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ONBOARDING ACTIVITIES IN AN ORGANISATION

Submitted By: Mukesh Kumar Roll No: 957 MBA, (2010-2012) In partial fulfillment of Master in Business Administration (MBA)

JULY 7, 2008

PUNJAB TECHNICAL UNIVERSITY JALANDHAR

ACKNOWLEDGEMENT

Any understanding of theoretical concept is incomplete without the practical knowledge of it; this report has given me the opportunity to apply the theoretical concepts into practicality and given me the understanding that would have not come otherwise. I, Mukesh kumar, owe enormous intellectual debt towards my faculty guide Ms. Priya Nair for her guidance and support; this project would have not been able to see the light of the day without her help. I am obliged to her for being extremely patient, giving me sufficient time for discussions and guidance at all stages through the course of this research. My increased spectrum of knowledge in this field is the result of his constant supervision and direction that has helped me to absorb relevant and high quality information. I would like to thank her for her guidance and enriching my thoughts in this field from different perspectives. Last but not the least, I feel indebted to all those persons and HCL technologies which have provided information and helped me directly or indirectly in successful completion of this study.

Mukesh Kumar

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EXECUTIVE SUMMARY
On-boarding is the first step in building a long-term relationship between a newly hired employee and company. It is an on-going, comprehensive program designed to cultivate, engage, enable and position a new employee to excel in their career with company. it includes joining of a new employee, induction and knowledge sharing.

As on-boarding activities are those set of activities which employee faces during first few days. So I adopted a very simple and systematic methodology in execution of this project and also how to bring positive further positive changes in on boarding activities of HCL. For first few days I was engaged in observing the on-boarding activities of HCL i.e. what was the procedure of joining for new candidates in HCL and what is the process of induction in HCL. As a methodology I prepared algorithm, flowchart and SIPOC diagram for on boarding activities of HCL, then I took a step forward & compared the on-boarding activities of HCL with other IT Enabled Services companies. This helped me to understand better the different on-boarding activities of different companies. This included people who came to HCL for joining from some other company. The scope of study was Primary data i.e. Questionnaire with personal interview of 60 candidates, the study included questions like what differences you find in on-boarding activities of HCL and your previous company? What was on boarding activities procedure for your previous company? According to you on boarding activities of which company are superior? and many more question. Then based on discussions with candidates on these question I have drawn conclusions. Since my basic objective was to suggest some measures so that it can bring some further positive changes in on-boarding activities of HCL. I choose four companies to compare with on-boarding activities of HCL. The companies are I-YOGI TECHNICAL SERVICES PRIVATE LMITED, GENPACT, and BEYOND GLOBAL (GURGAON) AND CONVERGYS. I have prepared algorithm and

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flowchart for on-boarding activities of these companies also, tried to find some differences between on-boarding activities of HCL and these all companies. CONTENTS Page No. Acknowledgement. Certificate..... Executive Summary.. 2 3 4

TOPIC
Chapter 1 Introduction 6

Chapter 2 - Review of Literature... Chapter 3 Employee HR services. .. Chapter 4 Aim & Objective

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20

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Chapter 5 - Research Methodology

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Chapter 6 Research Findings

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Chapter 7 - Summary and Conclusion

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Select Bibliography References Annexure: 1. Questionnaire 2. Any other relevant data sheets 53 55

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CHAPTER-1

INTRODUCTION

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PROFILE OF THE COMPANY (HCL TECHNOLOGIES)

