SUMMER TRAINNING STANDARD OPERATING PROCEDURES (SOPs)

DEVELOPED BY JK EDUCATION FOUNDATION GURGAON,HARYANA

SUMMER TRAINING STANDARD OPERATING PROCEDURES (SOPS) Every student needs to understand that the purpose of summer Training is to avai l an opportunity to practice various management principles in corporate world. I t exposes every student to the functioning of different groups/ sub- groups of a company .In view of preparing him/her adequately, it is imperative that certain guidelines are drawn for students. These guidelines are required to be read in relation to the Flow Chart, which is attached as Appendix A (as an exception, and for easy reference placed as next page). The said guidelines, if followed in tru e spirit, would yield maximum benefits to students. Objective of SOP To lay down guidelines for summer Training with particular reference to evolving a common format, layout and methodology for writing project Report. Board Parameters Some of the important aspects are as under:a. Every student, on completion of second semester has to undergo Summer Tr aining in an approved company /Organization for 8-10 weeks. b. Student should remain in constant touch with Programme coordinator/ Inte rnal Guide. c. It is an inescapable necessity that every student hands over details of the company where he/she will be undergoing the training .The form for the same is attached in duplicate for handing over to the Programme coordinator minimum o ne week before commencement of the training. d. Every student will hand over/ dispatch by registered post / email a syno psis of Summer Training Report to the Internal Guide.

Appendix A FLOW CHART

1.

Collect SOP on Summer Training from Programme office.

2. Student to give in duplicate full details of the company, i.e. address, telephone numbers etc to Programme Coordinator (Appendix B) 3. 4. 5. 6. de Choose an Internal Guide Report to the company Familiarization with the company Give details of External Guide to Programme Coordinator and Internal Gui

7. Choose your project with the help of External Guide and get it vetted By Internal Guide. 8. Forward Synopsis to Programme Coordinator within 20 days of reporting to the company 9. 10. 11. 12. 13. 14. 15. . 16. Conduct research/collect information related to the project Visit by the internal Guide/faculty to the company, as feasible Start writing draft On return from training discuss draft with Internal Guide Finalize report as per instructions contained in the SOP Submit Project Report to Examinations department by specified date Train students on SPSS after they are back from SIP (five days training) Make presentation of report

Note: the first three steps, i.e., 1 to 3 must be completed before students leav e the institute for Summer Training The content of the said synopsis is placed at Appendix C. It contains only the b road headings. Student is at liberty to add additional information, e.g., Quest ionnaire etc as part of the synopsis. e) Each student will be required to submit two hard bound copies of the Project Report to Examinations department within seven days of completion of the Summe r Training, or the date specified by the department. No report will be accepted after the due date. The report per se and presentation to the evaluation committ ee will be evaluated. Guidelines for writing the report are set out in next subchapter. f) It is quite possible that Summer Training period may be extended by the conce rned company beyond the initially decided duration. In such an eventuality, stud ent will immediately inform the Programme Coordinator. He/she in turn will give explicit instructions to the said student. It is necessary that utmost attention is paid by every student to conduct himsel f / herself with desired decorum, ensure excellent personal discipline extend be

