SIP Student Guidelines 2014

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SUMMER INTERNSHIP PROGRAMMESTUDENT BRIEFING

March 2014

SDM Institute for Management Development

#1, Chamundi Hill Road, Siddarthnagar Post

Mysore-570 011


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Contents

Quick Reference for Timelines: ....................................................................................................... 3

1. SIP Objectives ................................................................................................................................ 3

2. SIP Deliverables ............................................................................................................................. 5

3. SIP Process, Milestones and Timelines .......................................................................................... 6

4. Working with the Sponsor organization ........................................................................................ 7

5. Project Guides ................................................................................................................................. 8

6. Guidelines for writing the Project Report....................................................................................... 8

7. Preparing the Project Presentation .................................................................................................. 8

8. Conclusion: ..................................................................................................................................... 9

APPENDIX I .................................................................................................................................... 10

APPENDIX II ................................................................................................................................... 11


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Quick Reference for Submission Timelines:

Sl.no Details Submission

1 Details regarding the Project work, Project

Title, Company Guide, Company

Introduction / Executive Summary.

Not later than 8 days from the

start of the SIP

2 Weekly Progress Reports to the allotted

Internal Faculty Guide by email / Phone

Every Week

3 Interim SIP report to the allotted Internal

Faculty Guide

Approximately 4 weeks after

the start of the Project

4 Draft of the Final SIP Report to allotted

Internal Faculty Guide for Approval

5.00 pm, 5t

June 2014

5 Final Report Submission After Suggested

Revisions from allotted Faculty Guide

5.00 pm 16thJune 2014

1. SIP Objectives

a. The Student Perspective

The SIP is designed to provide the PGDM student with an opportunity to work and

gain first-hand exposure to the corporate environment, work culture and processes

that prevail in organizations.

SIP provides the intern an opportunity of putting the conceptual learning into practice and

decision making in the functional area in which her / his project.

b. The Sponsor Perspective

Organizations that support an internship programme have three objectives in doing so:i. They contribute to the development of management education, which in turn results in

goodwill and brand building for the organization.

ii.They benefit from the interns work, which should result in the solution of a


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problem, collection of useful data or other output which enhances theirbusiness.

iii.Many companies use the SIP as a basis for evaluating the candidature ofpotentialrecruits into the organization.

iv.Any project which is not large enough to be out sourced and not small enough to bedone as additional work by a regular employee is given to an intern.

It is therefore very important that any internship be a win-win situation forboth the

intern as well as the sponsoring organization. The student needs to keep in mind that

he/she is responsible for ensuring that this mutually beneficial relationship is

achieved.

c. Institute Perspective

SDM-IMD requires, as a mandatory part of the PGDM programme, that the student

undergoes such an experiential learning process. Summer Internship Program has now

been made a 3-Creditcourse. The following aspects may be noted.

1. The SIP is an extension of the PGDM program and is expected to have similarrigour. Particularly, matters like attendance and discipline are tobe given emphasis.

2. SDMIMD faculty guide ( I n t e r n a l G u i d e ) will be looking for contributionby the student as regards to

a. Understanding the relationship and interplay between the theory andimplementation of the management concepts.

b. Involvement in making original efforts to learn from theorganizational structure of the sponsoring organization.

c. Ability t o s u g g e s t constructive changes backed by models and concepts.d. Ability to present the learning and findings in a professional manner.

3. The final grade to be awarded to the student for the SIP will be basedbroadlyon the aboveparameters.


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The student is expected to, with the help of the Faculty Guide, as well as

Organizational guide, to successfully complete the project within the available time.

Completion of the project is subject to the fulfillment of the terms of reference agreed to

between the intern and the organizational guide and to receive at the minimum a

Satisfactorygrading of the Internswork.

2. SIP Deliverables

In order that the internship exercise be managed in a structured manner, this section seeks

to enumerate the deliverables relating to the project or area of work assigned to the Intern.

a. Terms of Reference Document: This is the document that clearly definesthe scope and methodology of the project or area of work assigned. The

intern will prepare this document, which is to be approvedby both the guide

assigned by the sponsor organization as well as the Faculty Guide.

Typically the terms of reference document will include the following sections:

A brief background of the organization, and the department or divisionassigned to the intern.

The situation relating to the specific area of work. A clear definition of the problem, or the objective(s) of the study. The deliverables associated with theproject The methodology to be adopted, along with assumptions and

limitations, if any.

Milestone and Timeline calendar.

b. Interim Progress Report: A document that is intended to provide all thestakeholders with the status of the work done or results achieved. This document

is to be prepared halfway through the project. Interim Progress Report/s to be


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given to your respective Faculty Guide by email as instructed by him/her.

c. Interim Project Report: A draft copy of the report, to be presented toboththe sponsoring organization as well as to the Faculty guide by the 4

thweekof the

Project. This is a next-to-ready version of the report, which will be used as the

basis forpreparing the presentation to the client. Based on the feedback received

during the presentation, this report may need to be modified to become the

final report.

