Name : Sanjay Jindal

Organization: Lovely Professional University (India –Punjab Region)

SYSTEM COMPONENTS

Section 1 . Inter-relatedness of organizational functions

a) Describe one element of the organization that is affected by recruitment and selection.
(For example, if you have a labor shortage you cannot satisfy customer demands).

I work for a Private University based out in Jalandhar (Punjab Region) of India by the name of Lovely
Professional University India. It has close to 35,000 Students in one single Campus in Punjab itself.
The majority admissions happen in the Computer Science Department. So since the fresh admission
is quiet a big number, as big as 3,000 (Approx.) Students taking admission in CSE every year so
that is why the HR department of our University faces a big challenge to recruit so many good
Computer Science faculty during the period of May-July which can lead to comprise in the quality of
hiring .Since the classes begun by August every year so the HR has to ensure that the actual
number of faculty required to teach are hired well on time such that the Induction of the fresh recruit
is done on time to make them understand about the University Policy and also to ensure that all the
classes begun as per schedule without a single lecture being missed. If the scheduled Students
class is missed due to non-availability of the teacher that can lead to dissatisfaction among the
students and it can further the hamper the Image of an organization on the whole.

b) Describe how an element of the organization affects recruitment and selection. (For
example, if you have a decrease of customer demand and sales, you may have to
reduce wages. This would likely make it harder to recruit employees.)

Fresh Admission is an activity which happens every year for any educational institutes.
There are lots of factors which affect admissions for any educational institute, be it the
Placements, be it the quality of faculty and the overall exposure of the Students studying in
the institute and their level of happiness and satisfaction of students and their parents leads
to form an image for the outside world since the Word of Mouth carries a lot of weightage.
So these all factors contribute to increase or decrease in the no of admissions taking place
every year .So based on the number of new admissions taking place the hiring requirement
for no of new recruits increases or decreases accordingly for an organization. Secondly the
annual appraisals in addition to the individual performance are also impacted by the number
of admissions taking place for a particular session. If we have more admissions, more is the
revenue and accordingly better will be the appraisals given to the employees. So If the
current employees are happy with the salaries and good increments it leads to better Image
 of the university as an employer which further helps the HR in hiring better talent or else it
happens the other way around.

Section 2. Internal Factors

Address one of these internal factors in your organization. How does it affect recruitment and
selection? What is/are the

 Current workforce profile

 Sales numbers

Though there are multiple internal factors which impact the recruitment and selection of my current
organization. But I would like to take up the above 3 factors mainly.

Current workforce profile : As part of the directions issued by the regulatory bodies it is mandatory
to recruit only those teachers who are qualified Ph.D. (Doctorate) for all the discipline and courses
taught in the university .Since the number of Students is quiet a big number so it becomes really
difficult to hire so many research doctorate people for all the courses put together .So the current
work force in our organization is mostly Masters and very less number of doctorate faculty. So a
result the HR of our organization has issues a direction that the current teaching workforce needs to
enroll for Ph.D. and complete the doctorate before a specified deadline and secondly they look to
hire as many new teaching staff. So there is a competency gap in terms of having a required number
of doctorate staff.

No of Admissions: The number of admissions happening over all within the university and also
discipline wise impacts the number of fresh recruitments to be done for the entire university and also
at the respective discipline level. For a discipline like Mass communication which has low
admissions and lower number of students, there in the staff required is less and if the turnover ratio
is low so the overall fresh requirement of staff is less for that very discipline. Whereas on the
contrary for a discipline like Computer Science and Management where the fresh admission is very
high, there in depending upon the turnover ratio, the fresh requirement of new faculty is very high.
Section 3 :- External Factors

Address one of these external factors in your organization. How does it affect recruitment
and selection?

 Economy: I would like to take up the impact of economy and the very current scenario in to
consideration which is Covid-19 issue. Because of the recent wide spread of Covid-19, the
economy of the entire world would take up a hit, as result the companies would not be able to
recruit the fresh talent. Now since the no of placements of educational organizational like ours
would be impacted it would further impact the fresh admissions for this year. As a result it can
lead to downsizing of the current workforce and low salaries and further leading to no or low
fresh recruitment of new staff this academic session. So the economy does play a very role for
an organization and big academic step like ours.

Section 4. Inputs, Outputs and Throughputs

Name an input, throughput and output of the recruitment and selection process. Explain your
answer.

