Letter of Transmittal

December 04, 2012

Raihana Mannan BRAC Business School BRAC University

Subject: Letter of Transmittal

Dear Madam, With great pleasure we submit our term paper on Robi that you have assigned to us as an important requirement of BUS-301 course. We have found the study to be quite interesting, beneficial & insightful. We have tried our level best to prepare an effective & creditable report.

The report contains a detailed study of HR process & a look at how it is done in the practical world. Here we have gathered information through different sources such as websites and actual interviews of employee of Robi.

We also want to thank you for your support and patience for us and we appreciate the opportunity provided by you through assigning us to work in this thoughtful project.

Yours sincerely, Samsunnahar Khandaker Farhana Sultana Masum Islam

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Acknowledgement

First of all, we would like to thank almighty. We are thanking our course instructor Ms. Raihana Mannan for her untiring guidance, help, effort, and suggestion. Really we are thankful to her. Without her direct guide this report couldnt be possible.

We are also thankful and acknowledged to Md. Moniruzzaman, Sales Manager Robi. without his direct help, suggestion, and assistance it was impossible for us to complete this report.

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Table of contents
Page Contents No.

Objectives,Methodology, Scope & Limitations Company Overview Human resource princiles of Robi & their Objectives Functional areas of HRM Recruitment & Selection process of Robi Basic Rule of Recruitment in Robi Recruitment & Selection Process at Robi Recruitment Sources Screening of Candidates, Exams, Interview, Practical test Final Selection, Approval, Medical Test,Reference Checks & Appointment Acceptance, Recruitment Cycle & Recruitment for Internship Training process of Robi Key Policies Guidelines Performance apprisal Process Conclusion

5 6 7 8 9 10 11 12-14 15 15-17 18 18 18 19 20-22 23

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Executive Summery

As a part of academic requirement of MGT301, we have been assigned to complete term paper on human resource process of Robi under the guidance of Ms.Raihan Mannan.

The policy and process use by company is discussed in detail. Robi strengths and competencies developed over the years, Robi aims to provide the best working environment, complete package & quality experience for its employee. In here human resource principles,recruitment process, selection process, performance appraisal, training and development are discussed in detail.

Some guidelines are also discussed which HR department other divisional head are going to apply in future for the betterment of their employees.

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Objective of the study:

Broad Objective: To know overall about the company of Robi. and also know each and every parts of the HR process of that company. Specific Objectives: 1. To focus on major elements of Recruitment and Selection process

3.

To focus on the updates and the batter methods of modern technique.

Methodology
Source of Information:

1. Primary: The primary information collected through intreview. 2. Secondary: The secondary information collected from website, Magazine, Memorandum, Journals, books and some other relevant sources. Both primary and secondary data sources will be used to generate this report

Scope of the research

The report deals with the recruitment and selection training and performance appraisal process in terms of theoretical point of view and the practical use. The study will allow learning about the recruitment and selection issues, importance, modern techniques and models used to make it more efficient. The study will help to learn the practical procedures followed by the leading organizations. Moreover the study will help to differentiate between the practice and the theories that direct to realize how the organization can improve HRM process.

Limitations
The main limitation of the study is the collection of information. Because most of the information are confidential. So they dont want to disclose them. And we are not able to show any forms which they use in the time of joining or we use to upgrade the files.

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COMPANY OVERVIEW

Background of Robi:
In order to get on with the rhythm of the modern world, infra-structural development of the telecommunication sector should get the priority. As a consequence, Robi. one of the pioneers not only in the telecommunications private sector of Bangladesh, but also is a dynamic and leading countrywide GSM communication solution provider. It is a joint venture company between Axiata Group Berhad, Malaysia and NTT DOCOMO INC, Japan. With a mission to meet the communication needs of the people of Bangladesh, Robi Axiata Ltd. formerly known as Telekom Malaysia International (Bangladesh), commenced
th

its operation in 1997 under the brand name of Aktel. Later, on 28 March, 2010 the company started its new journey with the new brand name Robi. By serving the urban dwellers and rural people simultaneously, Robi is going to fulfill the countrys vision to make communication a basic necessity and with the reach at all levels of the society. Sharing Robis experience and expertise with people of Bangladesh will not only assist in the development of the telecom infrastructure in the country but most importantly the people of Bangladesh remains connected and closer with each other. To ensure leading-edge technology, Robi has the international expertise of Axiata and NTT Docomo. It supports 2G voice, CAMEL phase 2 and GPRS/EDGE service with high speed internet connectivity. Its GSM service is based on a robust network architecture and cutting edge technology such as Intelligent Network (IN), which provides peace-of-mind solutions in terms of voice clarity, extensive nationwide network coverage and multiple global partners for international roaming. It has the widest International Roaming coverage in Bangladesh connecting 553 operators across 207 countries. With its strengths and competencies developed over the years, Robi aims to provide the best working environment, complete package & quality experience for its employee.

