HR Process

HR PROCESS IN DROISYS INC.

Resource Profile of Droisys Total No. of Employees : 62 Resource Profile - Department Wise

S.No

Department

No. of Resources

1

Design

5

2

Development

38

3

HR/Admin

2

4

House Keeping

3

5

Management

4

5

Quality Control

7

6

System Administration

3

Resource Profile – Based on the roles & Designations S.No.

Role/Designation

Number of Resources

1

Admin/Operations Executive

2

2

Delivery Head

2

3

Designer

5

4

Director-Solutions

1

5

HR Executive

1

6

House keeping

1

8

Office Assistant

1

9

Project Lead

4

10

Team Lead

2

11

Quality Analyst

1

12

Software Engineer

25

13

Software Tester

13

14

System Administrator

3

Competency Center of Droisys Competency Metrics based on Role and Experience Level S.No. Role/Designation Experience 1 Software Engineer- 0-1 yrs.

Trainee

• • • • •

2

Software Engineer

2-4 yrs.

• • • • • • • • •

Core Competency Must be a B.E/ MCA with 70% in 10th,12th and UG Good Analytical skills Proficient in any one programming language Good communication skills Positive Attitude and team player

Must be a BE/MCA Proficient in any one programming language like .Net, Java, Flash or PHP Certification will be an added advantage Good in analytical skills Good in developing and testing the code Quick learner Good communication skills Positive Attitude and team player Reporting to the Team Lead

3

Team Lead

5-8 yrs.

• • • • • • • • • • •

4

Project Lead

7+ yrs.

• • • • • • • • • •

Must be a BE/MCA Proficient in any one programming language like .Net, Java, Flash or PHP Expertise in risk escalation Good in Developing and testing skills Good in planning and tracking the project Good Motivation skills Good in Team Coordination Good analytical and technical skills Good knowledge in performance management Excellent in communication Reporting to the Project lead Must be a BE/MCA Proficient in any one programming language like .Net, Java, Flash or PHP Good Managerial Skills Good in Resource planning and management Excellent analytical and technical skills Good in Quality management Good customer management skills Excellent in communication Experienced in Project Scope Management Reporting to the Senior Consultant

5

Software Tester

2+ yrs.

• • •

6

Director-Solutions

12+ yrs.

• • • • • • • •

•

•

Must be a B.E/ MCA with 70% in 10th,12th and UG Certification will be an added advantage Good in analyzing the Requirements from the client Experienced in Preparing Test Scenarios Experienced in executing the Test Cases Experienced in defect Tracking Experienced in preparing Summary Reports Reporting to the Quality manager Must be a B.E/MCA, MBA Experience in project management Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Experience in business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

7

System Administrator

2+ yrs.

• • • • • • • • •

8

HR Executive

1+ yrs.

• • • • • • • • •

Must be a Graduate Good Knowledge about Linux Server Good in Administration of Windows Server Good in Vendor management Good communication skills Expertise in Setting up Version Control System Expertise in Implementing Firewalls/Proxy server Good in Team Leading Expertise in maintaining Inventory of all Computer-related stock Reporting to the CEO Must be a MBA(HR) or any HR related studies Excellent Knowledge in sourcing through job portals Expertise in handling Joining and Relieving Formalities of employees Good knowledge about Appraisals Expertise in employee engagement, motivation, training and related activities Good knowledge in implementation of company's HR Policies Expertise in Resource management Good communication skills Reporting to the CEO

9

Admin/Operations Executive

4+ yrs.

• • • • • • • • •

10

Designer

6+ yrs

• •

• • • • • •

Expertise in handling entire admin and finance of the Company Expertise in Managing Payroll, Pay role processing and sending intimation to bank Invoice management Good knowledge about budget allocation for all projects Expertise in handling the compliance to tax and state laws Good knowledge about export and import procedures Good in vendor management Good communication skills Reporting to the CEO

Must be a graduate Expertise in designing tools like Adobe Flash, Adobe PhotoShop, Adobe After EFX, Adobe Dreamweaver, Adobe Illustrator.

