area and explain job and department duties, procedures and responsibilities. New employee Responsibilities: In initial days, new joinees are required to complete and turn in number of employment related document and official document. All new hires are required to fill these forms with accurate information. Failure to meet employment deadlines, it may result in suspension of employment.

HR Policies in Big Bazaar INTERNS

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Internship An internship is a work-related learning experience for the benefit of individuals who wish to develop hands-on work experience in a certain field. Individuals may without any expressed or implied compensation agreement - work for their own advantage on the premises of the company. If the following criteria is met, then interns are not considered employees: - Training is for the benefit of the interns - They do not displace the regular employees, but work under their close supervision - Interns are not necessarily entitled to job after the conclusion of training period - Trainees understand that they are not entitled to wages during the training period Note: The internship provides the individual with skills that can be used in multiple employment settings when compared to skills compared to ones particular operation. More likely, the intern would be seen as receiving training. The intern does not perform the routine work of business on regular basis and the business is not dependent on the work of intern. If the interns are engaged in performing productive work for the employer, for example, conducting audit work, performing clerical work, then they may be entitled to benefits provided by the organization. The internship should be for a fixed period, established prior to the commencement of the internship. Aim To maximize the benefits of internship experience and ensure compliance with state and local laws and regulations and distinguish unpaid interns from employees. Definitions Intern One who, as part of an academic program: 1. Perform services primarily for his/her own training benefit. 2. Does not displace regular employee. 3. Understands that he/she is not entitles to wages for the period of training 4. Not entitled to a position when the training ends. Procedure Department wishing to engage the intern should compose and submit a request that includes the description of individuals role and responsibilities so that there is no misunderstanding whether he/she is eligible for wages under company laws. For an intern the description of role should emphasize the academic nature so that it is clear that business work is not being assigned to them. Department should not assign duties to interns that would be normally performed by an regular employee.

HR Policies in Big Bazaar

EXIT INTERVIEWS Aim To gather feedback on the working experience with the company.

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Policy All employees who are moving out of the company are invited to participate in exit interview through written form or with an executive from the human resources department. The purpose is to get honest opinion about working at the company and what needs to be done for further improvement. Procedure When an employee notifies about his intention to quit, employees are invited to schedule an personal interview with Human Resources Department to voice out opinion about the working experience. Employees will be assured that their feedback shall be maintained in confidence and in no way it will affect their future job references or other future prospects of employment. WORK SCHEDULE AND COMPENSATION Aim To establish the normal daily/weekly work schedules and the basis of compensation for regular hours worked, overtime, adjustments to normal work schedules. Definitions Workday: A scheduled work period between 10.00am to 4.00pm on the same day. Overtime: Hours of work by employees in excess of 40 hours per week. Emergency call-in: When employees are asked to report to work to take care of an emergency that cannot wait until regular scheduled working hours. Policy Work Schedule: The usual full-time weekly work schedule consists of 5 eight-hour work work schedule with 30-minute meal period. 1. First shift: The 8 hour work period beginning from 10.00 am depending upon the departmental usual work schedule. 2. Second shift: The 8 hour work period beginning from 1.00 pm depending upon the departmental usual work schedule. 3. Third shift: The 8 hour work period beginning from 10.00 pm depending upon the departmental usual work schedule. A organization work schedule may change as and when required. The department head will consult Human Resources to establish or modify the departments work schedule. Emergency Call-in: An employee is guaranteed minimum of 4 hour pay for each call-in occurrence. Call-in hours above 40 hours will be compensated at overtime rate. Procedure Overtime records and payment: Overtime pay will be included in the paycheck for the period the employee has worked overtime. Responsibility: The immediate supervisor must approve the overtime assignments and ensure that work is equitably distributed. Such approval must be obtained prior to the

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commencement of any overtime. It is the responsibility of Human Resources for interpreting of such provisions that complies with state laws and regulations when a question arise regarding the computation of overtime.

Performance appraisal
Aim To define staff performance management guidelines at the organization and strengthen the feedback and evaluation process for the employee. To provide the opportunity for improving the performance through discussions with supervisor in a constructive manner. And also to provide a systematic mean for supervisors to make determinations based on candid objective assessment of an employees performance, identify the training needs. Importance of Performance Appraisal : It is in the interest of the Company as also of the employee that the value of a proper Appraisal System is recognized by the all concerned parties. Some of the purposes of performance appraisals are : 1. Career Progression 2. Placement 3. Training and Development. Appraisals can also be used for : 1. Succession Planning 2. Salary Progression 3. Merit Awards Guidelines: 1. Each factor should be weighed equally. 2. Appraisee should be assessed for his / her performance for the particular period. 3. Appraisal should not be biased 4. Qualities should be judged with fairness. 5. Assessment should be made objectively. Policy The performance appraisal is a continuous process of employee assessment through performance evaluation system. Appraisals can be conducted as deemed necessary by supervisors. Procedure The assessment process should include clear and honest feedback regarding job performance, needs for improvement, career advancement opportunities.