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Human resuorce principles of Robi:

The Robi recognizes that the employees are the most important resources in the organization. Therefore, the employees, who serve in different Divisions / Regions /

Locations, are united in their common endeavor to contributing to the strength and growth of the Organization. EMPOWERING YOU: We are there for you, where you want and in the way you want, in order to help you develop, grow and make the most of your lives through our services.

Principles:
ROBI employees hold ourselves accountable to the following guiding Principles for the organization. 1. Being respectful towards everyone. 2. Being trustworthy by action. Being passionate and creative in all we do. 3. Keeping things simple in the way we do things. 4. Being ethical and transparent. 5. Demonstrating individual and collective ownership. 6. Practicing an open culture in communication and interaction.

Human Resource Objective

Attract quality employees with good caliber Retain and motivate all employees with a view to maximizing their contribution with enhanced efficiency and productivity

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Provide a working environment in which employees at all levels and in conformity to their positions are treated fairly and consistently wherever they are required to work and thus developing and maintaining an effective workforce

Develop employees to assume position of authority and responsibility in the Organization with a thorough knowledge and commitment to the Organizations objectives

Functional area of HRM

Human resource auditing Human resource strategic planning Human resource planning Manpower panning Recruitment / selection Induction Orientation Training Management development Compensation development Performance appraisals Performance management Career planning / development Coaching Counselings Staff amenities planning Event management Succession planning Talent management Safety management Staff communication Reward

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Recruitment & Selection process of Robi:

As we know, Recruitment refers to the process of finding possible candidates for a job or function, usually undertaken by recruiters. It also may be undertaken by an employment agency or a member of staff at the business or organization looking for recruits. And Selection is a process by which candidates employment are divided in to two classes those who will be offered employment and those who will not.

In Robi recruitment and selection is done by a specific process and which is very much modern. It starts with the manpower requisition and end with appointment. And after that Robi arrange various types of training and development program for the employees to develop their skill. In true sense Robi follow a developed recruitment process for selecting right people in right place. This is the procedure that Robi HR follow to recruit people. Actually in Robi the recruitment and selection is totally control by HR Division. HR Division makes the policy for recruitment and selection and also takes decision sometimes that a department required manpower. When the requisition comes HR starts the process. HR also supervise that Recruitment and Selection are not simply mechanisms for filling vacancies rather they are viewed as the key factor for suitable placements. For a better recruitment and selection process HR arrange done some task like

collecting suitable and better CVs

arranging written exam

arranging interviews

ensure medical tests

appointment letter and others

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Basic Rule of Recruitment in Robi

For recruitment Robi HR follow some rules. These rules are set up by HR for better recruitment and selection. The rules are

Robi Recruitment is to hire the right kind of people at the right place selecting them through an effective process from a pool of candidates in

* *

Robi does not allow any favor or preferential treatment to any one. No one who is below 18 years of age can be hired as an employee for Robi on regular, contract or temporary status. * Under no circumstances a regular or contract employee of any other

organization is allowed to undertake regular or long-term contract employ Robi

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Recruitment & Selection Process at Robi

The Process of recruitment and selection at Robi is consisting of number of sequential steps. The following picture can show the process very clearly:

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Recruitment sources
First and foremost step of recruitment is collecting CVs from sources. There are two sources of recruitment Internal source (within the organization) The external job market.

Internal Sources

For encouraging the internal candidate, job vacancies in Robi may be advertised through internal notices to all Robi Axiata Ltd (Robi) employees. Recruitment from the internal source may be through Promotion or delegating individuals with new assignments. In the case of internal sourcing, HR along with the concerned Division/Department will identify prospective candidates on the basis of Individual Capability matching with Competency/Role Profile and will conduct appropriate tests to select the most suited person.

In internal source Robi consider mainly three types of employees: Contractual Part-Time Interns

Contractual employees are those who are working in a contact of six months or one year. And part-time employees are those who work in Call Center. And also interns, after completing their internship and completing their graduation can apply for job.

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External Sources

In short external sources mean collecting CVs from outside. Robi collect a lot of CVs from outside. Recruitment from external sources will be through Executive search for Senior Managers and Above Positions. Advertisements - for managers and below positions.

The CVs are collect by following ways: HR CV Box Advertisement Internet Job Sites Employee Reference Universities Career Fair or Job Fair Other

CV Box of Robi HR:

There is a Box for CV in Robi HR. In that box anyone can drop his or her CV in anytime.From the CV Box HR sort out suitable CVs for the required position. This box is open for everyone who wants to drop their CV. Almost everyday this box get full of CVs. It contains about five hundreds of CVs. By this way Robi HR collect a lot of CVs for job.

Universities

Universities are big sources of recruitment. There are many public as well as privet universities send CVs for job. When students completed their courses, universities send their CVs to Robi for internship. And sometimes they send CVs for job also.