MISSION AND VISION OF THE COMPANY: VISION: Together we create the enterprise of tomorrow MISSION: To provide the world class technology solution and services to enable our customer to serve their customers better. INTRODUCTION OF THE COMPANY: HCL Enterprise is a 34-year-old leading Global Technology and IT enterprise, with USD 5.9 billion revenue, 80000 professionals and operations spanning 29 countries The 3-decade-old enterprise, founded in 1976, is one of India's original IT garage startups. Its range of offerings spans Product Engineering, Custom & Package Applications, Business Process Outsourcing, IT Infrastructure Services, IT Hardware, Systems Integration, and distribution of ICT products. Since its inception, HCL Enterprise has grown to become what it is today under the strong leadership and guidance of Shiv Nadar (Founder, Chairman and Chief Strategy Officer). HCL Enterprise comprises two companies listed in India, namely HCL Infosystems (www.hclinfosystems.in) and HCL Technologies (www.hcltech.com). HCL Infosystems deals with hardware, system integration, network and ICT distribution, solely for the Indian market. HCL Technologies on the other hand, focuses on Transformational Outsourcing, working with clients in areas that impact and re-define the core of their business. The company leverages an extensive global offshore infrastructure and its global network of offices in 29 countries to deliver solutions across select verticals including Financial Services, Retail & Consumer, Life Sciences & Healthcare, Hi-Tech & Manufacturing, Telecom and Media & Entertainment (M&E). HCL Technologies caters to the global market
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in areas like product engineering, research & development, enterprise & custom applications, infrastructure management, and Business Services. ABOUT HCL BPO : HCL Business Services, a division of HCL Technologies Limited started its venture early in 2001 and is now a dominant player in the BPO field drawing revenue of USD 214 million with over 11,500 professionals operating out 21 delivery centres across India, UK and USA. Transformation and innovation is core to HCL Business Services, and the company has evolved from a traditional BPO to the NeXt Generation BPO. World-class standards, multi-geographic delivery model with domain orientation have always been some of the doyens of HCL Business Services and offer 24X7 multi-channel multi-lingual supports in eight European languages. HCLs BPO business focuses on key domains such as Telecom, Retail & CPG, Banking & Financial Services, Insurance, Hi-Tech & Manufacturing, Media, Publishing & Entertainment and Utilities. This apart, the company services various areas of operations that include Supply Chain Management, Finance & Accounting Services, Knowledge & Legal Services, Customer Relationship Management, Technical Support Services and Data Management Services. HCL Business Services excels at developing reliable and scalable solutions for essential business processes, consecutive with industry best practices and metric-based Quality norms. This is supported by a thriving technology infrastructure, strong human resources, a customized training program and transition framework. Also, the HCL core value of Employee First has inspired employees to deliver world class service and continuously create value for our customers. Accolades for HCL BPO Services:

Ranked in the 'Leaders' category of the Global Outsourcing 10, International Association of Outsourcing Professionals (IAOP) 2010 Tops the Black Book of Outsourcing 2009 lists of Top 50 Best Managed Global Outsourcing Vendors, and Top Cross Industry BPO vendors Ranked No. 1 Employer in India and Best Employer in Asia by Hewitt Associates, 2009 Ranked 3rd in the Employee Satisfaction Survey by DQ-IDC, 2008 Won Technology Award at the BPO Industry Awards by India times, 2008

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HCL NI won European Call Centre of the Year 'Best People Practice' Award by Call Centre Focus (CCF), 2008 The first Indian BPO to enter the Telecommunications Expense Management (TEM) market HCL BPO among the Top 5 service providers in the UK market for Life & Pensions Won 2008 CIO 'Bold 100' award - IDG India 2008 Ranked among the Top 10 Ties-BPO companies in India (NASSCOM & Dataquest) First BPO company successfully appraised at Maturity level 3 of People CMM First Indian BPO to be COPC certified for Collection services Third BPO in the world to be COPC certified for Collections services Largest Telecom BPO service provider in Asia Largest BPO service provider in Northern Ireland Special award for 'consistent excellence for outsourcing practice across all disciplines' by the National Outsourcing Association (NOA '07)

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SOME OF THE AWARDS OF HCL ARE:

Economic Times and Hewitt Ranked No. 1 Employer in India and Best Employer in Asia in the 2009 Hewitt Study

International Association of Outsourcing Professionals 2008 Ranked in the Leaders Category of the 2009 Global Outsourcing 100

Dataquest Ranked 3rd in the Employee Satisfaction Survey by DQ-IDC, 2008

Indiatimes Wins Technology Award at the BPO Industry Awards by Indiatimes, 2008

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CCF HCL NI Wins European Call Centre of the Year Best People Practice Award by Call Centre Focus (CCF), 2008

CIO 100 Bold 100 Award for highest level of operational and strategic excellence in Information technology (IT) by IDGs CIO 100, 2008

PCMM Level 3 First BPO Company in the world to be successfully appraised at Maturity Level 3 of People Capability Maturity Model, 2007

National Outsourcing Association Special award for consistent excellence for outsourcing practice across all disciplines by National Outsourcing Association, 2007

Nasscom Ranked among the top 10 in largest third party service providers in India by Nasscom, 2008

UK Trade and Investment Board Received Investor of the Year award for employment generation in UK by the UK Trade & Investment Board, 2006