Corel Draw Expertise in 2D and 3D animation Use computer software to generate new images.

Develop graphics and layouts for product illustrations, company logos, and Internet websites.

Graphic Design Skills, Layout Skills, Creative Services, Customer Focus, Creativity, Flexibility, Attention to Detail, Deadline-Oriented, Desktop Publishing Tools, Acute Vision, Handles Rejection

11

Delivery Head

10 yrs.

• • • •

• •

•

10+ yrs. of experience in Project Delivery Exposed to delivery planning, capacity planning, migration practices Must have handled multiple projects Managing a delivery team of project managers; ensuring the team implements their projects fully in accordance with the company process, procedures and system requirements.

Maintain and manage effective relationships with a range of external project delivery partners People management experience: leadership, communication, negotiation, problem solving, self-reliance, enthusiasm, team building, performance management Task and target orientated

12

Quality Analyst

5+ yrs.

• • • •

•

• • •

•

•

• •

5+ yrs. of experience in Quality control Must be a B.Sc. Computers or B.E Strong knowledge in Quality Management Systems Knowledge of process improvement methodologies and tools, statistical methodologies.

Writes, revises, and verifies quality standards and test procedures for program design and product evaluation to attain quality of software economically and efficiently.

Writes documentation to describe program evaluation, testing, and correction.

Define and establish the overall quality strategy.

Review the strategies approaching to determine, investigate, and resolve data quality issues.

Utilize the profiling, quality tools and various data sources in order to determine causes of quality issues and to solve them.

Establish an on-going process to maintain quality data and defining quality audit processes. coordination with the clients Excellent problem solving and analytical skills.

Recruitment at Droisys As a software product engineering specialist, Droisys understands the significance of hiring people with the right talent and passion for technology. Our hiring methods have been designed keeping this in mind.

For Software Engineers/ Technical Positions.

We follow an elaborate process with the following steps.

• Need Identification by Project Manager /Head • Requirement with necessary skill set, experience given to HR after approval from CEO • Depending on the position, suitable candidates are invited by • Advertisements posted on job portals • Referral mails • Walk-ins • Sourcing from Job portals • Campus Recruitment drives • A candidate for a senior position(6+ years)undergoes 4 Rounds of interviews: • Telephonic Interview by Team Lead/Project Lead • In-person Interview – Project Manager • Technical cum General Personality Assessment Interview by CEO • HR Interview • A candidate for the post of Engineer undergoes 6 Rounds of interviews and : • Telephonic Screening by Team Lead to identify if the candidate has the required technical skills • Hands-on System Test, if required by the team lead, where candidates are tested on their programming skills

• In-person Technical Interview by Project Lead to test their subject knowledge • Technical Interview by Project Manager • Technical cum General Personality Assessment Interview by CEO • HR Interview A couple of rounds like PM and Project Lead In-person interviews can be combined based on the candidate and the requirement.

Employee reference checks are done where mails are sent to immediate reporting authority of all the previous companies that the candidate has worked at. Apart from this, telephonic discussion is also carried out to validate the information gathered.

Employee Referral Program Employees are encouraged to refer suitable candidates for positions at Droisys. If the candidate who is referred by an employee gets selected, the referrer gets an incentive. This is mutually beneficial as it eliminates elaborate referral checks and also gives the current employees a sense of involvement in the organization’s processes.

Hiring Fresh Graduates The new graduates and engineers with their inquiring minds and experimental attitude bring a unique enthusiasm to the workplace. Droisys has an internship program for 3 months for the students in their final year which allows them to work at Chennai Development centre. During this period they are monitored and the best performing student is given a job offer. Recruitment drives are also conducted at prestigious educational institutions to shortlist candidates.

This process includes the following steps: • Candidates are screened on the percentages obtained in their high school as well as college. Consistent scholastic performance is one of the key parameters.

• Candidates shortlisted in the resume screening are required to undertake a written aptitude test where they are tested for their logical, analytical and verbal skills.

