Induction & Orientation Final

7/31/2019 Induction & Orientation Final

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IDEAL FLOW OF INDUCTION PROGRAM

A) Typical induction programmme should consist primarily of three steps:

General orientation by the staff of the HR department

The first phase of the program should ordinarily be conducted by the HR department. Thistype of induction is general, for it gives the necessary general information about the history

and operation of the firm -the purpose of which is to help an employee to build up some

pride and interest in the organization. The better policy is not to give everything in one day,

but to administer small doses over a long period.

B) Specific orientation by the job supervisor, or his representative

At the second stage, induction should be conducted by the job supervisor. Induction isspecific and requires skill on the part of the foreman. The employee is shown the

department and his place of work, introduced to other employees, informed of the locationof the washrooms, library, canteen and time clock

C) Follow-up orientation by either the HR department or the Supervisor.

Follow-up induction takes place sometime within one week to six months from the time ofthe initial hiring orientation. It is conducted either by a foreman or a specialist. Its purpose

is to find out whether the employee is reasonably well-satisfied with him.

Through personal talk, guidance and counseling, efforts are made to eliminate difficultiesexperienced by the new comer.


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PROBLEMS THAT CAN OCCUR WHILE CONDUCTING INDUCTION

PROGRAM

An induction program can go wrong for a number of reasons. The HR department should

try to avoid such errors. Some of them are as follows:

1) Supervisor who is entrusted with the job is not trained or is too busy.

2) Employee is weighted down with too much information in short time.

3) Employee is overloaded with forms to be completed.

4) Employee is given only menial tasks that discourage in the job & company.

5) Employee is asked to perform tasks were there are high chances of Failure that could

needlessly discourage the new employees.

6) Employee is pushed in to the job with a sketchy orientation under the mistaken beliefthat 'trial by fire' is the best orientation.

7) Employee is forced to fill in the gaps between a board orientation the HR Department

and a narrow orientation at the departmental level.

8) Employee is thrown in to action too soon.

9) Employee's mistakes can damage the company.

10) Employee may develop wrong perceptions because of short periods spent on each job.

A) OBEJECTIVES OF INDUCTION TRAINING AT APG


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As a new hire/new employee what are their expectations out of this session.

1) To make employee understand first about the company's values, vision, goals etc.

2) To make employee aware of the organization structure.

3) To make employee aware of policies related to leave, medical, insurance,

performance management, promotion, job rotation, secondment, TDS, travel policy etc.

4) To familiarize the employees with the existing benefits like e.g. Training programs,

club, compensations, holiday list, employee discounts, employee engagement practice.

B) WHO IS RESPONSIBLE FOR INDUCTION AT APG

Human Resource


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In many organizations HR is seen as just a support organization that comes to the fray only

when some "people" based action/project needs to be implemented. It becomes hard for an

employee to know who are the people they can get in touch with hence its imperative thatHR forms a part of the induction program not only as a presenter but as a convener at

AKER POWERGAS.

Other departments head (HODs) & Lead engineers are responsible for the informal

induction program.

C) SCHEDULE & LOCATION OF INDUCTION PROGRAMME AT APG

HR Inducts employees in to APG on the day of joining. The employee isfamiliarized with the organization and its members and other work related facilities.


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Employees are also introduced in their departments by their HODs or leadengineers in departmental meetings or on the day of joining.

The formal induction program is conducted in the first week of every month.

Induction program for Support functions like Human Resources, Finance, Admin,

Information Technology, Health Safety & Environment, Corporate Communication

is held every month, while for other technical departments( like mechanical, civil,vessels, process, project etc), its organized every three months.

Besides, the above mentioned program, the employee also undergoes an informalinduction program in his/her department.

HR organizes the induction/orientation program in the office premises in Mumbaiand Pune.

During induction, employees are given information on the history, vision and core

values of the company and on the companys business, project and products.

Employees are also oriented of the various policies, practices and guidelines of the

organizational structure, the facilities available and the companys expectationsfrom individuals.

Schedule of Induction training for support functions is for 1 day and each department

speaker speaks for about fifteen minutes & there is break scheduled for half an hour after 4

sessions.

In every three months there is technical induction training scheduled which spreads over for

about two days is depending on the availability of HODs.

MODE OF INDUCTION TRAINING USED IN AKER POWER GAS.

APG uses class room type induction.Lectures are given by senior staff of various departments.

D) EQUIPMENTS PROVIDED ON THE DAY OF JOINING

Employee on joining the organization will be given a welcome kit comprising of -

Temporary ID card


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Conditions of secrecy which is to be submitted to HR department within 2 days.