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Frost & Sullivan Ranked among the Top 3 Contact Centers in Asia Pacific by Frost & Sullivan, 2006

Gartner Ranked 8th in the Global Top 10 in Business Services by Gartner, 2006

Purdue Benchmark Ranked 2nd in the Global Peer Group, 2003

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CHAPTER 2

REVIEW OF LITERATURE

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REVIEW OF LITERATURE
On-boarding activity is the process of integrating employees into their new work environment. This includes employee orientation, knowledge sharing, and ensuring the employee has the tools and technology to successfully execute their roles and responsibilities. On-boarding begins with the offer letter to the potential employee. This is a fairly new term in the talent management world and it's called on-boarding employees. This idea has been around for quite some time, and it used to be known as new employee orientation. But as we'll soon explain, on-boarding is more about retaining talent than getting people settled in their new office. The concept behind employee on-boarding is best defined as a systematic and comprehensive approach to orienting a new employee to help them get "on board.

Objectives of Employee On-boarding:


Finally, from either the employee's or employer's perspective, the high-level objectives of a good on-boarding program include:

Helping the employee to identify with their new employer. Allowing the employee to understand some of the company's values and priorities. Building an optimistic attitude towards the company. Avoiding misunderstandings. Helping the employee feel valued. Encouraging socialization and creating a sense of belonging. Reducing new employee anxiety.
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Setting of performance expectations. Decreasing the learning curve.

On-boarding is the first step in building a long-term relationship between a newly hired employee and company. It is an on-going, comprehensive program designed to cultivate, engage, enable and position a new employee to excel in their career with company. There is a war for talent going on out there. But recruiting is only half the battle. The other half is retention. How do you keep that new-hire from walking out the door? On-boarding programs are powerful tools that promote retention by:

Making the right first impression about your organization Getting your new-hire off on the right foot, from Day 1 Getting your new-hire aligned with organizational culture, values and priorities Helping your new hire build relationships across the organization

On-boarding programs should not be your organizations only retention tools. But they should be the first tools you turn to as you begin to build a relationship of trust and loyalty with your new-hires. On-boarding activity turns a candidate into an employee of a company. It includes not only file filling, induction, knowledge sharing regarding the HR Policies but also making an employee familiarize with the benefits & growth he/she has with company. The concept behind employee on-boarding is best defined as a systematic and comprehensive approach to orienting a new employee to help them get "on board." There are two high-level goals of the on-boarding process:

To make new employees feel welcome and comfortable in their new surroundings. To minimize the time before new employees are productive members of their new workgroup.
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Making Employees Feel Welcome Studies conducted by the Corporate Leadership Council indicate that it's important for new employees to quickly acclimate to their new work environment. It's also important for these employees to start building rapport with colleagues so they can begin to assimilate into existing workgroups. By doing so, new employees experience a sense of purpose within their new organization, and the transition into this organization is less disruptive. Minimizing the Learning Curve From the employer's perspective, onboarding can help minimize the downtime typically experienced when bringing a new employee into the department. By sharing information such as performance expectations right away, there can be a significant reduction in misunderstandings, which can often lead to frustration and even the premature departure of a new hire. Objectives of Employee On boarding Finally, from either the employee's or employer's perspective, the high-level objectives of a good on boarding program include:

Helping the employee to identify with their new employer. Allowing the employee to understand some of the company's values and priorities. Building an optimistic attitude towards the company. Avoiding misunderstandings. Helping the employee feel valued. Encouraging socialization and creating a sense of belonging. Reducing new employee anxiety. Setting of performance expectations. Decreasing the learning curve.

Of particular importance among the post baby boom generations, such as Generation X, is to feel they've made friends at work. By quickly introducing these workers to their new coworkers, this generation can start to build the relationships they need, and employers can reduce new employee turnover.
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Building an On boarding Program Before we introduce our on boarding checklist, it's important to take the goals and objectives of such a program and create modules of information around each. This means a good on boarding program must address:

Company / Departmental Overviews Job Expectations Policies and Procedures Administrative Housekeeping Items

Each of these elements is discussed briefly in the sections below, and these same elements will be used to organize the information on our onboarding checklist. Company / Departmental Overview Corporate and departmental overviews generally includes going over items such as the vision / mission statement of the company or department, along with organization charts and value statements. The purpose of these onboarding activities is to give the new hire a feel for the overall mission of the company, and to introduce them to the objectives and goals of their particular department. This information also helps the employee to better understand how their department, and their role, fit in the company's "big picture." By understanding this corporate or departmental level information, the employee should be able to recognize how their job contributes to the company's success. Job Expectations These are the very specific job expectations of the new employee. This can include any training they might have to go through, job descriptions and expectations, and the company's performance management or appraisal process. By clearly explaining to the new employee exactly what is expected up-front, there will be less confusion later on. Introducing the employee to your system of performance management gives the employee a clearer picture of what it takes to be successful in their new job.