• The candidate’s programming ability is tested by a system test where they need to code a given program in any programming language of their choice.

• Candidates who clear all the above rounds are shortlisted for personal interview rounds as below: Ability to take ownership • A fair team player Droisys recruitment process is unique in such a way that, candidate interviewing for any position are given a hands-on test – either machine, or to write a particular article, demonstrate a known skill/ability required for the job etc. This has ensured that in our history, we have hardly hired a person who is not fit for a position filled.

Hiring Fresh Graduates Certain basic qualities that we look for in candidates when hiring and on which they are tested on…

• Integrity • Loves technology. Lives for it.

• Great Analytical skills • Budding Creativity • Inquiring mind & fast learner • Takes ownership • A fair team player All candidates irrespective of the position they are interviewed for are tested on the above qualities.

Performance Management Performance Management at Droisys includes all activities that take place to ensure goals set for each employee are consistently met in an efficient manner. The activities thus include • Team & Individual Goal-setting – Quarterly Plan • Appraisals • Trainings and Certifications Team & Individual Goal-setting Droisys holds quarterly meetings with all employees – team/department-wise where each team can showcase its achievements in the previous quarter and state the goals for the next quarter Discussions are held across teams to also check for relevance and feasibility of the goals set. These meetings provide an opportunity for employees to be involved in the goal setting process which increases accountability and leads to higher levels of commitment.

Appraisals The first step in the appraisal process is whereby the employees appraise themselves and rate their work performance on Productivity, Quality, Ownership, Teamwork and Communication stating relevant experiences from their work in the last 6 months. Candid and honest self-evaluation considering achievements and short falls will help chart successful career growth. Forms will be sent from HR department on due dates in the scheduled months.

These forms are then sent to the Team Leads and other stakeholders who assess and provide their own feedback. Self-Appraisal of employees and the feedback on them by the Team Leads/Managers are reviewed during one-on-one meetings with employees by the Project Manager and CEO.

Team Lead/Manager’s remarks are sent to the employees along with a schedule of Training or Skill upgradation proposals, if any. This also accompanies a proposal for revision of Pay Structure, based on the feedback and ratings provided.

Trainings and Certifications Relevant Training sessions are organized on a month on month basis identifying trainers within the organization as well as arranging for external faculty where consultants with the expertise in relevant area of work/technology are called to facilitate training. Droisys also sponsors certifications from reputed institutes, conference participation, seminars, webinars etc. catering to the holistic learning and development needs of all employees.

Appraisals at Droisys Appraisals take place on yearly basis for all the employees. The first appraisal period begins from the 1st of the month following the joining month of the employee.

Appraisal Process

Request raised by HR

Self Appraisal by Employee

Appraised Form Forwarded to Team Lead/ Project Manager

One to One meeting (Employee ,PM & CEO)

HR Meeting & Soft Copy of Letter will be provided

Team leader remarks along with schedule of Training or Skill up gradation proposals and Revision of Pay Structure will be mailed to Employee .

The appraisal process is as follows: Self-Appraisal All employees are required to appraise themselves to help their own career progress. Can did and honest self-evaluation considering achievements and short falls will help chart suitable career growth.

Forms will be sent from HR department on due dates in the scheduled months.

Team Lead/Manager’s Appraisal All Self-Appraisals are referred to the Team Lead/ Manager for their assessment.

Appraisal Discussions with the Employee Self-Appraisal of employees and the feedback on them by the Team Leads/Managers are reviewed during one-on-one meetings which are to afford proper career counseling and development.

Feed back to Employees Team Lead/Manager’s remarks are sent to the employees along with a schedule of Training or Skill upgradation proposals, if any. This may also accompany a proposal for revision of Pay Structure, if so intended/merited.

Training and Development Process at Droisys Training and Development at Droisys is all about enhancing the skills-sets of employees in both Technical and Non –Technical areas. Droisys aims to do this by designing and developing training calendar for every quarter based on needs expressed by the employees. The process normally begins with identifying the training needs, preparing a budget, acquiring approval from the top management, publishing the training calendar, facilitating the training process in terms of logistic arrangements to create an environment conducive for learning and ends with the pre and post training analysis. Each of the above processes is explained in detail in the following section.