Bank account opening form which is to be submitted to PAYROLL department.

Employees PF Organization form

Cash Voucher

Nomination and Declaration form.

Perquisites claim Voucher The employee also can view the people handbook through their Employee Service

Portal. This is a most remarkable point at AKER POWERGAS that they have aemployee service portal where they can get information about policies & practices.

It is user friendly & information is available so its rather easier than keeping a

hardcopy.

It seems to be eco friendly as it saves paper.

E) PEOPLE HANDBOOK CONTAINS FOLLOWING INFORMATION-

Objective

Vision & Values3%

88%

4%5% CONFUSING

LOGICAL

LENGTHY

NO RESPONSE


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Organization structure

Appointment, Joining formalities, probation period, performance evaluation,

resignation procedure & policies.

Salary Increments & promotions, retirement age, transfer policy between Pune &

Mumbai.

Referral policy, compensation, working hours & leave policy.

Benefits & facilities- employee benefits, family pension scheme, powergas medicalscheme, medical insurance, car policy, bus service, cafeteria, personal loan,

adoption leave policy

EVALUATION OF EFFECTIVENESS OF INDUCTION PROGRAMME HELD

FROM OCT 2010 TO JUNE 2011 IN APG BASED ON THE INDUCTION FORM.


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OBJECTIVES

To evaluate induction programme in APG based on induction feedback form.

To provide recommendations to improve the existing induction process

To study, analyze & redesign existing induction feedback form

RESEARCH METHODOLOGY-

EXPLORATORY & QUALITATIVE RESEARCH is used.

RESEARCH METHOD:

SCALING METHOD: Parametric scale

RESEARCH INSTRUMENT: Feedback forms filled by employees after induction training.

SAMPLE SIZE: All induction feedback forms filled by employees themselves fromOctober 2010 to may 2011. N= 1295.

Where N = Number employees participated in induction training or a feedback form filled

by each employee.

SAMPLING TECHNIQUE: Convenient Sampling.

METHODS OF DATA COLLECTION

Primary data- It is collected from the INDUCTION TRAINING FEEDBACK FORM

filled by employees themselves from October 2010 till may 2011.


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Secondary data- It is collected from company website, Formal & Informal

Communication with HR personnel & employees.

DATA ANALYSIS

For evaluation purpose data which collected from induction feedback form is basically

bifurcated as technical & support wise and further evaluation is done.

COMMENCE OF FLOW OF INDUCTION PROGRAM

TYPE CONFUSING LOGICAL LENGTHY NO

RESPONSE

TECHNICAL 18 457 19 24

SUPPORT 38 668 21 50

TOTAL 56 1125 40 74

From the available data- flow of induction training program found to be LOGICAL.

It can be observed that for technical max no of people found it LOGICAL

88% people found it was LOGICAL.

3% people found it was confusing. 4% people found it lengthy.

5% people did not respond to this particular question.

3%

88%

4% 5%

CONFUSING

LOGICAL

LENGTHY

NO RESPONSE

TECHNICAL


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COMMENCE OF LANGUAGE OF INDUCTION PROGRAM

TYPE CONFUSING SIMPLE NO

RESPONSE

TOTAL

TECHNICAL 73 690 14 777SUPPORT 42 437 39 518

TOTAL 115 1127 53 1295

From the available data Language of induction training program found to be simple.

73 people found it confusing & 53 people did not respond on the same.

1127 people found the language was SIMPLE.

. 5% people found it confusing.

5% people did not resond on the same question

From the available data-Language of induction training program found to be SIMPLE. It can be observed that for technical max no of people found it Simple.

89% people found it was SIMPLE.

9% people found it was confusing.


9%

89%

2%

CONFUSING

SIMPLE

NO RESPONSE

TECHNICAL


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From the available data-Language of induction training program found to be SIMPLE.

It can be observed that for support max no of people found it Simple.

84% people found it was SIMPLE.

8% people found it was confusing.


8%

84%

8%

CONFUSING

SIMPLE

NO RESPONSE

SUPPORT


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COMMENCE OF DURATION OF INDUCTION TRAINING

TYPE APPROPRIATE LONG SHORT NO

RESPONSE

TECHNICAL 372 1 91 55SUPPORT 633 128 15

TOTAL 1005 1 218 70

From the available data duration of induction training program found to Appropriate.

It is observed that the duration of induction program for technical functions is

APPROPRIATE

80%people found duration was appropriate.

20% people found it short.

80%

0%

20%

APPROPRIATE

LONG

SHORT

TECHNICAL


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From the available data duration of induction training program found to Appropriate.

It is observed that the duration of induction program for support functions isAPPROPRIATE

82%people found duration was appropriate.