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Career or Job Fair

This is another big source of recruitment. By participating in fair or sponsoring fair Robi gets a lot of CVs. Robi participate in many fair like

IBA Fair 2006 Robi Career Fair 2007 Robi Career Fair at AIUB 2010

Among them Robi was the main sponsor of Robi Career Fair 2007. This fair was arranged by Dhaka University Finance Department and Robi was the main sponsor of it. It was a grand branding for Robi as well as Robi got a lot of suitable candidates CV. This is a great success for Robi. Almost three thousands of CVs was in Robi box when the fair over. The main theme of the fair was to encourage student to come to Robi and drop CV in for job in Robi. By this way Robi HR collect CVS for job.

Other Sources:

Depending on the circumstances professional employment agencies, notice boards of technical universities like BUET/ KUET/ CUET/ RUET, other universities like IBA, NSU, BRAC etc., and journals may be chosen for attracting applicants against job openings. They also follow some traditional sources like

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Screening of Candidates

Following publication of Job Vacancy, concerned Divisional/ Department Head and HR Division will scrutinize the applications and short list candidates for inviting to oral interviews or written tests where applicable.

Written Exam For every job Robi HR arrange a written exam for candidates. The written exam is must for each and every candidate. The written exam is called General Ability & Psychometric Test. It contain two parts, General Ability Psychometric Test

Oral Interview For the oral interview, competency based structured interview i s conducted. The standard Interview Assessment Form along with probing questions will be supplied by HR Division. Position specific structured interview with necessary Proving Questions and Assessment form can also be developed/ used.The oral interview may take place in different phases according to the decision of HR Division and concerned Division/ Department and on the basis of Position:

Preliminary Interview: Second Interview or Final Interview: Interview of Key Position:

If the recruitment is for any key position/ AGM or above level a final interview must be conducted with the Managing Director. Sometimes one interview makes the final result and sometimes there are two interviews. Interviews are arrange by HR. HR arrange interview for every post even for a tea boy and for a driver. Generally these interviews

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are held in HR floor of Robi. There is a separate room for interview.

Practical Test

Robi take some practical for the technical candidates. Basically technicians have to face this test. This test is called tower Test.

Tower Test is a practical test. In this test the candidates have to claimed up a technical tower which is twenty fit high. The reason of this exam, is to find is the candidates is able to claimed up a seventy five fit tower or may be more then seventy five fit tower.

This interview is generally taken by technical people. They find out about the technician can do that or not. They also ask questions about and select candidates who is suitable for the post.

Final Selection

From the interview some suitable candidates comes out. Once the final incumbent is selected, HR Division (Compensation & Benefit) will initiate the compensation Plan and will make offer/ process the appointment formalities. This time HR discuss about few things like: Terms and condition of company Salary and benefit Joining Final Approval

Like the requisition for appointing candidate the approval of MD is needed. This time HR sends the approval to MD that these candidates are selected in interview for this position and they are going to appoint these candidates for the post.

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Medical Test

When the MD approved the appointment of the candidate HR call the candidate for a medical check up. The candidates have to collect a letter for medical from HR and go for the medical test. The selected candidate must undergo a medical check up and subject to satisfactory medical report formal appointment letter will be issued.

Reference Checks

When a candidate is selected for the job, his or her given reference has been checked by HR. Reference check may be conducted by HR Division upon acceptance of offer. Subject to satisfactory response joining will be accepted

Appointment or Offer Letter

At last the after the medical test and reference checked, the offer letter for the candidate has been issued. After that the candidate gets the call that he or she has been appointed and he or she has to collect the letter from HR. Acceptance of Offer Letter & Joining Procedure

The joining also has some procedure. In time of joining at first the candidates have accept the offer letter by signing it. Then he or she has to fill up some forms like,

HRIS form

ID Card form

Declaration

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When all this formalities are over the candidate will become one of the member of Axiata and start working as an employee of Robi.

Recruitment Cycle

Human Resources Division will take maximum 50 days to complete a recruitment process. The break down of the 50 days as follows:

Requisition Advertisement Short listing/Screening Written test Compilation & Approval Reference Check Medical Check Appointment letter

= 2 days = 14 days = 14 days = 7 days = 2 days = 7 days = 3 days = 1 day

Recruitment for Internship

Internship is one of the parts of graduation for student. In case of Bachelor of Business Administration and Master of Business Administration, it is an obligatory. For this reason Universities send CVs of student to Robi for internship. Recruitment of interns just like the recruitment of contractual. The candidates have to face the interview and if they get selected then they will appoint as intern. Generally for internship Robi ask for CVs to the reputed Universities like Dhaka University, North

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South University and BRAC University etc.

The requisition for interns is send by the departmental head or the employee who need intern. When requisition comes HR sort CVs and then arrange interview.