Process 1. Identify Training Needs The process of Training Need Analysis involves identifying needs of employees in two major areas – Technical and Non-Technical. Under each area, the Team Lead, upon discussion with his team members lists down the specific topics on which each team member requires training. He also provides details about the priority and level of training based on project and individual needs. All of the above information is gathered through a training need analysis form that is circulated to all the Team Leads of different departments. The information so collected is then collated and with the help of the Project Manager and CEO, the training programs for the particular quarter are ranked and selected based on priority.

2. Estimate the Training Costs Once the training topics are shortlisted for a quarter, steps are taken to identify trainers either internally or from external vendors. In the case of external vendors, trainers are identified based on their proficiency, experience, and cost.

Upon confirmation of trainer, information is sought about time duration of sessions, materials that need to be procured, arrangements to be made. A budget is drawn taking into consideration all the costs involved which will be sent to the top management for approval.

3. Acquire Approval of Budget from Top Management The training budget so prepared after the need analysis and cost estimation is sent to the top management for approval.

4. Publish Training Calendar Upon receiving approval from the top management, the training calendar is published and circulated to all as well as put up on the notice board. It is drawn in the following format: 5. Facilitate Training Process Once the training calendar has been published, the next step involves creating a training environment conducive for learning. This will include making necessary arrangements depending on the requirements put forth by the trainer as well as the participants. Training Hall is then set up with the help of Admin and System Admin departments.

6. Conduct Pre-assessment (Optional ) Prior to starting of the session, pre-assessment is conducted to understand the exact need of the participant and also the level of the participant, so as to ensure the training is custom designed to best impart the necessary skill. This is done by sending out a form to participants where they rate themselves on certain criteria and also list down specifically what they are looking to learn from the session.

7. Conduct Post-assessment After completion of training session, post-assessment form is given to all participants where they provide feedback on the session as well as write down if the learning needs identified them in the pre-assessment form have been addressed. The information so collected is analyzed to test the effectiveness of the training. The feedback from this session is shared to the trainers as well as used to plan future programs.

8. Conclude Training Process The training process concludes by organization of all data collected into respective folders for future reference. This would involve updating the List of training workshops conducted report, opening a new folder for each particular training, adding the feedback from pre and post assessment form to this folder and the reports, adding the PowerPoint presentation if any, to this folder, as well as, adding it to the training material repository.

Training and Development Sponsorship To meet the challenges of a competitive business environment, it is vital that there is an efficient team that is keen to learn, improve and innovate regardless of the job positions held.

At Droisys, Employees are encouraged to make use of every opportunity given to increase job knowledge and skills. The senior staff is further encouraged to impart necessary inputs by periodic training sessions with the team members.

Comprehensive training programs covering a range of subjects relating to the business are conducted for both new and existing staff.

Sponsorship for External Courses The company sends employees for training to augment skills in specific areas such as technology, communication, soft skills or other areas. Employees are also sent for industry events for their learning and participation.

Career Development Droisys always gives priority to promotion from within, provided suitable staff can be found possessing the required job specification.

Hiring from outside sources will only be resorted to when no suitable staff with the relevant qualifications and skills can be found from within.

Project Lead Team Lead

Software Engineer

Software Engineer Trainee

Project Manager

Benefits & Awards Certification Program: Every employee who has been with the Company for a minimum period of 6 months may be eligible for reimbursement of one approved certification per year (as provided in the appointment letter) when he/she passes the examination. The amount incurred for the program will be reimbursed in six installments along with their monthly salary disbursement.

Droisys rewards exceptional performance of employees as reflected Periodically an awards program is held with defined criteria for which employees are eligible. For example, to celebrate the first year of operations, the Company held an Innovation Award (annually) where employees contributed original product ideas, improvements to development process, and other innovative solutions.