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Policies and Procedures The policies and procedures section can range from items like hostile work environments and affirmative action policies, all the way through employee compensation guidelines. If you have a fit-for-duty program or a system to resolve complaints, these policies and procedures should be shared with the employee early on. No doubt this is a lot of information to go through with the new employee, but that's what on boarding is all about; it's providing the employee with a foundation of information on which they can build. Administrative Housekeeping Items Although these administrative "housekeeping" items might also sound like policies and procedures, these are generally less formal matters that still need to be reviewed such as normal work hours, overtime pay, and inclement weather practices. This section should also include contact numbers (both at the company) as well as contacts outside the workplace for the employee. For example, telephone numbers of relatives in case the employee becomes ill at work. On boarding Checklist As promised at the start of this article, we're going to provide an example of an employee on boarding checklist you can download for free. And while each company will have a slightly different arrangement of items, the concept of how to build such a list, and the organization of the checklist, are helpful to see for those that like visual aids. Finally, don't be upset if your company has fewer items than those appearing on our checklist. Don't be afraid to add to the list if your company has a policy, procedure or program that doesn't appear on our list. Consider this example a template that you can build on, and customize to your company's programs.

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OVERALL PURPOSE OF ON BOARDING ANALYSIS

On boarding analysis is conducted ultimately to identify further positive changes in process of on boarding activities, i.e., what areas of knowledge or skills of on boarding activities, needs to accomplish in order meet organizational goals.

I observed on boarding activities of HCL and compare them with other companies on boarding activities. so that some positive changes can be there in process of on boarding activities

ON BOARDING FOR A VARIETY OF REASONS, WHICH USUALLY FALL INTO TWO CATEGORIES

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CHAPTER 3

EMPLOYEE HR SERVICES (EHS TEAM)


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EMPLOYEE HR SERVICES
WHAT IS EHS?

EHS
A function at par with other support functions like HR, Finance, S&M etc.

Purpose
To provide a Single Window to employees to take care of majority of their day-to-day payroll related queries

EHS Mission
To provide efficient and high quality services to employees while adhering to
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internal control norms by consistently achieving a. Pre-defined benchmarks for Service Level in respect of each type of service; and b. Zero defect in adhering to pre-defined internal norms and regulatory requirements

The basic Life cycle of EHS Team

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Resource Management Policy Formation Performance Management Career & Succession Planning Employee Grievance Mgmt. Reward & Recognition Employee Engagement

HR

Day to day Employee Transactions Uniform Policy Implementation Feedback/input collection on policies SLA Driven SwS (Service with Smile)

EHS

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Activities under EHS

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CHAPTER 4

AIM & OBJECTIVE

AIM & OBJECTIVE


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On-boarding activities are the essence of each and every organization. This is the first interaction of an employee with the organization. Basically on boarding activities are a set of activities and a process to integrate new employees into their work environment. This includes their joining formalities, induction, and knowledge sharing, so that an enterprise can ensure that employee has all the tools to execute his responsibilities and work in a comfortable way. this is the very first step for every organization once the candidate is selected. On-boarding activities begin as soon as the candidate receives his/her offer letter. On-boarding activities can also be said as a process of preventing the turnover, engage new employees and make them feel good about joining an enterprise. This is the first and last impression in front of an employee about the organization, so main reason of choosing this topic was that I wanted to learn from very first step and I also wanted to learn how we can bring further positive changes in on boarding activities of an enterprise. My main objective during this internship was to study & analyze the On-boarding activities of HCL & compare the same with the on-boarding activities of 4 different ITES companies. The data collected for the study was Primary data i.e. directly from the new candidates who had work experience in different ITES companies & were joining HCL. I interacted with each candidate on One-one basis & collected data by filling

Chapter 5

RESEARCH & METHODOLOGY


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A questionnaire attached as Annexure 1, was circulated to all the employees who had work experience to collect data. In addition, informal discussions were held with various employees to bring out more information in order to make the study more meaningful. The salient features of the strategy are as follows: Analyzing the on boarding activities of their previous companies and compare the same with HCL. Collection of data with regard to the on boarding program. Analysis of the data. Recommendations for improving the conduct of on boarding program , whenever necessary.