fitting courtesy and be absolutely honest during the training period. He/she mus t act as a brand ambassador of our elite institute. There is also a need that after completing the training every student must produ ce a well structured written report. There are certain norms and ethics which ev ery student ought to follow in to. Report Writing and Ethics To appreciate the manifestations of being ethical, a student must know the diffe rence between ethical and unethical practices in report writing. A few concepts are being discussed below. (The definitions are reproduced from the Handbook of Technical Writing by Brusaw et aI., St. Martfu. s Press, 1993.) Plagiarism "To use someone else s exact words without quotation marks and appropriate credi t, or to use the unique ideas of someone else without acknowledgment, is known a s plagiarism. In publishing, plagiarism is illegal; in other circumstances, it i s, at the least, unethical. You may quote or paraphrase the words or ideas of an other if you document your source. Although you need not enclose the paraphrased material in quotation marks, you must document the source. Paraphrased ideas ar e taken from someone else whether or not the words are Identical. Paraphrasing a passage without citing the source is permissible only when the Information par aphrased is common knowledge in a field (Common knowledge refers to historical, scientific, geographical, technical, and other type of information on a topic re adily available in handbooks, manuals, atlases, and other references)" Paraphrasing "When you paraphrase a written passage, you rewrite it to state the essential id eas in your own words. Because you do not quote your source word for word when p araphrasing, it is unnecessary to enclose the paraphrased material in quotation marks. However, the paraphrased material must be properly referenced because the ideas are taken from someone else whether or not the words are identical. Gener ally, the majority of the notes you take during the research phase of writing yo ur report will paraphrase the original material. Paraphrase only the essential i deas. Strive to put original ideas into your own words without distorting them." Quotations "When you have borrowed words, facts, or idea of any kind from someone else s wo rk, acknowledge your debt by giving your source credit in footnote. Otherwise yo u will be guilty of plagiarism, also, be sure you have represented the original material honestly and accurately. Direct word to word quotations are enclosed in quotation marks." Clearly, taking sentences/ paragraphs from sources such as jo urnals, articles, books, reports, proceedings, theses, reports, and inten1et, mi xing them to camouflage the source, changing some of the words, or rearranging t he sentences is plagiarism. Picking sentences from various sources to form parag raphs is also plagiarism. Similarly, if there is a thesis/report already submitt ed and is closely aligned with student s work, copying sections such as literatu re survey, methodology, theory etc, with or without changes is also plagiarism. Student must carry out own literature survey, write own interpretation of theory or methodology after reading the relevant material, or quote from earlier repor ts or the relevant material using quotation marks. If one does not have access t o an article (appeared in a language other than English, or in an inaccessible o r unavailable journal), but knows about its contents through its review or refer ences to its contents in another article, one can refer to this material but mus t refer to both the articles. Taking experimental data and pictures from others work or from the internet wit hout citing the authors or the website is a far more serious issue. Graphs and s

chematics, already published in a work, can be reproduced after taking written p ermission from the copyright holder. Student can alternatively re-plot the same data and prominently cite the authors in the figure/ table captions as well as i n the text; under no circumstances should the student leave a reader with the co nfusion that this could be student s data. The written permission from the autho r(s), although not necessary, is still a desirable option. It also helps to esta blish contacts. When students use programs written by others with or without mod ifications, the report must clearly bring this out with proper references, and m ust also reflect the extent of modification introduced by him/her, if any. Only a program, which student writes from scratch, does not require source to be iden tified. Identification of source in all other cases is must. Inclusion of a comp utational flow chart in the report is highly recommended. However, the material presented in the report must be self-explanatory. A reader must be able to repro duce student s experimental, theoretical, computational, and simulations results based on the information presented in the report. Formatting and Layout General Guidelines Some of the guidelines which are applicable across the board are as under:a. While writing the Report, each course will have the following color code for the Title Cover :PGDM (JKBS) RED PGDM (JKPS- IMT) GREEN b. Under no circumstance Report will be accepted after 30 days of complet ion of the training. Defaulters presentation will not be scheduled, and accordi ngly not evaluated. However should the concerned company fail to provide the Bo nafide Certificate , which is required to be attached with the report, the stude nt will be permitted to submit his/her report without the ibid certificate. It w ill thereafter be responsibility of Programme Director/Internal Guide to expedit e receipt of the said certificate. c. Even if project is undertaken by a group of students, an individual repo rt will be required to be written by each student of that group. However, the pr esentation can be made by the group as a team. Undeniably, writing individual re port will help a student to understand nuances of Report Writing . Arrangement of Contents a) b) c) d) e) f) g) h) i) j) k) l) Cover Page / Title Page Bonafide Certificate Acknowledgement Abstract(Executive summary) Table of Contents List of Tables List of Figures List of Symbols, Abbreviations and Nomenclature Chapters Appendices Bibliography References

