TVS AND SONS DEPARTMENTS 1. 2. 3. 4. 5.

HUMAN RESOURCE DEPARTMENT INFORMATION TECHNOLOGY DEPARTMENT SALES AND SERVICE DEPARTMENT ADMINISTARATION DEPARTMENT FINANCE DEPARTMENT

1. HUMAN RESOURCE DEPARTEMENT

Human resource is the real asset of every organisation. Human resource department in TVS is known as Personal Service Department. Personal Service Department focuses on and influences the people who work in the organisation. TVS has a good personal department which always looks forward to efficiency, welfare and security of the employees. Responsibility of personal department is to ensure maximum utilization of human resource.

FUNCTIONS OF PERSONNEL DEPARTMENT

Framing personnel policies Implementing programs Selection of personnel Scientific placement Induction and orientation Establishing good industrial relations Effective communication Motivating the personnel

HUMAN RESOURCE PLANNING

Human resource or man power planning is the process by which a management determines how an organisation should move from its current position to its desired manpower position. Through planning, a management strives to have the right number and the right kind of people at the right places, at the right time, to do things which results in both the organisation and individual receiving the maximum long range benefit. HR Planning implemented at TVS & SONS LTD attempts to the following 1. To carry on its work with the personnel with necessary qualification, skills, knowledge, work experience and aptitude for work that is right person at right job at right time. 2. In order to meet the needs of expansion of the organisation. 3. To meet the challenges of a new and changing technology and new techniques of production.

4. For identifying the areas of surplus employees and shortage of employees and making it good for the organisation.

RECRUITMENT
Recruitment is concerned with the process of attracting qualified and competent personnel for different jobs. This includes the identification of existing sources of labour market, the development of new source, and the need for attracting large number of potential applicants so that a good selection may be possible. In TVS, they use both internal and external sources for recruitment. The important internal sources are: 1. 2. 3. 4. References Resumes Transfer Promotion

The important external sources of recruitment are 1. 2. 3. 4. News paper Advertisements Placements Websites-noukri

STEPS IN THE RECRUITMENT WHICH ARE FOLLOWED BY THE ORGANISATION

1. Approved man power indent 2. Applicants internal/external 3. Shortlist applicants with assistance of Line Manager 4. Send Call letter 5. Get filled the printed application format 6. Verify the certificates filled in the application 7. Conduct written test if any 8. Direct candidate to Line Manager with evaluation format 9. Go through the evaluation form on its return 10. Make a diary noting for follow up/statistical purpose 11. Negotiate for salary and ask the candidate to produce the PAN no 12. Prepare and send new recruitment format 13. Follow up for approval 14. Direct the candidate for medical examination 15. Send employment notification to the government 16. Prepare appointment order

17. Serve the appointment order, adhere to formalities for nomination, ESI, company hospital, Treatment, conveyance etc 18. Give general induction or prepare a programme 19. Explain time office and canteen procedures 20. Direct him to SBU concerned and call for Ecode, EPF NO, and EPS NO 21. Open a personnel file and payroll data 22. Open bank account and perform data updation 23. Ask the new entrant and provide the new entrant 24. Update records

SELECTION
Selection process is concerned with development of selection policies and procedures and the evaluation of potential employees in terms of job specification. This process includes the development of application blanks, valid and reliable tests, interview technique employee referral system, evaluation and selection of personnel in terms of job specification, the making up of final recommendations to the line management and the sending offers and rejection letters. In TVS the selection process is carried out on the basis of qualification of the candidate. For each job the required qualifications are fixed by the company. On the basis of these the selection is done. The experience of the candidate has an important role in the selection process. Selection process involves personnel interview, medical tests for identifying the physical fitness of the candidates.

EMPLOYEES STRENGTH OF TVS IN ERNAKULAM BRANCH

MANPOWER EXECUTIVE OFFICERS GENERAL STAFF WORKMEN GRAND TOTAL NUMBER 66 45 82 193

TRAINING AND DEVELOPMENT

Training is complex process and is concerned with increasing the capabilities of individuals and groups so that they may contribute effectively to the attainment of organisational goals.

TRAINING IN TVS
The organisation provides training to all the employees in the organisation. The organisation has an institution for training namely, Training academy in Madurai. Identify then weak

points of the employees and train them. For providing training, the organisation use internal persons and also external persons. Training is a continuous process. There is a consultant for evaluating the performance of the employees and there is an appraisal form also marking the performance of the employees. Through this the consultant identifies the area in which the employees are failed, and provide training in that area. Normally here use the on the job training, the employees have a chance for promotion, if he performed well, he will be promoted. The most important limitation of recruitment is that they did not get the right person for right job. The organisation have confidence in that if the candidate have an interest in the job they can train them and make suitable to the post. The organisation provides product training to all employees when a new product is introduced in the market. Mahindra&Mahindra provides the principle training to its employees.