REPORT DESIGN
i) Population 60 people were included in survey. ii) Sample All the employees having ITES work experience were only considered, since freshers joining was very large i.e. why the total population for survey was 60.

METHODOLOGY

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The data has been collected mostly through the questionnaire circulated to individual employees having work experience in the Noida office as shown in Annexure I. Views of new joinees were collected through informal discussions, after the questionnaire has been received back, in order to collect more information.

ONBOARDING ACTIVITIES PROCEDURE IN HCL

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The process of On-boarding activities starts once a candidate enters the HCL premises with an Offer letter provided by HCL recruitment team (TAG Talent Acquisition Group) via mail to each candidate. All candidates provide their acceptance online on mail & furnish the hard copy of the Offer letter on HCL gate. Candidate enters joining room & marks his attendance on Attendance Sheet. Candidates at hand their Originals before EHS Joining team member. The team member bifurcates candidates in 2 groups, one with all documents & the other with No documents. EHS Joining team provides all the candidates the online user name & password for filling online New Joinee Form which captures personal information, present address, permanent address, qualification details, experience details & nominee details. Employee Application blank is submitted by CRT to EHS joining team on the same day. One by one candidate furnish their originals documents (10th & 12th Mark sheet & passing certificates, Graduation (if Done), Post Graduation (if done), ID Proof, Address to EHS Joining team for Verification process & the candidates having NO Documents are sent back to meet the TAG Team. After that they are called one by one according to attendance sheet for their verification of original documents. The original documents which are verified by EHS team are address proof, 10th mark sheet, 12th mark sheet, graduation mark sheets and their relieving letters and salary slip in case if they are experienced. If candidate has bought all the documents than his joining takes place and if he has not bought all the documents than he/she is sent back home and than they people are asked to come next day. In the mean time when verification goes on one by one outside in hall another member of team play a PowerPoint presentation for all the candidates that help candidate in filling the blue file. this file contains all the details about employees all the terms and the conditions about employee services. after filling of blue file EHS team mark a mail to admin team for lunch coupons than we distribute lunch coupons to new joinees and they people go for lunch and be back at 3:30pm.after their lunch the team ask them to prepare two sets of photocopies of all their original documents. then three sets of forms are distributed to them they need to fill it. Than to become a HCLite it is mandatory to be a NSR registered person so team give online links to candidate to fill their online NSR forms. Than their thumb scanning is done. After all this procedure we submit their files and induction schedule is given to them. And they leave the campus for the day via cab or on their own. Induction takes place next day, on the day of induction again their attendance is taken and smart
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cards are given to them. Then they are informed about the HR policies, appraisal conditions, transport facilities, meals facilities. Securities conditions i.e what is allowed to bring inside the building and what is not and also their doubts are cleared. A person from each of these departments like admin department, transport department, HR department comes to take the induction.

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ALGORITHM FOR ONBOARDING ACTIVITIES OF HCL TECHNOLOGIES


Step 1: Candidates are given entry in the EHS department from 10:30am to 12:30 pm attendance sheet is given to them and they are asked to mark their attendance. Step2: Then candidates are given their user name and password for their online form filling, these user names and passwords are generated by their recruiters. If they already have completed their online filling of forms from their homes, then go to step 4. Else if their recruiters have not generated their user names and passwords, then candidates have to wait. Else go to step 3. Step 3: They completes their online form filling. Step 4: Recruiters of CRT team provide the back papers of candidates to EHS department. the executives and senior executives of EHS team call the candidates one by one according to attendance sheet for the verification of their original documents. In case if candidates has not bought his/her original documents than he/she is asked to come next day for joining. Step 5: In the mean time when they are called inside one by one for their verification. Outside a presentation is played on projector for all the candidates which acts as a guideline for them in filling their blue personal files. Step 6: After completion of verification of documents filling of blue files; EHS team sends a mail to administration department for lunch coupons. Lunch coupons are given to all candidates and they go for doing lunch. Step 7: After lunch they come back to EHS department, where they are asked to prepare two sets of photocopies of their original documents(i.e address proof, ID proof, mark sheets, relieving letter of previous company and salary slips of previous company). Step 8: Candidates are given form 2 for filling. This form contains all the details of candidates. Step 9: Then candidates are asked to fill their online forms for NSR(national skills registry) Step 10: After completion of NSR their thumb scanning is done. Step 11: After full filling all the formalities. Their blue files and all the other forms are submitted .and induction schedule is given to them.
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Step 12: induction takes place next day. Step 13: End

