ASSIGNMENT # 02 (HUMAIN RESOURCE MANAGEMENT 527)

TOPIC

EMPLOYEE RECRUITMENT AND SELECTION PROCESS IN SHAPES HEALTH STUDIO

SUBMITTED TOSIR SHAHID AZIZ ZIA

SUBMITTED BYAMMARA LATIF ROLL #AH523950 MBA( HRM)

(ALLAMA IQBAL OPEN UNIVERSITY)

ACKNOWLEDGEMENT
All the praises to almighty Allah whose uniqueness, oneness and wholesomeness is unchallengeable and who give me the ability and strength to complete this research work. All respects are for his last prophet Muhammad (Peace Be upon Him) who enable me to recognize the oneness of Allah and guided me in every sphere of life. I have the regard to express my deep and heart felt gratitude, which I know I shall never be able to repay in this life to Miss Humaira Adil, HR Manger in Shapes Health Studio who extended every possible help, provided valuable guidance, corrected the mistake as many times as needed without which it would not have been possible to complete this research .I always pray for his health and happy life. I also thank full to Sir Shahid Aziz Zia for his guidance. My deepest gratitude goes to my parents whose encouragement made this task easier. It is only due to their prayers sympathy, love, and attention. I have completed my research successfully. Special thanks are reserved for my loving and caring friends, brothers and sister for their loving feelings and support.

A.L

ABSTRACT
Successful managers have learned that an ounce of prevention is better than a pound of cure when it comes to dealing with employee problems. The risk of hiring a bad employee can be minimized with a sound recruitment and selection process. Recruiting and selecting the right employee for a position is important for the long-term benefit of every organization. Data for the report is collected from shapes websites and human resources department .The conclusion and recommendation at the end of the report are based on my investigation and experience as employ of shapes. I met with HR manager of shapes in order to discuss the employee recruitment and selection process adopted by the organization .The main issue of the employees was employment policy for senior most or old employees. According to my point of view employees were terminated unfairly and some time forced them to resign. if company provided them more time to serve then they could provide more benefits to the company with their high experience . Finally, if the recommendations are accepted by shapes health studio than the organization working environment can be made more productive.

TABLE OF CONTANT
PARTICULRS Definition of Recruitment and selection process. Macro Human Resources Management Strategy Defining Job Openings and Available Positions Evaluation Period Induction Process The Importance of the Recruitment & Selection Process Criteria of selection and recruitment Critical steps in Recruitment and Selection Process Shapes introduction Department for career opportunities Career in brand Career in human resources Career in finance Career in it Recruitment process in shapes Fresh graduates as knowledge worker Recruitment channel process HR policies Employees brief hand book Employee at shapes health studio SWOT Analysis Conclusion Recommendations Reference PAGE 1 2 3 4 5 5 6 7 8 9 10 10 11 11 12 12 13 13 14 16 16 17 18 19 20

Definition of Recruitment and selection process.

Recruitment and selection refers to the chain and sequence of activities pertaining to recruitment and selection of employable candidates and job seekers for an organization. Every enterprise, business, start-up and entrepreneurial firm has some well-defined employment and recruitment policies and hiring procedures. The human resources department of large organizations, businesses, government offices and multilateral organizations are generally vested with the responsibilities of employee recruitment and selection.

Macro Human Resources Management Strategy

The HR department charts out the macro or long-term human resources development strategy of an organization. Keys to this strategy are the processes and initiatives related to recruitment and selection of new employees; these are carefully intertwined with the long-term corporate objectives and goals of the organization. Top management also gives valuable input and makes suggestions about expectations for the skills and qualities new employees need to have. Defining Job Openings and Available Positions The first process of any recruitment and selection program is defining the needs and requirements for new workers and professionals for outlined job positions and openings. Carefully devised and developed roles, responsibilities, skill sets and qualifications are defined and the job postings placed in recruitment ads in various media. Large workforce organizations also work with staffing agencies, HR contractors and online job portals to outsource certain employee requirements.