INDUCTION AND ORIENTATION

By induction and orientation is meant the introduction of an employee to the organisation and the job by giving him all the possible information about the organisations history, objectives, philosophy, policies, future development opportunities, products, goodwill in the community, and by introducing him to other employee with whom and under whom he has to work.

TIME OF OFFICE
WORKING DAYS MONDAY TO FRIDAY SATURDAY M&M SBU SATURDAY TIME 9:00 AM TO 5:30PM 9:00AM TO 2:00PM 9:00AM TO 5:30 PM

TRADE UNION
Trade union is an association of employees designed primarily to maintain or improve the conditions of its members. TVS workers union is affiliated to INTUC. There is smooth and good relation between trade union and management.

PROMOTION
Promotion is a vertical move in rank and responsibility. Involved in a promotion may be some measures of skill, and responsibility. Promotion in TVS provided on the basis of performance and experience.

TRANSFER
A Transfer is a horizontal or lateral movement of an employee from one job, section, department, shift, status, etc. In TVS transfer is provided on the basis of request from the employee.

PERFORMANCE APPRISAL
A performance appraisal is a process of evaluating an employees performance of a job in terms of its requirements. In TVS performance is conducted on 4 point scale. Outstanding Good Average Below average

WELFARE ACTIVITES OF TVS

Welfare activities mean the service, facilities and amenities provided to the employees to promote their wellbeing. Welfare section of TVS is concerned the following benefits. The organisation provides various welfare measures to the employees. They are as follows 1. Supply of Helmet 2. Reimbursement of cost of spectacles 3. Supply of hearing aid 4. Supply of dentures 5. Reimbursement of confinement expenses 6. Family planning 7. Cycle advance 8. Salary advance 9. Education assistant scheme 10. Staff advance 11. Marriage present/Management gift 12. Accident leave 13. Compassionate Allowance 14. Cash Awards 15. Service memento 16. Death relief fund The organisation provides various motivation programmes like monetary incentives, best performance awards etc, and also provide some training as a safety measure like First-Aid Training, fire fighting training etc.

INCENTIVES PROVIDED BY THE ORGANISATION

1. Dearness Allowances 2. House Rent Allowances 3. Skill Allowances 4. Service Weightage 5. Night shift allowances 6. Reimbursement of conveyance expense 7. Cashier Allowance 8. Attendance incentive scheme 9. Special Ex-gratia 10. Washing Allowances 11. Technical Allowances 12. Posting and technical Allowance 13. Transfer Allowances 14. Privilege leave encashment 15. Medical Reimbursement 16. Uniform & Lunch Allowances 17. Special Allowances 18. Education Allowances 19. Entertainment allowances

INFORMATION TECHNOLOGY DEPARTMENT

Business have used information technology for many years to automotive tasks-from automated book keeping to automated manufacturing. More recently, business have used computer-based information system to support the analysis, interpretation, and presentation of data in business decision making. E-business and E-commerce refers to all business transactions that depend on information technology. Today information technology is an inseparable part of every organisation. So information system plays a vital role in TVS. This is used in all the departments in the organisation like HR MANAGMNT, FINANCIAL MANAGEMENT, and MANUFACTURING MANAGEMENT etc. The organisation use both AXAPTA & UNIX system for controlling and coordinating of all systems in the organisation.

SERVER CONNECTION OF TVS & SONS IN REGIONAL OFFICE

SUP1 EKM SUP2 TVM M SUP1

SUP2

MAIN SERVER MADURAI SUP1 KNR SUP2 KTM SUP2 SUP1

IMPORTANCE OF INFORMATION TECHNOLOGY

1. 2. 3. 4. 5. It enables the coordination of activities of regional offices from the head office. For the timely and correct decision making For the efficient and safe documentation To deploy the IT monitor power For the correct documentation

SALES DEPARTMENT
The sales department mainly concentrates on the sales activities in the organisation. The sales manager controls and formulates all the sales promotional and other activities related to sales in the organisation. Each product have separate department for sales, AL DEPARTMENT, M&M DEPARTMENT, SPARE PARTS DEPARTMENT.

SALES PROCESS
There are mainly three process: 1. Pre sales process 2. Sales 3. Post sales process All these functions are inter related and inter depended

PRE SALES PROCESS

WALK IN INTERVIEW TELEPHONIC ENQUIRY

PRODUCT DEMONSTRATION

TEST DRIVE

CLASSIFACTION OF SALES PROCESS

FROM PRE SALE PROCESS

ENQUIRY TRACKING

ORDER BOOKING

PRE DELIVERY PROCESS

FINANCE PROCESS

DELIVER MANAGMENT

DELIVERY EXPLANTATION DELIVERY PROCESS

DELIVERY CEREMONY

VEHICLE DELIVERY

TO POST SALES FOLLOW UP

ADMINISTRATION DEPARTMENT
Administration department in TVS is concerned with maintaining all general activities like construction, repairs, building, maintenance, dispatch, printing and stationary, reception, security, cleaning, canteen arrangement, statutory complaints etc these activities are maintained and finally it is reported to the General Manager.