Example:

 Input= applicants
 Throughput= selection process
 Output= new hire

Input: Based on the Number of admissions happening for a particular discipline the HR department
of our organization sits across with each and every discipline on regular basis to understand the
requirement of fresh hiring to be made on regular basis. Based on the requirement the Job
Description and Job Specification are published on various Professional platforms like LinkedIn and
Job Portals like Naukri.com etc. and also in the Newspaper to hire new teaching staff from whole
across the country since the Students in our organization come to study from different parts of the
country .So in addition to the Qualifications and the Skills sets requirement as per the Job
Description the Applications are invited from whole across the country to take care of the linguistic
challenges of the students in to considerations. The applicants apply on the Job portal of our website
by visiting the Career sections and then based on the applications received and the number of
requirements discipline wise, the interview date is decided and the applicants are invited for the
interview process.

Throughput: Once the applications are received by the HR by making use of all the platforms be it
LinkedIn, Job Portals or Print Media or the through the website of our organizations. The interested
and short-listed candidates are called up for the interviews by sending them information through one
to one personal Phone call, Interview Invite Mail and also a SMS so the communication is received
well on time by the applicant for a particular date. Plus the Interview schedule is also uploaded on
the website of our organization well in advance. On the date of Interview the following procedure is
being followed.
 1) Getting the Registration done: For getting the full authenticated information the Online
Registrations are done and all the necessary information is recorded for further
documentation and interview Process.
2) Online Test: Based on the discipline for which the teaching staff has to be hired accordingly
the Online Test is being conducted and scores are recorded and based on the cut-off the
applicants are short-listed or screened out for the next Round.
3) Panel Interview: The Applicants who clears the Online Test, are then exposed to the Panel
Interview, where in group of 3 -4 Panel members take the Interview by conducting the demo
teaching test and also asking technical questions based on the discipline they belong to.
Based on the performance by the applicant the Panel member’s records the remarks in the
Online Interview interface. Based on the remarks given by the Panel on the online interface,
the HR further decides to take the applicant for the Next Round or they decide to screen out.

4) Interview with the Dean: Based on the Panel remarks the Dean of the respective discipline
further interviews the candidate for a second round of interview to check the concepts and
teaching abilities and knowledge of the candidate and then the Dean also the records its
remarks on the Online Interface.

Output: - Based on the Performance of the Applicant in all the Rounds from Online test and
then further in the Panel Interview and the Interview with the Dean. The HR evaluates all the
remarks and accordingly decides to hire or rejects the candidates after taking the
necessary inputs, recommendations and approvals from the respective discipline. The
candidate is informed about the Selection or Rejection on that very day face to face or most
likely within 1-2 days of the process being conducted. Post that the salary negotiations and
joining date is discussed. If the consensus reaches on the salary and the joining date
between both the parties then the offer letter is issued after taking the relevant documents
for verification which are required to generate the offer letter.

Section 5 : Feedback

Feedback is a crucial component of systems theory. What sort of feedback do we need to

gain from the internal and external environment to ensure the success of our recruitment and
selection methods?

Furthermore, how will you measure the success of your recruitment and selection efforts?

The organization which I work for believes in Benchmarking. Lovely Professional University follows
the approach of Benchmarking with the best Universities in the world and the country and also the
recruitment procedure followed by the nearest competing universities. Based on the inputs received
both internally and externally the HR departments keeps on updating the recruitment process. For
e.g. the recent addition that is being done is the Psychometric Testing of all the candidates to
check the stability of the candidates to get an idea for how long or how soon the candidate might
leave the organization. This is helping in controlling the Turnover Ratio and further it helps in
smoothening the recruitments process .Secondly the staff which puts up the resignation they have to
undergo an Exit Interview before leaving the organization. The Exit Interview is taken up by the HR
Expert to check the level of satisfaction/dissatisfaction of the staff leaving the organization and any
other feedback which they like to give which can help in betterment of the organization and also
helping in better recruitment and selection in future.

The Turnover Ratio (Higher or Lower),the feedback by the Dean about the quality of hiring in the
current academic sessions and the employee satisfaction survey in terms of work profile ,quality of
worklife,salaries etc. helps in the measurement the success of your recruitment and selection efforts.
Proper Balance Score Card is maintained to check the synchronization of the Organizational goals
and objectives and also the quality of recruited staff by measuring their performance on monthly and
yearly basis.