Evaluation Period

A rigorous process of evaluation follows the recruitment and placement phase. Curriculum vitas (CVs) and resumes of various candidates applying for the jobs are screened, classified and filtered. Interviews are scheduled with the earmarked candidates. As per specific organizational policies, written tests may be conducted. Face-to-face interviews are conducted and job seekers and candidates evaluated on various parameters and organizational metrics. Selection Process Reference checks and detailed background checks are carried out to verify facts and matters presented in resumes and CVs. Follow-ups are done with certain selected candidates to firm up the hiring process. A thorough evaluation of the defined skill sets and qualifications of shortlisted candidates, their written materials and work samples is done again in a transparent and objective manner. Additional interviews or final interviews are conducted during this last stage of recruitment and the hiring decision is finalized. Induction Process Once the chosen candidates have been informed of their selection for the job postings, they are granted offer letters and apprised briefly about their roles and responsibilities. During this process, the chosen candidates are encouraged to ask questions about organization philosophies, work culture and employee practices. They are the informed about start dates, induction programs, compensation packages and other details about their jobs.

The Importance of the Recruitment & Selection Process

Recruitment and selection are the most critical and significant human resources functions. Unless the organization has the best available employees, it will not be able to grow and flourish in the market. The drive and motivational levels of the employees need to be high to enable the company to attain its goals. All the steps of the recruitment and selection processes are equally important in attracting and retaining the right talent. A major part of management's job is establishing the requirements of each position within the organization. Managers then need to match the positions with employees possessing the right skills and aptitude for the job.

Critical steps in Recruitment and Selection Process

The Recruitment and Selection Process has several critical points. The Recruitment and Selection Process is very sensible to the changes in the internal organization of the company and to the changes on the external job market. The whole Recruitment and Selection Process must meet several criteria: The process must be easy to understand for the target audience of the Recruitment and Selection Process. The process is not created for employees of HRM; the process is developed mainly for the managers in the organization. The managers are the most important clients of the Recruitment and Selection Process, HRM has to follow the standard defined in the Recruitment and Selection Process. HRM cannot afford to draw the nice process maps and document flows in the organization and not to follow them. When HRM does not follow the rules defined, then HRM cannot expect the managers to define such a process. HRM must be able to get a buy-in from the managers in the organization to use standards defined and to keep the process consistent. For example the graph illustrates one of the most common mistakes in the Recruitment and Selection Process. The HRM starts to fill the vacancy without a clear agreement about the profile and job content of the vacancy to be filled. This mistake takes a long time to correct and the whole cycle time of the recruitment gets too long and produces confusion among all the participants in the process.

Introduction of shapes health studio

SHAPES (Pvt.) Ltd. is the parent company of Shapes Health Studio, a chain of Health & Fitness clubs and Fit Links (Pvt.) Ltd., a growing network of exercise equipment retail outlets. Both subsidiary concerns are working under a common brand aggressively cultivating the health and fitness industry Pakistan. Incorporated in 1995, the very beginnings of the company were as simple as a small gym situated in Lahore city catering to the basic bodybuilding needs of the masses equipped with locally manufactured weight-training equipment. Today, owing to constant research & development, exorbitant re-investment rate, and a dedicated management team the company boasts a chain of state of the art health & fitness clubs spread across the nation with an employee base of nearly 400 strategically and aggressively expanding into various markets. Having presence in all major cities of Pakistan including Lahore, Karachi, Islamabad, and Gujranwala the company prides itself with delivering sound, effective, and safe exercise programs integrated into a holistic, well-rounded fitness and health approach. Striving towards inculcating a healthy lifestyle amongst our clients, we work on the Entertain the mind to exercise the body

concept, which is why we incorporate a wide number of activities under one roof to encompass varying interests including: Executive Gym Ladies Gym Gents Gym Squash Courts Swimming Pool Aerobics Studio Nutritionist Sports Injury & Rehabilitation Clinic Jogging Track

Departments for Career Opportunities

Career in New Brands & Development Career in Human Resources Career in Finance Career in Information Technology Career in Sales & Marketing

Career in Brands
Brand Building careers are for marketing professionals & Instructors who would like to take innovative leads and gain their share of the customers wallet in the local market place. For New Brands and Development functions, one needs to have: A real interest in customers as well as intuitive understanding of their behavior, and what works in specific markets. Very strong interpersonal skills and the ability to lead cross functional team. Strong analytical ability. For those interested in Development, technical skills in areas of work (packages development and process development).