LEGAL, ADMINISTRATION AND PUBLIC RELATION OFFICER

In TVS there is a Senior Legal Officer whose duty is to appear in all legal cases related to various SBUs before Consumer Court. Some cases are settled out of court and give maximum satisfaction to be problematic customer all over Kerala. Another duty is to the preparation of agreement mainly based on the new located places for various SBUs. Public relation duties such as arrangement of air and railway tickets for top executive, accommodation to the members and top officials, airport duty, management guests duty etc. RECEPTION This section is concerned with attending telephone calls, connecting calls to various departments and directing visitors to the designated positions or departments. CANTEEN FACILITY Canteen is provided within the company premises, which is run on contract. Basic food is provided to all employees at a very subsidized rate. SECURITY The security division of TVS is well managed. It controls the movement of menand vehicles. Separate gate passes are needed and it should be recorded in the register. They look into the arrival and departure of visitors and a separate register is kept for this purpose. SAFETY Safety section facilities safe work environment to the employees. The company follows all company provisions for safety. Safety posters and slogans are exhibited inside the company especially in the workplace.

STRUCTURE OF ADMINISTRATION DEPARTMENT

GENERAL MANAGER INFRASTRUCTURE

SENIOR OFFICER ADMINISTRATION

LEGAL OFFICER

BRANCH ADMINISTRATION PERSONNEL

DESPATCH

TELEPHONE OPERATOR RECEPTION

SECURITY

CLEANING

SUERVISOR

SUPERVISOR

STAFFS

STAFFS

FINANCE DEPARTMENT
TVS GROUP has a combined turnover of more than US$ billion. The TVS GROUP employs a total of around 25000. Charting a steady growth path of expansion and diversification, it currently comprises of 30 companies. These operate in diverse field that range from two wheeler and automotive dealership, finance and electronics. Uniting these multiple business is a common ethos of quality, customer service and social responsibility. In TVS the finance department is centralised. One executive controls the day to day financial activites of the organisation. FUNCTION 1. 2. 3. 4. 5. 6. Analysis of financial position and performance Financial control Identification of financial sources Internal audit Credit administration Payment collection of all departments

SWOT ANALYSIS
SWOT analysis is a strategic planning method used to evaluate the strength, weakness, opportunities, and threats involved in a project or in the business venture. It involves specifying the objective of the business venture or project and identifying the internal and external factors that are favourable and unfavourable to achieve that objective. STRENGTH Strong brand image. Organisation with a sound financial background. Organisation holding the ISO certificates. Organisation have a good customer relation. Organisation is located in an appropriate place. Working with a well-defined rules and regulations. Have a good communication flow chart. Have a good decision making system. Have a strong work force. Strong support from Information Technology. Holding a dynamic management. Well understanding for market condition. Harmonious relationship between employees and employer. There is a quick feedback system. There exists a good incentive policies and recruitment policy. Followed a good motivation policies.

WEAKNESS Lack of promotional activities related to sales. Have no contacts with customer who are situated in urban areas. The executive did not try for reaching in urban areas. The number of women employees are less. The recruitment for the employees is less compared to their work load ant the growth of the organisation. The employees have no time for relaxation because of the work load. All the employees did not enjoy all the benefits provided by the organisation.

OPPORTUNITIES The demand for the products are increasing day by day. Number of customers are there. Availability of good advertisement media will promote the sales. Availability of advanced and more skilled work force. Changes in the labour and tax regulations.

Investment in this sector is increasing. New export and import policies of the country helps the organisation. There is a better transportation infrastructure.

THREATS Increased competition from other brands and other dealers. Introduction of new brands. Changing policies of government.

FINDINGS
The brand image is good. There is a good communication and coordination among the departments. Majority of the employees have more than nine years of working experience in the organisation. The study reveals that the organisation maintains good industrial relationship. Majority of employees said that they dont want to leave the organisation, which shows that there is a good management terms in the organisation. Most of employees said that the work load is high for them. Almost all the employees are satisfied with the performance appraisal system in the organisation and the employees get enough appreciation from the management. Majority of the employees are satisfied with the benefits provided by the organisation.

SUGGESTIONS
Try to introduce promotional activities and decision for attracting customers in the rural areas. Improve the recreation facilities in the organisation, it will help to reduce the frustration of employees. Maximum utilisation of the brand image. Try to revise the performance appraisal system. Try to modify the existing incentives and benefits provided by the organisation.

BIBLIOGRAPHY
BOOKS RESEARCH METHODOLOGY : C.R. KOTHARAIVISWAPRAKASHAN PUBLISHING HUMAN RESOURCE MANAGEMENT : C.B. MAMORIA, S.V. GANKAR

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