This document is to be submitted as per the timelines specified in the next

section. The suggested format is provided in Section 6 of this document.

d. Project Presentation: Most sponsor organizations require that the Internprepare and

present the findings and recommendations based on the work done by them. This

presentation will be prepared as per the guidelines in Section 7. The content of the

presentation will be as per the Interim Report referred to previously . Your Fac ult y

Guide may req uir e that she / he approve this prior to the sponsorpresentation.

e. Final Report: This document is an updated version of the Interim Report,

incorporating all changes based on the feedback form the sponsorpresentation as

well as from your institute guide. This document willbe specified in Section 6.

3. SIP Process, Milestones and Timelines

The process of completing your SIP assignment are:

i. Orientation: Getting to know about the company and the specificdepartment or division that you are assigned to. During this time, you should

also draw up a time schedule for meetings with various people. Your

organizational guide will assist you in this matter. Ask for help.

ii. Finalizing the Terms of Reference: refer to the preceding section for


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information on this activity. Ideally, your terms of reference will be finalized

simultaneously with your orientation, and shouldbe completed

no later than ten days after starting.

iii.Project execution: the exact process for this activity will depend on thenature and content of your assignment, and will need to be planned by you in

conjunction with both organizational as well as institute guides. You should plan

to complete all data collection, analysis and related work not later than five

weeks from your start date. Your interim report should be ready by now and sent

to the allotted internal faculty guide.

iv. Plan to have your final report ready not later than seven weeks from thetime you start. Please keep your institute allotted internal faculty guide in the loop

during every stage of this work. Any value-addition from the institute guide will

be effective only if this is done well in advance. The final report, complete in all

respects, should be submitted end of week seven, to allow the organizational

guide to go through the same, and toprepare for thepresentation.

v. Your presentation should be completed in week eight. Make sure this isscheduled well in advance. Check for availability of your guide and other

concerned persons. Get your presentation approved by your institute guide before

making the presentation to the sponsoring organization.

vi. The final project report may be submitted at the end of 8 t h week (Datespecified in the Table Quick Reference for Submission Timelines. Make sure it

has addressed all the issues brought up during your presentation. Your institute

guide will be required to approve the final version.

4. Working with the Sponsor organization

You will be required to adhere to all the general practices followed by the sponsoring

organization, including work timings, holidays, dress code, non- disclosure of

proprietary and confidential information, use of company facilities and data

communication, claim process for out-of-pocket expenses and so on. Make sure you


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understand these practices as part of your induction.

5. Project Guides

A. From the Sponsor Organization

i. Ensure that your guide is assigned within a week of your starting, if this is notalready done prior tojoining.

ii. Do not expect to be spoon-fed by your organization guide; use the available timeto seek guidance for example, do not ask for information, but ask forsources of

information.

iii.Fix up a regular schedule of meetings be flexible to ensure that you are able tomeet your guidestime constraints.

B. From the Institute

i. Your Faculty Guide needs to be in the loop from the very start.ii. Please make sure that you consult your guide and are touch with at every stage.

6. Guidelines for writing the Project Report

a. A separate document name SIP ReportWriter-2014 has the format for writing SIPProjectReport, adherence to which is mandatory.

b. It is possible that the sponsoring organization might have their own format for thereport; if that is the case, please discuss this with both your guides and arrive at a

mutually acceptable format.

c. Formats for certificates by the Organizational Guide and the Faculty Guide tobe appended before the Index page of the Project Report is available at Appendices

I & II of this document.

d. Make two copies of your Report that should spirally bound. One copy for theOrganization and the other for the internal Institute evaluation

7. Preparing the Project Presentation

In most cases the sponsor organization will require you to present your Project findings

and results. Use following general guidelines for the presentation:


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i. Plan for not more than 20 - 3 0 minutes, including 7- 1 0 minutes forinteraction and Q&A.

ii. Keep content as simple as possible; concentrate o n findings, conclusions andrecommendations.

iii.Prepare a handout if you have to get into detail.iv. Provide a hard as well as soft copy of your presentation to the audience as a hand

out.

8. Conclusion:

The SIP is intended to provide a learning experience for the intern. Your learning can be

successful once you dedicate yourself to the task at hand for these two months and work

with the zeal, ethics and energy for your host organizationproviding you the SIP.

You are an ambassador of SDMIMD, Mysore at the SIP organization and it becomes

your responsibility to ensure that the host organization has a positive image of the

institute and would continue to have a mutually beneficial relationship in the years to

come.

SDMIMD wishes you all the verybest!


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APPENDIX I

CERTIFICATE BY THE ORGANISATIONAL GUIDE

This is tocertify thatMr/Ms_

currently studying Post Graduate Diploma in Management at SDM Institute for

Management Development, Mysore has satisfactorily completed Summer

Internshipprojecttitled

_

related to _ stream of Management from to

.

Signature: Date:

Name: Place:

Designation:

Name of the Organisation and Address:

Organizational Stamp


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APPENDIX II

CERTIFICATE BY THE FACULTY GUIDE

SDM INSTITUTE FOR MANAGEMENT DEVELOPMENT, MYSORE

This is to certify that Roll No_ Mr/Ms _

of PGDM Batch 2013-15 has satisfactorily completed Summer Internship Project titled

at M/S

located at _ from _ to to

partially fulfil the requirements of the PGDM program under my guidance.

Signature: Date

Name:

Designation:

SDM Institute for Management Development, MysoreInstitutional Stamp

Documents

SIP Student Guidelines 2014