Career in Human Resources

Shapes people are our most important asset. In Human Resources (HR), youll support and develop those people, enabling them to deliver outstanding business performance. To do this One need: A real interest in how people drive the business. Strong interpersonal and leadership skills. The strength and integrity to take tough decisions when necessary. Strong understanding of the overall business. An interest in coaching and developing people.

Career in Finance
Finance in Shapes Ltd. is about being Partners in Value Creation about seizing opportunities to create value and working with our business teams to set and deliver aggressive targets. For Financial management One need: Sound business awareness the drive to ensure we get value for money, hit our financial targets and increase our profitability; a talent for seeing both detail and the bigger picture. A pro-active approach to improving the business and the communication skills to win support for your ideas. The personal commitment to obtain a professional accounting qualification, if required, alongside your initial development programmed.

Career in IT
A career in IT at Shapes gives you the opportunity to improve the way we do business. For information technology you need The tenacity to use technology to create business change. Excellent communication, interpersonal and influencing skills. A highly logical approach to problem solving. The ability to understand technology and discuss IT with non-technical colleagues.

Employees at Shapes
99.5% of Shapes employees are locals and we have equal number of working in other Shapes branches. Shapes want to attract the best graduates to join in their leadership actions Shapes Offers Competitive Salary Pension Healthcare Performance Related Bonus Share Scheme 15 days Annual Leave Flexible Working Discount Staff Shop Free Gym access

Shapes HR?
Shapes HR core mission is to ensure the right people, in the right place at the right time Depending on skill sets and experiences, Shapes develops careers across two main paths: As HR supporting a local Business unit or group in core areas of talent management, leadership development, organizational design and change management. As Managers within the HR expertise teams (talent, learning and reward) defining global HR policies and processes. Recruitment Process

Recruiting is the process of finding & attracting capable applicants for employment. The process begins when new recruits are required & ends when their applications are submitted. The result is a pool of applicants from which new employees are selected.

Shapes Wanted?
Fresh graduates as knowledge worker Specialist experienced people for special purpose People for Skilled and labor based events

Fresh Graduates As Knowledge Worker

Personnel planning and vacancy announcement Nature of Application form Recruiters qualification Channels of recruitment Recruitment- Constraints and challenges

Recruitment Channel
Internal recruitment channel External recruitment channel Walks-ins and write-ins Employee referrals Advertising Professional search firms Educational institutions

Process :
Every department attains employees strength according to their demands Either replacement or New hiring, took place

Every department head or Manager report their requisition regarding vacant post to the HR department. a) HR from initial workings by following steps: by CV bank short list the candidates by Employee referrals conduct interviews & tests by walk in & write in Interviews by advertising in eminent Newspaper professional search firms

b) Short list the candidates for stage one interview and entry test c) Selected candidates screen out for 2nd or final interview with the department Manager. d) Selected candidate either join on immediate basis or as per the given time and date. e) After induction of new employee he / she go through 3 or 6 months probation with on job training, orientation of the Shapes. f) Selected candidate under probation monitored by three entities Head of Department, Manager, and HR. Completing probation period inductee can attain benefits of employees including leaves, bonus, etc.

Pre-Employment Enquires
Shapes believes in fair pre-employment enquires and respects its responsibility towards Legal preemployment enquires. Pre-employment enquires conducted at shapes includes 1. Gender, marital status or family status 2. Age and date of birth 3. Physical or mental disability 4. Educational institutions