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SIPOC DIAGRAM
SIPOC (Suppliers, Inputs, Process, Output, Customers) A SIPOC chart or diagram is used at the start of a Six Sigma project to define the scale and scope of the project (and usually is part of the Design and Measure phases of the DMAIC Design, Measure, Analyse, Improve, Control methodology). It is similar to process charting and process mapping but includes additional information about the Suppliers to the process, the Inputs to the process, the Process itself, the Outputs from the process and the Customers or users of the end product of the process. The work involved in building a SIPOC diagram is particularly valuable when the improvement team is not clear about: Who supplies Inputs to the process? What specifications are placed on the Inputs? Who are the true Customers of the process? What are the Requirements of those customers?

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SIPOC DIAGRAM FOR ON BOARDING ACTIVITIES OF HCL:


SUPPLIER INPUT PROCESS OUTPUT CUSTOMER

IT DEPARTMENT

checking of all the systems of EHS team like computer, printer, Xerox machines

Ticket is raised by EHS team in case of any problem in system. IT people come and check. Password is given to candidate and they fill their online forms. Their joining takes place. EHS team distributes lunch coupons and candidates move for lunch They fill blue files and process becomes smooth with all the stationary items.

repaired systems and machines through which process becomes smooth. HCL gets employees and their joining takes place smoothly.

EHS team, candidates

TAG(talent acquisition group)

New candidates to employees, back papers of candidates, their username and passwords, Lunch coupons, blue files of employees, stationary items.

Transport team, admin team organization ,induction team.

ADMIN DEPARTMENT

EHS team get the files and candidates finish their lunch.

EHS team

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FLOWCHART FOR ONBOARDING ACTIVITIES OF HCL


START

CANDIDATES ARE GIVEN ENTRY AND ATTENDENCE IS TAKEN. USERNAME AND PASSWORD ONLINE FORM FILLING IS DONE

BACKPAPERS FROM RECRUITER

ORIGINAL DOCUMENT VERIFICATION IS DONE INSIDE THE CABIN BY EHS TEAM

SENT BACK HOME

NO

THEY HAVE BOUGHT ORIGINAL S YES

JOINING IS COMPLETED LUNCH COUPONS DISTRIBUTION 34

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CANDIDATES FINISH THEIR LUNCH AND COME BACK BY 3:30PM FORM 2 AND BLUE FILES BY EHS TEAM FORM 2 AND BLUE FILES ARE FILLED BY CANDIDATES WITH THE HELP OF A PRESENTATION

FILE AND FORM 2 SUBMISSION IS DONE.

CANDIDATES FILL NSR FORMS(NATIONAL SKILLS REGISTRY)

THUMB SCANNING IS DONE. INDUCTION SCHEDULE IS GIVEN TO CANDIDATES INDUCTION TAKES PLACE NEXT DAY AND EMPLOYEES LEAVE FOR THE DAY.

TERMINATE

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COMPANY 1: BEYOND GLOBAL(GURGAON)


THIS IS AN IT ENABLED SERVICE COMPANY SITUATED IN GURGAON. I PREPARED ALGORITHM AND FLOWCHART FOR ONBOARDING ACTIVITIES OF THIS COMPANY.

ALGORITHM FOR ONBOARDING ACTIVITIES OF BEYOND GLOBAL(GURGAON)


Step 1: Start Step 2: Candidates are given entry and they mark their attendance. Step 3: They fill online forms online forms are filled via projector a team member helps in filling forms with projector. Step 4: Team executives call every candidate one by one and get the candidate joined as employee at the time of joining candidates require to show originals. like id proof, address proof, mark sheets, relieving letter and salary slips etc. if he has not bought originals he is sent back home else move to step 5. Step 5: Joining takes place. Step 6: Then employees are introduced to their coordinators and trainers. Step 7: End

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FLOWCHART FOR BEYOND GLOBAL(GURGAON)


START

CANDIDATES MARK THEIR ATTENDENCE.

FILL ONLINE FORMS VIA PROJECTOR.

ORIGINAL VERIFICATION TAKES PLACE.