Training process of Robi:

Robi is committed to providing both the training necessary to ensure the job is done effectively and to allow each employee to further professional development. Employees are authorized to attend training programs based on their development needs and the requirements of the organization. KEY POLICIES Development is seen as a joint responsibility between individual employee and his / her manager. Training programs is structured and incorporated with Organization needs, be cost effective and represent substantive skill development efforts. Concerned manager bears the ownership of training and development initiatives, where HR Department acts as facilitator. From each division managers provides a Training Need Assessment (TNA) form to the employees. The employees fill up their required training subject from the listed subject. Each year an individual employee is assigned with 8 training. HR division collects all the TNA form and compile & assign trainings accordingly. HR not only arranges training in the country but based on grade, position & requirement training outside the country is also arranged. GUIDELINES a) HR Department of Robi in consultation with Divisional Head will prepare a Training Road Map against each position.

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b) HR Department will propose yearly training plan in line with identified training needs proposed in annual performance assessment, career and succession planning. HR in conjunction with concerned Divisional Head will determine most suitable training method(s) to satisfy an identified need.

Performance appraisal process of Robi:

The purpose of this policy is to establish a standardized performance agreement and appraisal system for employees that is characterized by clearly-defined performance goals and objectives and increased employee involvement. This information is done by setting of objective of the year. The Management of Robi shares the overall yearly target with all employees in Business update meetings and confirms the target after getting employee concern. Management by Objective (MBO) theory is followed in the organization. Information gained through the performance appraisal / evaluation process is used for a variety of performance-related activities such as: providing promotion, up gradation, providing bonus, transfer, training etc. The organization is using a Future Oriented method for performance appraisal. Appraisal Policy: A. It is the policy of this organization to: a. Inform employees what is expected of them during each quarter of performance rating; b. Setting quarterly as well as yearly objective; c. Provide feedback to employees regarding how well they are doing near the midpoint of the performance rating period, and revise quarterly objectives if needed; d. Formally rate employees at the end of each performance-rating period. B. Supervisors are required to use authorized Appraisal Forms for conducting employees performance appraisal/evaluations.

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The Employee Performance Appraisal is completed by the employee and submitted to their supervisor for approval at the beginning of the rating period. Before the performance meeting the employee must perform a self-evaluation of their objectives developed in the performance planning stage. Increment depends upon yearly Performance Appraisal. If any employee not eligible for increment for his/her poor performance, then also Robi gives increment according to the inflation, for cost of living adjustment. Prior to the review of a performance evaluation, the employee's supervisor must submit an employee rate recommendation through the proper channels for authorization and implementation.

TYPE OF PERFORMANCE APPRAISAL There are two types of performance appraisal followed in the organization. Quarterly Group KPI Evaluation/Incentive Scheme Yearly Performance Evaluation

Quarterly Group KPI Setting/ Incentive Scheme: AXB have an Incentive Scheme for all its permanent staff. It is intended to improve the link between actual performance and incentives or rewards, by timely evaluation for performance and thereafter incentive payments every 6 months.

Under the scheme, staff performance is assessed for incentive payments based on the area of work or group where they work. Each group maintains a common Key Performance Indicator (KPI) for all staff in the group and the actual incentives is paid based on actual performance against these set KPI. It is hoped that this incentive scheme will boost the performance as the incentive quantum is transparent and upfront and each group may strive to outperform their targets to earn the incentives.

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Yearly Performance Evaluation: A target for individual employee is set at the beginning of the year. The target is communicated with the employee through their supervisor. This target is only for the individual employee rather than a group. This performance is review afterwards to identify potential employees for upgradation, promotion etc. At the beginning of the year employees signs the appraisal form which mentions their target. At the year end in the same appraisal form they just give input of achievement just after the target & give percentage of target achieved.

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Conclusion: HRM is an important issue for any organization. Recruitment and selection allows an organization to asses the vacancy and choose the best personnel who will lead the organization in future. So the organization should give more emphasize on selecting a person. A person who can carry forwarded the organization in terms of development, values and ethics. Mainly the precious resource for any organization is their knowledge based efficient workers. The organizations should more cautious on this issue to ensure the quality and ethics. From the above discussion we can easily understand that Robi Axiata Ltd. (Robi) is one of the top mobile Company of Bangladesh. It covers the whole Bangladesh by its network. There are many product and services of Robi is available in Market. At this moment the company is in growing position. But the strategies of the company will make the company number one mobile company of Bangladesh.

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BIBLIOGRAPHY
Md. MOniruzzaman, Manager (Sales), Branch office, Jessore . www.axiata.com . www.telecompaper.com/news/article.aspx . www.linkedin.com/.../axiata-bangladesh-ltd . www.robi.com.bd . www.btrc.gov.bd/ . www.btrc.net . www.btrc.org/

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