Cover Page / Title Page See Appendix C. This particular page will bear the following information:a) b) c) d) e) Logo/signage of the Institute Title of the Project. Name of the student with enrollment number. Name, designation and organization of the External Guide and Internal Guide. The qualification in pursuance of which the report has been prepared

f) Month and year of submission. g) Name of Institute and the address. Acknowledgement It is not a mandatory document. However, it is advisable to endorse acknowledgem ent, with a view to placing on record his/her sincere thanks for guiding/assisti ng/advising during the training period. If it is a group task, then each student of that particular group can thank other group members. The language must be si mple and must sound genuine. A sample is placed at Appendix D. Bonafide Certificate This is a certificate by the External Guide, certifying genuineness and bonafide s of the research effort by the student. The Bonafide Certificate will be in dou ble line spacing using Font Style Times Roman and Font Size 12. The certificate shall carry the External Guide s signature and will be followed by his/her name, academic designation (not any other responsibilities of administrative nature), department and full address of the institution where he/she had guided the stud ent. The term External Guide must be typed in between the name and academic de signation. See Appendix E. Abstract It is also known as Executive Summary. However, herein after Abstract will be used by all students for the purpose of commonality. It should be one page extra ct of the Project Report, using single spacing, with Font Style Times New Roman and Font Size 12. The abstract will not contain any footnotes. Table of Contents The table of contents will list all material following it as well as any materia l, which precedes it. The title page and Bonafide Certificate, Acknowledgement a nd Abstract will not find a place among the items listed in the Table of Content s. The page numbers of these will be in lower case Roman figures. A specimen cop y of the Table of Contents of the project report is given in Appendix F. List of Tables A table is a tabulated numerical data in the body. Specimen is attached as Appen dix G. The list will use exactly the same captions as they appear above the tabl es in the text. One and a half spacing should be used for typing the matter unde r this heading. List of Figures The list will use exactly the same captions as they appear below the figures in the text. The layout will be as per List of Tables . One and a half spacing sho uld be used for typing the matter under this heading. List of Symbols, Abbreviat ions and Nomenclature. It will be ensured that only standard symbols, abbreviations etc. are used. The layout will be as per List of Tables . One and a half spacing should be used fo r typing the matter under this heading. Chapters The main text will be divided into several chapters and, if need be, each chapte r may be further divided into different sub-chapters. In the chapters the follow ing aspects will be ensured:a) Each chapter should be given a befitting title.

b) Tables and figures in a chapter should be placed in immediate vicinity of the reference where they are quoted. c) A student must know as to what does a footnote demand? It includes every foot note, even if the opinion or interpretation is one which student has independent ly come upon in own thinking. In cases where a group of facts or opinions are tr eated together, one paragraph will serve for all material. Where more than one s ource is involved for a single item in the text, one note will serve to acknowle dge several sources. The general principles to be followed are as under:I. The author s name appears in direct form with surname first, as in bibliograp hy. II. The title of a book or a periodical is underlined. This corresponds to itali cs in print. Even a relatively short piece of writing which has an independent p ublication is considered a book. III. When an item is first mentioned in a footnote, full bibliographical informa tion is given. Students must remember that every source cited in footnotes must appear in final Bibliography. However, function of bibliography must be clearly distinguished from footnotes. The latter are used to cite authority for specific statements. They designate the exact place where authoritative utterance is loc ated.

Appendices These are provided to give supplementary information, which is in addition to th e information contained in the main text. Appendices are to be marked as Appendi x A/Appendix B. If there is supplementary information to the Appendix, that is a ttached as Annexure to that particular Appendix. These are to be numbered as Ann exure l/Annexure 2 and so on. Appendices, tables and references, appearing in ap pendices, will be numbered and referred at appropriate places just as in the cas e of chapters. Appendices are required to bear the title of the work reported an d the same title shall be made in the contents page also. Bibliography a) The function of bibliography must be distinguished from that of footnote s. A bibliography gives its description once for all, whereas a footnote support s a specific statement by a particular citation. These functions do not fully ov erlap. Therefore, report should always include a formal bibliography, and strict ly bibliographical matter. b) A bibliography is complementary to footnotes as well as to the report as a whole. If the reader wants to look up a reference that he/she finds in footno te, he/she can turn to the bibliography to find the full description of the work . c) A bibliography is endorsed as per the following details:i. Book: Dass, Ram Nath, ( Our Next Computer: A Dream Come True , New Delhi: Lancers Publications, 2004. ii. Periodical: Mortan, Ray, (Genesis of Technology , American Magazine, XX1, (May, 2001). iii. Document: Streak, Henary (editor), Documents of American Computer History, Second edition, Vol II,Washington DC, 2000. References This particular list includes the cited works in the project report. It relates to specific pages or article in a book. An example is given below:-