16% people found it short

2% did not respond to the same question.

MAJOR FINDING ON DURATION OF INDUCTION PROGRAM

DAYS FOR INDUCTION TRAINING

Around 20% of employees want induction training for at least 3 days & breaks should be

given.

82%

0%

16%2%

APPROPRIATE

LONG

SHORT

NO RESPONSE


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RECOMMENDATIONS/SUGGESTIONS for improving the present induction

program by Technical departments

Use of videos Needed.

Increase in interaction Duration should be short.

Use of limited data on PPT.

Involvement of young engineers.

More than 60% of employees did not respond to this question.

RECOMMENDATIONS/SUGGESTIONS for improving the present induction

program by support departments

Use simple language rather than complicated one.

More details needed.

Around 90% of employees did not respond to this question.

.


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LIMITATION OF STUDY

There were certain limitations of this study, like; people in different grades were

unenthusiastic to fill up the Questionnaire.

Open ended questions like recommendations & suggestions were remainunanswered by 90% of employees.


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SUGGESTIONS-

Overall Induction Training in Aker power gas, Mumbai found excellent.

I) On the programme

Videos and practical day to day examples should be included in inductiontraining.

Management games should be included to make induction training

interactive & motivating. Management games will also help new recruit tointeract with other employees and TEAM BUILDING ACTIVITY can be

achieved.

Schedule of Technical induction training should spread over at least 3 days

in case of technical or it should be department specific so that information

can be provided in a more detailed to respective departments.

II) On the existing form

Existing format could only evaluate on Duration, flow & language of induction

training program so other things like interactive or not, presentation evaluationetc all this can be included to make evaluation of induction training more easy.

Instead of Keeping open ended question in induction feedback form, closeended questions can be kept so that it will be easy for HR DEPARTMENT to

evaluate effectiveness.

There is certain question which needs to be covered in induction feedback form

like whether employee is happy with his/her welcome in a company, so that

further steps can be taken to improve on those areas if negative feedback is

arrived.

Flow of program in existing form is bifurcated as logical, confusing & lengthy.

Flow of program can either be logical or complicated. Lengthy option can beput in into duration option.

Existing form consists of three pages it can be reduced to 1 page to fill &

evaluate faster.


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III) Other parameters

The Induction Training should be early and accurate for better result from

employees.

During the Induction Training instead of only meeting with HODS, HR

should also arrange a meeting with subordinates.


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CONCLUSION

An induction Training is a very important part of an organizations HR

Management system. Although not many companies have realized it's importantyet. But on completion of this project I have come to a conclusion that the induction

manual should be made an integral part of the organization's policy.

Induction Training program in APG found to be EXCELLENT.

Induction training gives a snapshot of the company to the new joiners and helps

them to prepare and understand then profile and responsibilities, AKERPOWERGAS successfully achieved this.

The overall project has been a great learning experience for me. It gave me an

opportunity to implement my theoretical concept of HR to the actual organization.


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ORIENTATION PROGRAM

An orientation program should accomplish the following objectives in general-

The new employee should feel welcome & at ease

The employees should be clear about what is expected in terms of work andbehavior.

The person should have begun the process of socializing into the firms way of

acting & doing things.

However now a days employee orientation is moving from away from mere discussions of

rules, to explaining the companys mission and the employees role in accomplishing it.The assumption is that this will foster the self-directed behavior that would more consistent

with the companys needs.

The orientation Process

Orientation program ranges from 10 minutes discussion to week long programs

The HR specialist usually performs the first part of the orientation, by explaining

basic matters like working hours, benefits and vacations. That person thenintroduces the new employee to his or her new supervisor.

The supervisor continues the orientation by explaining the hierarchy of the

department, and by orienting the employee about superiors, sub ordinates,

workplace there by reducing first day jitters.


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Ideally an employee should receive print or internet based employee handbooks

covering matters like these.

More companies provide web based technologies to provide orientation. Some firm

provide incoming managers with preloaded personal digital assistants. These

contain information to help the new managers need to better adjust to their jobs,such as key contact information, main task to undertake, and even digital images of

employees the new manager needs to know.

STUDY OF THE ORIENTATION PROCESS IN APG

I. OBJECTIVES-

To study Orientation process at APG

To study the factors this leads to dissatisfaction, if any.

To give suggestions if any.

II. TYPE OF RESEARCH- EXPLORATORY (QUESTIONNAIRE & INTERVIEW

METHOD.)

RESEARCH METHOD:

SCALING METHOD: Parametric scale

RESEARCH INSTRUMENT: Personal interview & questionnaire.