SENT BACK HOME

NO

CANDID ATE HAS BOUGHT ORIGINA LS YES JOINING TAKES PLACE AND EMPLOYEE IS INTRODUCED TO TRAINERS AND COORDINATORS.

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COMPANY 2: I-YOGI TECHNICAL SERVICE PRIVATE LTD. ALGORITHM FOR I-YOGI TECHNICAL SERVICES PRIVATE LIMITED(GURGAON)
Step 1: Start Step 2: Employees are given entry to the joining room and are given some information about company from 9:30 onwards. Step 3: Employees are asked to fill attendance and that attendance is electronic i.e is feeds in computer. Step 4: They are given some forms called DLF forms in which they have to fill information about them. Step 5: Iyogi online forms are filled taking help from a projector. Step 6:After filling online form employees are called one by one according to attendance sheet to get their documents verified documents like relieving letter, salary slip of previous companies their id proof, address proof their qualification mark sheets and so on if they dont have go to step 7 else go to step 8. Step 7: They are sent back home and are asked to call next day. Step 8: Employees are later on given information about their trainer and coordinator and their database is completed

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FLOWCHART FOR ONBOARDING ACTIVITIES OF IYOGI TECHNICAL SERVICES PRIVATE LIMITED

START

EMPLOYEES ARE GIVEN INFORMATION ABOUT THE COMPANY. EMPLOYEES FILL ATTENDENCE ELECTRONICALLY

DLF FORMS GIVEN TO CANDIDATE ONLINE FORMS ARE FILLED VIA PROJECTOR

ORIGINALS ARE VERIFIFIED BY THE TEAM.

NO SENT BACK HOME

THEY BOUGHT ORIGINALS THEIR JOININGYES TAKES PLACE THEY ARE GIVEN INFORMATION ABOUT TRAINERS.
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COMPANY 3: GENPACT ON BOARDING ACTIVITIES ALGORITHM FOR GENPACT

Step 1: Candidates were given entry to the big joining hall till 10 am.10 am was a deadline and no candidate was given entry after 10 am. Step 2: Attendance sheet was given to them to fill. Step 3: Then candidates used to fill online forms. Step 4: Then they were called for joining by executives but instead of originals they only asked for photocopies of original documents. Step 5: Then candidates are introduced to their coordinators. Step 6: Induction also took place same day. Step 7: End

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FLOWCHART FOR GENPACT ON BOARDING ACTIVITIES


START

CANDIDATES FILL ATTENDENCE SHEET AND ONLINE FORMS

CANDIDATES ARE CALLED FOR JOINING BY EXECUTIIVES

CANDIDATES ARE INTRODUCED TO COORDINATORS AND THEIR INDUCTION TOOK PLACE.

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COMPANY 4: CONVERGYS

ALGORITHM FOR ON-BOARDING ACTIVITIES OF CONVERGYS


Step 1:start Step 2: Candidates are given entry to a big hall for process of joining. Step 3: Then they are given introduction of HR policies, transport .i.e their induction takes place. Step 4: After induction they fill online forms. Step 5: After completion of online forms executives call each candidate one by one for their joining the they verify originals of candidates if candidate has not bought it ,then he/she is sent back home and asked to come next day. Step 6: They also fill a file after their joining which consists of all the policies related to company. Step 7: They are introduced to their trainers and coordinators. Step 8: End

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FLOWCHART FOR CONVERGYS

START CANDIDATES ENTER AND FILL ATTENDENCE SHEET INDUCTION TAKES PLACE

FILLING OF ONLINE FORMS

EXECUTIVES CALL THEM FOR JOINING.

CANDIDATES ARE GIVEN A FILE

INTRODUCED TO TRAINERS AND COORDINATORS

END

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CHAPTER 6

RESERCH FINDINGS

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Some differences between on boarding activities of HCL and other companies


FIELDS OF DIFFERENCE TIME OF ENTRY TAG team
Different department Same department Same department On first day Not very much descriptive On first day Not very much descriptive No deadline 12:30pm

HCL

CONVERGYS

BEYOND GLOBAL
1:30pm

I-YOGI
No deadline Same departmen t On first day Not very much descriptiv e Not manual at all