[1] Ahmed, Guzel, Journal of Technology Works, Vol 5, Pages 200-205, Cairo, 2002 Formatting a Report The succeeding paragraphs contain broad guidelines for formatting a report. Top and bottom margins for a page should be one inch. Right and left margins for a p age should be 1.25 inch. Double-space reports, unless specified explicitly. Headings Headings are the titles and subtitles within the actual text. Headings are like the parts of an outline that have been pasted into the actual pages of a report or other document. They are an important feature of writing: they alert readers to upcoming topics and sub-topics, help readers find their way around in long re ports and skip what they are not interested in, and break up long stretches of s traight text. Headings are also useful for author. They keep him/her organized and focused on the topic. When student begins using headings, the impulse may be to haphazardly add headings after he/she has written the rough draft. Instead, visualize the h eadings before starting the rough draft, and insert them in as one writes. Any standard office documentation software will provide default heading styles. Using title default headings makes it easier and enables to automatically genera te a table of contents for a report. Or, student can generate own style. Refer t o the pre-set menus on typefaces and the section on formatting features in docum entation software. Headings should, not be underlined. Use bold face. Hyphens When two or more words form a single unit of meaning to modify another word, stu dent should use hyphens to connect the words. For instance, vis-a.vis; face-to-f ace communication; state-of-the-art technology; sales person; and customer relat ionship; etc. Quotation Marks and Punctuation When using quotation marks, punctuation should go inside the quotes. Student wil l use double quote marks in all cases, except when he/she has a quotation within a quotation, in which case use a single quote mark. The possessive is used to i ndicate ownership, e.g., the company s profits. A common error occurs with dates . The following example is incorrect: "In the late 1970 s and mid-1980 s, with t he goal of reducing quality costs, General Electric started implementing Six Sig ma. Spacing Student should allow a single space following a punctuation mark, such as a peri od, comma, and colon, etc. Using two spaces is a hold-over from the days of usin g typewriters for reports.

That/Which/Who Usage A common mistake in writing is confusing that and which. That is restrictive and which is non-restrictive. Some authorities believe that it does not make any di fference. And, others subscribe to the belief that there is need to distinguish the two for precise grammar. Student must be more thoughtful while using these t wo words. Typefaces

The recommended typeface for the text of a report is l2-pt. Times Roman Normal. First-level heading: 14- Point Times Roman Normal, Bold Second-level heading: 12- Point Roman Arial font, Bold Using Numbers Current usage is that you spell out numbers that can be expressed in one or two words. The exceptions are when you are dealing with technical quantities or amou nts, percentages, street addresses, etc. Contents of Chapters Introduction This will include background and conceptual framework. There will be requirement to introduce project/problem in this chapter. The objectives, issues, problem d efinition in generic terms, and limitations are to be highlighted here. The rati onal for topic selection and broad layout of the chapters be included in this ch apter. Information on Organization This chapter will contain information about the organization in which you are un dergoing Summer Training. It will include aspects related to company s history f rom the time of its inception till date with important professional events, orga nization structure, departments and their functions and existing chain of comman d, technological development, production status, operations process, state of cl ients and financial perfoffi1ance etc. Identification of Problem In this chapter based on the background, conceptual framework and review of lite rature, student should be able to define the problem which he/she has been entru sted to analyze in totality. He/she must develop hypothesis, if any. Literature Review In this chapter student will be required to highlight the existing project repor ts, thesis, books, articles, material from web sited that he/she has gone throug h and what has been sifted out for the purpose of analysis of own project. Stude nt should be able to explain the analysis of the data that has been gathered and processed through the research tools. Research Objectives Identify specific objectives of your report that your intend to achieve through this report. Research Design/Methodology/Plan The methods or procedures section is really the core of any of the research stud y/project. The activities should be described with as much detail as possible, a nd the linkages between them should be obvious. In this chapter student will ind icate the methodological steps that have been taken to answer every question or to test every question or hypothesis in the project. There is a need to make a c lear and careful distinction between the dependent and independent variables and be certain they are clear to the reader. One has to be consistent in the use of terms. Research is plagued by the presence of confounding variables (the noise that covers up the information you would like to have). Such variables should be minimized by various kinds of controls or be estimated and taken into account b y randomization processes.