5. Citizenship 6. Previous Criminal Record 7. Relatives 8. Residence

HR Policies Employees brief hand book

1. DOCUMENTATION: It is compulsory for every employee to provide proper Documentation to HR department if any changes in the profile of employee occur, like education, martial status, residential address, contact numbers etc. 2. DRESS CODE: Dress according to your designation policy. 3. BIOMETRIC ATTENDANCE: All the employees of the company are required to mark their IN and OUT times according to their shifts at the biometric machines placed at all the branches across the country. It is the basic requirement of the process of salary generation and any intended or unintended non compliance on the part of employees will result in pay deductions. Everyone needs to be vigilant about their names and status of attendance while marking their attendance like upon timing IN and timing OUT the system will show check in and check out message respectively with respective name of the employee. In case of any difficulty or problem, the Front Desk and HR Department should be contacted immediately so that necessary action is taken to resolve the problem. Strict compliance to these directives are expected from all the employees as any undue delay with regard to keeping the system updated may cause unnecessary fines.

4. LATE ARRIVALS: Late arrival is not tolerable in any case however the fine amount depends on the delay time respective to the starting time. The fine amount shall be calculated as: Late by 01 - 15 minutes *, 10% of one days salary deduction Late by 16 45 minutes, 20% of one days salary deduction Late by 46 75 minutes, 30% of one days salary deduction Late by 76 180 minutes, 50% of one days salary deduction Late by 181 minutes & above, of one days salary deduction EARLY DEPARTURES: In case of early departure from duty, the employee shall be fined in accordance to the slabs given bellow: Leaves early by 01 - 15 minutes *, 10% of one days salary deduction Leaves early by 16 45 minutes, 20% of one days salary deduction Leaves early by 46 75 minutes, 30% of one days salary deduction Leaves early by 76 180 minutes, 50% of one days salary deduction Leaves early by 181 - 250 minutes of one days salary deduction

5. GATE PASS: This is necessary for all employees to get approval on Gate Pass to go out of the SHAPES premises within duty hours for official purpose. If any employee wants to go outside the premises of shapes for any personal reason/work, he/she has to get approval on either Short Leave or Half Day Leave. It is necessary for every one that they must time out while going outside and time in upon coming back to duty. 6. PROBATIONARY PERIOD: Starts from date of joining till confirmation of the newly hired employee. Its duration is three months. Under probation employee is not entitled to companys fringe benefits. However only short leave Compensatory leave & Overtime will be given to employee. Any other leave during the probationary period is treated as leave without pay.

7. LEAVES: Short Leaves: Short leave is allowed for a maximum of three hours for full time
employees, twice in every month. If an employee is hired part time duty then short leave is allowed for a maximum of 1 hours in a day, twice in a month. Those employees who are working in split shifts as only half day leave shall be accepted in this case.

Casual Leave:
It is availed when there is any emergency. Total leaves allowed in fiscal year are 10 days. In a month, maximum four casual leaves can be availed and in case, the case leaves are more than four then the remaining leaves will be adjusted from the available quota of Annual leaves.

MEDICAL Leave:
This leave is availed only on Medical grounds and these are 10 days in a fiscal year. Medical certificate and Doctors report is required to avail these leaves. In case, the quota of medical leaves is exhausted then the remaining leaves will be adjusted from the available quota of Annual leaves

Annual Leaves/Earned Leaves:

An employee can avail this leave if the required number of leaves is exceed four consecutive days or the quota of Casual and Medical Leaves is fully exhausted. The full quota of annual Leaves is 15 in a fiscal year; these leaves are given on pro rata basis considering their month of joining. If an employee has availed all the above leaves then further leaves will be treated as absent till the time the full quota of leaves is recouped on the commencement of the new fiscal year.

MATERNITY LEAVES:
Maternity leaves to female employees eligible only after one year completion of one year of services in the organization. This entitlement may be followed by sixty (60) calendar days of

half paid leaves, depending on the individuals need. Leaves period may generally commence from a date that is not more than one week before the expected date of delivery. However, the condition of commencement of leave period can be relaxed on case to case basis particularly in view of medical reports and doctors recommendation submitted by the concerned employee.

COMPENSATORY LEAVES (C.P.L):

As per management instructions, if any employee performs duty on off-day or weekly/gazette holidays, he/she can be compensated in the form of a compensatory leaves (s) with pay or over time (as per policy). CPL can be availed within #) days only as failing to that, It will not be accepted any longer.