SAMPLE SIZE: 30

SAMPLING TECHNIQUE: Convenient Sampling


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III. METHODS OF DATA COLLECTION

Primary data It is collected through interviewing secretaries, IT department responsibleperson, Admin department responsible person & newly joined employees in a company.

Secondary data It is collected from company website, formal & informalcommunication with subordinates, IT department, HR department & new joiners etc.

IV. DATA ANALYSIS

15 new employees were interviewed with 5 departmental secretaries, 2 IT responsible

person & HR department personal.

Sample- 25.

TIME BY WHICH NEW RECRUITS RECEIVE THEIR EQUIPMENTS (data

collected from new joiners.)

I.) DATA ANALYSIS ON COMPUTERS & TELEPHONIC EXTENSION


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4

9

7

3

5

10

2

0

2

4

6

8

10

12

1-3 D 3-5 D 1-2 W 2W &

Above

COMPUTERS

TELEPHONIC

EXTENSION

D = Days & W = Week.

The above chart describes about the number of days took to get computers & telephonic

extension to the employees.

MAJOR FINDINGS

Maximum employees got the computers within 3-5 days after joining.

Maximum employees got telephonic extension 1-2weeks after joining.

ANALYSIS ON ESS PORTAL ACCESS & PERMANENT EMPLOYEE ID CARD.


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10

4

667

6

1

0

2

4

6

8

10

12

1-3 D 3-5 D 1-2 W 2W &

Above

ESS PORTAL

PERMANENT

ID CARD

D = Days & W = Week.

The above chart describes about the number of days took to get ESS portal access &

permanent employee ID card.

MAJOR FINDINGS

Maximum employees got the ESS PORTAL ACCESS within 1-3 days after getting

computers.

Maximum employees got permanent ID card 3-5days after joining.

ORIENTATION PROGRAM AT AKER POWERGAS

DEPARTMENT SECRETARYS ROLE-

After joining, an employee is sent to the specific department secretary. Thesecretary keeps the record of the employees personal information. Secretary puts a


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request through ESS portal for employees personal computer, telephonic

extension, E-mail ID & Seat allocation.

Secretaries forward this request to HOD for approval.

Once secretaries get an approval they forward it to IT department.

HODS ROLE/ SUPERIORS ROLE-

They introduces the new employee to other sub-ordinates

The requests are approved by the HOD & sent back to the secretary.

IT DEPARTMENTS ROLE-

Approved request is checked.

They allocate PC for an employee

Creates Log-In ID, ESS portal ID and sends it back to the Secretaries.

Forward the request to ADMIN department.

ADMIN DEPARTMENTS ROLE-

They checks whether all the approvals are in order.

Puts forward request to receptionist for arranging phone.

RECEPTIONISTS ROLE-

When any employee joins he/she meets the receptionist and are guided whom theyshould meet?

Requests are checked and procedure for port for telephonic extension & seat

allocation is being done in a day.

MAJOR FINDINGS ABOUT OVERALL ORIENTATION PROGRAM-


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All employees who join in are very happy with the company environment &

comfortable with the subordinates & work timings of the company.

They feel motivated & happy as HOD greets them & introduces them to other

subordinates in a department on the day of joining or in a departmental meeting.

Just mere thing which may leads them to dissatisfaction is arrangement of

equipments. Almost all of them did not get the equipments on time.

Employees feel that if computers, telephonic extension and seat allocation is

arranged on the day of joining then they can be productive from the first day itself.

Employees are not provided with specific information about when they will get

computers & telephonic extension so providing an appropriate time period would

help them.

SUGGESTIONS-


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HR department should confirm 2 days before about the employee joining date

and when it is confirmed they should create employee number & forward it todepartmental secretary.

On the same day departmental secretary should forward the request to HOD for

seating arrangement & computers, so that approved request can be sent to ITdepartment on the very next day & IT department should be ready with the PC

on the same day.

IT department should create a login ID & ESS portal access as and when

employee joins in and put forward the same request to Admin department for

checking they

Admin department should check the request on the same day & should forward

it to Receptionist for telephonic extension.

So that telephonic extension can also be provided within 1-3 days & in this wayemployee can be provided with the equipments on time.

HOD involvement in approvals for certain grade employees (5-7 grades) can be

avoided, this approval can be done by lead engineers of the same department so

that it can be done faster.

HOD involvement in approval can be kept only for higher grades & employees

who need high resolution computers or double screen computers.


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CONCLUSION

Overall orientation program found to be good.

Each employee involved in the orientation process understands there part of work &

importance of it very well

Employees seems happy about there work & working environment.

A great learning experience to study orientation process at APG.

Documents

Induction & Orientation Final