In the design section, it is imperative to indicate variables student proposes t o control and how he/she propose to control them, experimentally or statisticall y and variables proposed to be randomized, and the nature of the randomizing uni t. Student should mention the possible sources of error to which the design exposes . It will not produce a perfect, error free design (no one can). .However, one s hould anticipate possible sources of error and attempt to overcome them or take them into account in the analysis. Moreover, he/she should disclose to the reade r the sources identified and what efforts have been made to account for them. If the primary data has been gathered using a Questionnaire, the relationship of individual questions, group or set of questions, and trigger questions and othe r related aspects should be elaborated with the relevant hypothesis. Some research projects could involve sampling. Student should be aware that the key reason for concern with sampling is that of validation - the extent to which the interpretations of the results of the study follow from the study itself an d the extent to which results may be generalized to other situations with other people. Sampling is critical to external validity too. External validity is the degree t o which the findings of a study can be generalized to people or situations other than those observed in the study. To generalize validity the findings from a sa mple to some defined population requires that the sample has been drawn from tha t population according to one of several probability sampling plans. In experimentation, two distinct steps are involved: (a) Random selection, wherein, participants to be included in the sample hav e been chosen at random from the same population. Student will be required to de fine the population and indicate the sampling plan in detail. (b) Another aspect of sampling that he/she should be aware of while designin g sampling procedure is to check on the extent to which the outcomes of a study result from the variables that were manipulated, measured, or selected rather th an from other variables not systematically treated. Without internal validation, the sampling design may be flawed. Student survey ntative hich we must question him/herself on the representativeness of the sample of the population (the group from which the sample is selected) and how represe is the survey population of the target population (the larger group to w wish to generalize). Perhaps the key word in sampling is representative.

If student has drawn a sample out of convenience (a non-probability sample), rat ionale and limitations must be clearly provided. If available, outline the chara cteristics of the sample (by gender, race, ethnicity, socioeconomic status, or o ther relevant group membership). Interpretation of Results This chapter deals with interpretation results as obtained in the Analysis. Here student should make comparisons of results with original set assumptions, const ructs and hypothesis, if any. Conclusion and Recommendations The conclusions of the study are to be enlisted here. This will require elaborat ion of major deductions/findings followed by recommendations/ suggestions. These recommendations must focus on long term outlook. These must be workable and not stated for the sake of stating. Conclusion must m atch with research objectives. Also, recommendations should relate to the area r esearched.

SELF QUESTIONS FOR JUDGING THE QUALITY OF THE REPORT 1. Does my report have specified purpose/ objectives? 2. Is my report really a discussion of the subject and not a mere collectio n of quotations and summaries? 3. What is my contribution to the discussion of the subject of the report? Have I offered evidence and arguments for my points of view? How my points of vi ew differ from points of views held by others? 4. Is my work original or have I plagiarized? 5. Is my report well organized and proportionate? Are my transitions clear? Have I removed every irrelevant material? 6. Is my style clear? Is my grammar correct? Have I used any unauthorized a bbreviations? Is my language correct? 7. Am I sure that footnotes & references are accurate? 8. Have I followed the given format/layout? Have I used the correct font th roughout my report? Is my page numbering correct? 9. Have I attached the required documents? Have I signed and obtained signa ture of my External Guide? 10. Am I satisfied with my report? 11. Are my conclusions meeting my research objectives?