8. REMUNERATION BENEFITS: Along with salary to employees, organization gives other pecuniary benefits to in the form of a) BONUS: Bonus is given twice a year to Muslim, Christian and Hindu employees whose status of employment is confirmed, in proportion to their current salaries and months of service, on Eid-ul- fitr & Eid-ul-Azha, Christmas & Dewali & Shewastri respectively. The bonus is calculated on the basic salary as per the percentage decided by the management. However, a certain amount as approved by the management is distributed among the contractual staff as well on the above mentioned occasions.

b) GRATUITY: When an employee resigns from job, the company pays him/her gratuity as a termination benefit. Employee with one year of service will be eligible of this and it is accumulated by keep adding the seventy percent of gross salary after incorporating annual increments every year. In case the last year of service is more than six months and a day, then this year gratuity is also taken into account.

9. MEDICAL ALLOWANCE:

Company provides Medical Allowance facility to the regular employees who are not covered under Social Security. The maximum limit of medical allowance facility is 20% of one months gross salary available for the whole financial year. In case of newly recruited employees, the limit of allowance will be assigned on pro rata basis considering their month of joining. During a month, the concerned employees can avail 25% of their total medical allowance limit available to them by submitting doctors prescription and paid invoices of medicines attached with Medical Claim Form duly signed by the HOD/ Manager to HR department. The approve amount will be reimbursed to the concerned employees with the salary.

9. FORMS & PROCEDURES:

All forms are available from HODs / Managers and from HR Department as well.

FORMS Gate Pass

AUTHORIZE& SIGN BY Authorize by HOD /Manager & signed Authorize & signed by HOD / Manager Authorize & signed by HOD / Manager Signed by HOD /Manager

SUBMISSION TIME TO HR

Short Leaves Other leaves Medical Allowance

With in 24 hrs

With in 48 hrs

Before 15th of every month.

10.

HEALTH CLUB FACILITY FOR EMPLOYEES:

The General Managers & Managers are allowed to use all the facilities of SHAPES free of
charge except Aerobics. The other staff members excluding attendants and hygiene staff etc. can use the facilities of shapes except Aerobics and Swimming Pool. The employees are allowed to use the entitled facilities before or after their duty timings and also keeping in mind that customers should not get disturbed in any case. 11. ENERGY CAF: At

energy caf discount is offered to employees up to 25% on various food items which are served there. The facility of energy caf at the caf is only available to Managers and above.

13. RESIGNATION & TERMINATION:

An employee can resign from the job. In this case he/she is required to give a Resignation letter at least with a notice period of one (1) month. . Resignation period will start after approval of resignation. The Management reserves the right to terminate your employment, without notice or salary in lieu of notice, in appropriate circumstances. Appropriate circumstances include, but are not limited to, situations of gross misconduct, gross incompetence and/or gross negligence.

SWOT ANALYSIS
In the third world country like Pakistan recruitment and selection is mostly taken as the most sensitive area in any organization. STRENGTHS Shapes always give equal opportunity to fresh graduates as experienced persons. Shapes use all mean of selection and recruiting process for their benefits.

WEAKNESSES Probation period is very long.

Recruiting and selection process is very slow. Delay in requisition regarding vacant post on behalf of department heads and managers.

THREATS Turn over rate is very high. Less motivation for employees. Competitors paying more salaries to employee so they give preference to Sukh Chain, Gym Khana and Royal Pam.

Conclusion:
In Shapes like any other growing company knows the importance of employees as a right person for the rite job in right time. Process of Shapes hiring or recruiting the new candidate is not too short or with exceptional delay its through neutral process by HR and concerned Department Manager. Induction of new employee with on job training also helps to scrutinize its ability as like cutting the diamond for a perfect match in the ring. HR department plays a vital role in the performance and growth of any developed or under developed organization. Process of recruitment carries al the major areas of the employee

induction like from hiring to termination. Its key role is to monitor organizations journey to success.

References:
THE EMPLOYEE OLS AGE BENEFIT ACT1976. GARY DESSLER ,HRM HSHAPES HR DEPARMENT