GENPACT
2:30pm Same department On first day Not very much descriptive

Day of induction Level of description

On second day Highly descriptive

Manual interference in On-Boarding activities Cab facility

Little manual

Not manual at all

Not manual at all

Not manual at all

Only drop facility for first day

Only drop facility for first day

Both pick and drop from first day

Both pick and drop from first day No free meals

Both pick and drop from first day No free meals

Meal facility

Free meals for first day

No free meals

No free meals

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Analysis of data The data collected are analyzed in detail in the following paragraph: 1. How did you feel while entering the premises of HCL? Since on boarding activities are all about comfort of the employees. so it was very important to know that how did they feel while entering the premises of HCL. I included 60 candidates in my survey. so 45 of them said that they felt excellent while entering premises of HCL while rest of the people felt very good. 2. How do you rate the on-boarding activities of HCL? 60% of the candidates under survey rated it as excellent. 25% of the candidates under survey rated it as good. While 15% of the candidates under survey rated it as average. 3. What additional facilities were provided to you In your previous companies? in this question we wanted to know that what were the other facilities provided to candidates by their previous company, on analyzing it was found that HCL is one of the few companies that provide meal as free on first day of joining, but cab facility was provided to all of them. 4. Rate the on boarding activities of HCL in comparison to other companies. 70 % of the candidates considered on boarding activities of HCL as superior to other companies, but since some candidates considered it as a very lengthy procedure they considered as inferior to their previous company. 5. Provide the on boarding procedure for your previous company. In this question we asked candidate to describe their previous company on boarding activities, so that we can bring some positive changes in on boarding activities of HCL. 6. What improvements would you like to bring in on boarding activities of HCL?

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Candidates gave many suggestions they said that they should be introduces to EHS team first. Some said that it should not contain much file or paper work

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CHAPTER 7

CONCLUSIONS & RECOMMENDATIONS

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CONCLUSION
The conclusion arrived from this study is detailed below in brief:

DIFFERENCES IN ONBOARDING ACTIVITIES OF HCL AND OTHER IT ENABLED SERVICES COMPANIES


1. In HCL, process of on boarding activities is more manual in comparison to other companies. 2. In HCL, meals are provided to candidates on first day. While in many other companies there are no such facilities. 3. In most of the companies, joining team and recruiters team are a part of same department but in HCL both EHS (employee hr services) and TAG (talent acquisition group) are different departments. 4. HCL provides only drop facility by cab for very first day to all the employees but there are companies which provide both pick and drop facility for first day also. 5. On-boarding activities in HCL are very descriptive rather than other companies. 6. In HCL induction takes place on second day of joining but in most of the companys induction takes place on the very first day .i.e. on same day of joining. 7. HCL provides free guest house facility to all the candidates for one week so that they can arrange for their current address other companies do not have the same facility.

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Recommendations
POSITIVE POINTS OF EHS TEAM: 1. EHS team has a lot of patience, so each of the joinees can put his/her query without any hesitation. 2. On boarding activities of HCL are little manual but very descriptive. 3. The presentation played by EHS team for new joinees is very clear and it makes the process simpler. SUGGESTIONS: 1. Though on boarding activities procedure in HCL is very good.but still it needs some further positive changes. 2. There should be a deadline for candidates to enter for his/her on boarding activities. 3. TAG (talent acquisition group)recruiters should submit back papers of candidates one day before. 4. Infrastructure should be developed so that whole procedure may become easier for the new joinees as well as EHS team.

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REFERENCES

Newspaper, Hindustan Times Www. Google.com Policy manual of HCL HR Cite.com

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ANNEXURE 1
ON BOARDING ACTIVITIES FEEDBACK QUESTIONNAIRE Name: _____________________ Employee code: _____________ Total Experience: _____Yrs _____Months Company 1:_______________________________________ Company 2:_______________________________________ 1. How did you feel while entering the premises of HCL? [ ] Excellent [ ] Very Good [ ] Good [ ] Average

2. Please rate the on-boarding activities of the HCL? [ ] Excellent companies? Cab facility Free meals Guest House Any other ___________________________________________________________ _ 3. Rate the on-boarding activities of HCL with previous BPO companies? [ ] Excellent [ ] Very Good [ ] Good [ ] Average [ ] Yes [ ] Yes [ ] Yes [ ] No [ ] No [ ] No [ ] Very Good [ ] Good [ ] Average

3. What additional facilities were provided to you by your previous

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4. Please provide the on-boarding activity procedure of previous company? ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ________________________________________________ 5. If asked what improvements would you like to bring in on-boarding activities of HCL. ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ________________________________________________ Signatures: Date:

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