Appendix-B

SUMMER TRAINING DETAIL (To be submitted to Programme Coordinator in duplicate)

1. Name of Student . 2. Enrollment Number.. 3. Name of Organization for Summer Training .........

4. Address of the Organization

5. Telephone Numbers .

I undertake that I will not change the above organization without permission of the Programme Coordinator.

Signature of Student Date Appendix-B SUMMER TRAINING DETAIL (To be submitted to Programme Coordinator in duplicate) 1. 2. 3. 4. 5.

Name of Student . Enrollment Number.. Name of Organization for Summer Training ......... Address of the Organization Telephone Numbers .

I undertake that I will not change the above organization without permission of the Programme Coordinator.

Signature of Student Date

Appendix-C SYNOPSIS OF SUMMER TRAINING 1. Name of Student:----------------------------------------------------------------------------------------2. Enrollment No: ------------------------------------------------------------------------------------------3. Topic of Project:------------------------------------------------------------------------------------------4. Research Objectives: -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

5. Data Collection Method: -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------(Attach Questionnaire, if required) 6. Sampling Method and Sample Size .----------------------------------------------------------------7. Data analysis Method: ---------------------------------------------------------------------------------8. Expected Benefits of Project : ---------------------------.-------------------------------------------Signature of Student ide Date: Name: Date: Signature of External Gu

Appendix -D ECONOMIC ANALYSIS OF RAMGARH HYDRO PROJECT Submitted by Narendra Singh Ahlawat Enrollment No 123456

External Guide Shri RKSingh Yadav -Chief Project Officer Renewable Energy Development Agency Ponta Dehradun

Internal Guide Prof ABC ------Senior Lecturer JKPS/JKBS Gurgaon

(Logo of Institute)

An Internship report submitted in partial fulfillment of requirements for Post Graduate Diploma in Management

July 2011

JK Business School /JK Padampat Singhania Institute of Management & Technology, Gurgaon Appendix -E

This is to acknowledge with sincere thanks for the assistance, guidance and supp ort that I have received during the Summer Training. I place on record my deep s ense of gratitude to the management of----------------------------- (Name of the organization) for giving me an opportunity to pursue my summer training. My ver y special thanks to Mr------------------------(External Guide) for his constant advice and support. I must also thank Mr----- and Ms -----------------( Names of executives of the o rganization who were of major help for their valuable support). I wish to make a special mention of Dr -------------( Name of the Internal Guide ) for his deep involvement and continuous guidance. He has been of immense assis tance. I extend my deep appreciation to Mr------ (librarian) and her able staff. Finall y, my thanks to Mr/Ms. ----------( Typist s name) for typing out the report)

Sd . Name of Student Address

Appendix -F

ACKNOWLEDGEMENT

BONAFIDE CERTIFICATE

This is to certify that Mr/Ms....., a student of JKBS /JKPS-IMT Gurgaon, pursuing successfully completed Summer Training at(Name of the urriculum, the project report entitled, Economic.., submitted by the st authentic record of his/her original work, which he/she has carried out under my supervision and guidance. I wish him/her all the best.

Date Sd . Dr. RAGHUVIR SINGH Director JKPS-IMT Gurgaon

Appendix -G TABLE OF CONTENTS Chapter 1: Introduction 1.1 Background 1 1.2 Overview: Conceptual Framework 2 1.3 Purpose of Study 3 Chapter 2: Organization 2.1 History 4 2.2 Organization Structure 6 2.3Departments: Structure and Functions 8 2.4 Technological Development 11 2.5 Production/Operations process 13 2,6 Financial Performance Analysis 16 2.7Producet Value Chain

18 Chapter 3: Identification of Problem 3.1Problem Statement 20 3.2 Hypothesis, if any 21 Chapter 4: Literature Review 22 Chapter 5: Research Design / Methodology / Plan 5.1 Data Collection Design 24 5.2 Sample Design 26 5.3 Survey Questionnaire 29 Chapter 6: Analysis and Findings 31 Chapter 7: Interpretation of Results 39 Chapter 8: Conclusion and Recommendations Appendices 45 Bibliography 50 References 53

42

Appendix -H LIST OF TABLES Table No Page No 1 11 2 17 3 42 Consumption Pattern Tariff Pattern Title Availability of Resources