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Performance appraisals are a function of evaluating employees on the basis of performance in relation to their job. Supervisors are responsible for conducting through, timely performance appraisals to the employees who are directly reporting to them. 1. Performance in every factor should be rated independently. 2. A supervisor may chose to conduct alternate method of performance appraisal only with written approval from Human Resources Department. Supervisor will prepare the performance appraisal and review it with next level of supervision (his immediate reporting head) before reviewing it with the employee. Performance appraisal discussion should closely related with assigned duties and responsibilities, performance standards. He should invite the employee to make comment on the performance appraisal. The employee should sign and return the appraisal form to supervisor, the same should be retained in employees personal file maintained by the organization. The employees signature on appraisal form indicates that performance evaluation form has been received. If the employee disagrees with the evaluation, he shall discuss the difference with supervisor in order to arrive at resolution. Suggestions Definition - In todays competitive environment, employees participation is essential for achieving cost effectiveness, efficiency, over all improvement in productivity and in quality of life. Through employees participation, we can have frequent constructive critical appraisal and evaluation of various activities which will enable us to take corrective measures in time, leading to sustained growth of the organization. Each employee, at whatever level he may be, can contribute towards improving efficiency of the Company through creative, constructive and innovative ideas. Keeping in view the above, a Suggestion Scheme has been evolved with the expectation that it will stimulate employees to think creatively and offer sound, simple and practical suggestions. For successful implementation of the suggestion, it may please to remembered that : 1. Success is the difference between entertaining an idea and implementing the same 2. Great minds discuss ideas, average minds discuss events and small minds discuss people Policy - The Suggestion Scheme plays a very important role in promoting Better Ideas which lies un-tapped and un-nurtured. It encourages creative thinking within the organization, inculcates sense of belongingness to the company amongst the employees and gives them a feeling of involvement in the affairs of the company. The policy aims to: 1. Create a sense of involvement and belongingness to company in their (employees) activities 2. Encourage employees to contribute 3. Bring out substantial improvement in the companys activities. 4. Develop understanding between management and employees

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What is to be suggested? Any idea if it is felt, can contribute to effective and efficient functioning can be put forward. 1. Can working procedures be simplified? 2. Can fatigue in jobs be reduced? 3. Is there any other way to perform the same job efficiently, effectively 4. Can the working conditions be improved? Awards An employee whose valuable idea is accepted, shall be awarded in the form of: Certificate of merit, cash prize, etc. CONCLUSION The study has helped to identify employees opinion towards various aspects regarding human resources policies in the organization. This study has also enabled us to perform better and to be productive. The study has also helped the employees of the organization to express their thoughts and their experiences with regard to HR practices. This study will be helpful for further studies or researches in the same title. Based on the findings from the study, some suggestions have been provided to the management. The management can take the suggestions in to consideration in order to improve human resource within the organization and also bridge the gap between employees expectations and existing scenario. 1. The Policy of the company provides facilities for all round growth of individuals by training in-house and outside the organization, reorientation, lateral mobility and selfdevelopment through self-motivation. 2. The Policy grooms every individual to realize his potential in all facets while contributing to attain higher organizational and personal goals. 3. The Policy builds teams and foster team-work as the primary instrument in all activities. 4. The Policy implements equitable, scientific and objective system of rewards, incentives and control. 5. The Policy recognizes worth contributions in time and appropriately, so as to maintain a high level of employee motivation and morale. 6. The employees agree on the part of their performance that they know what is expected from them. 7. The employees understand how their work goals relate to companys goals. 8. Company inspires the employees to do their best work every day. 9. The employees are not satisfied with the communication and decisionmaking process as it leaks the information related to organization. 10. The employees do not receive the appropriate recognition and rewards for their contributions and accomplishments. .

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References

17th march 2012 <https://www.hr.duke.edu/policies/>.

17th march 2012 <http://www.inc.com/enc yclopedia/human -resource policies.html>. 17th march 2012 <http://www.studym ode.com/subjects/big -baz aar -hrpractices-page1.html>. 17th march 2012 <http://hr.ucr.edu/recruitment/guide lines/process.html>. 17th march 2012 <http://recruitment.naukrihub.com/recruitment process.html>.