Web Based Recruitment System 5m1i2l

LBS Journal of Management & Research Year : 2007, Volume : 5, Issue : 1and2 Print ISSN : 0972-8031.

Integrated web-based system for recruitment and selection: Case study of Magnon solutions, India Chhabra Susheel* *Dr. Susheel Chhabra, Assistant Professor, Lal Bahadur Shastri Institute of Management, Delhi

Abstract Recruitment and selection process in software development organizations is a multifaceted task that involves technology parameters along with Human Resource (HR) aspects. The campus-recruitment process organized by software companies for thousands of candidates needs a web-based system on the Internet to integrate fragmented components of recruitment and selection. After studying the recruitment and selection process of fifty (50) software development organizations, paper suggests an integrated web-based solution. The solution is validated through a case study of Magnon Solutions, India. The software solution developed is an integrated web-based interface for conducting aptitude test, technical interview, HR interview and final interviews on the Internet. The system after minor modifications can be used for other software companies to save time and efforts of the recruitment teams. Top

Keywords Web-based system, Internet, software, software development organizations, Human Resource, recruitment and selection. Top

1. Introduction Web-based system is an interactive friendly environment that helps the s to do various activities on the Internet using Information and Communication Technologies (ICTs). Web-based systems can be categorized as communicationdriven, data-driven, document-driven, knowledge-driven, and model-driven (Sarkar and Petrova, 2005). A communication-driven system s more than one person working on a shared task; examples include integrated webbased tools like Microsoft's Net Meeting (http://msdn2.microsoft.com/en-us/library/ms709085.aspx), and Groove (http://office.microsoft.com/en-us/groove/default.aspx), etc. A data-driven system is based on access to and manipulation of company's internal and external data. A document-driven

system manages, retrieves and manipulates structured information in a variety of electronic formats. A knowledge-driven system provides specialized problem solving expertise stored as facts, rules, procedures, and in similar other structures. A model-driven system emphasizes access to and manipulation of statistical, financial, optimization, and simulation models. Model-driven systems use data and parameters for analyzing a situation ( Dssresources, n.d.). The system developed in this study is based on a document driven web-based system. The paper is structured as follows. First, the literature review to develop the document-driven web-based system is presented. Using the literature review, research methodology adopted, hypothesis tested and the web-based software solution is given. Finally, contributions of the study are presented in the conclusion section. Top

2. Literature Review 2.1. Web-based Systems in HR In Human Resource (HR), major areas benefited from web-based system are manpower planning, massive personnel assignment, resolving labor management disputes, and tracking critical human resources etc. (Eom, 2001). The application of this system is also found in asset management for job history, training and attrition rate ( Smadi, 2000). The major web-based systems currently available in the market include - IBM DB2 DWE (http://www.ibm.com/db2), MS SQL Server Business Intelligence (http://www.microsoft.com/sql/solutions/bi/default.mspx), etc. These systems help to develop HR applications in a web-based development platform. The human resource information systems available for recruitment and selection include HRIS from Klingasoft (http://www.kalingasoft.com/hris.htm), Applicants from Job Match, LLC (http://www.Iapplicants.com/), Hire Desk from Talent Technology (http://www.talenttech.com/), and CV Tracer from CV Tracer Software (http://www.cvtracer.com/), etc. While analyzing features of various web-based systems for recruitment and selection, it was observed that recruitment and selection module in HR software is available as a module consisting of short listing candidates on the basis of various predefined criteria to further call them for interview. This module does not integrate other facets of recruitment and selection such as aptitude test, technical interview, HR interview and final interview. Also, it is interesting to note that none of these systems contain recruitment and selection as a specific module for solving the problem of on-campus recruitment process. The mass on-campus recruitment process conducted by software companies has led to increase in cost, time, and efforts of recruitment teams. Keeping in view the need for developing an integrated web-based system for recruitment and selection, the research study was undertaken.

2.2. Recruitment and Selection Process in Software Companies Software companies are using four-phase recruitment and selection process: first phase, students are short listed on the

basis of aptitude test; second phase, they are short listed on the basis of technical interview; third phase, they are further short-listed on the basis of HR interview and the final stage is final interview. It was observed that even after rigorous recruitment process, the companies are not able to retain their employees for a longer period of time. Selection process plays an important role for the recruitment of right candidates. This helps to employ the professionals to have the required aptitude to align them with the work culture of the organization. The companies are trying to bring best work culture, but the selection of a right candidate for a job is necessary to reduce the employee's turnover. The HR policies of various software companies are given as under: HCL Technologies (http://www.hcltech.com/careers/), considers people as a backbone to achieve its long-term success.

Company recognizes human resource as a backbone of its long-term success and has consciously focused on increasing the value-add per employee. Company has given due importance to attract the best talent into the organization, continuously train, improve the skill set of these professionals, and help them perform in the most challenging assignments. It offers a unique experience to people through technology and process innovation. It breeds leaders to work for leaders. Hexaware Technologies (http://www.hexaware.com/careerhome.htm) slogan “Nothing is more important than finding the right

people and helping them grow with us” clearly depicts the importance, Hexware attaches to recruitment and selection. Infosys (https://careers.infosys.com/infyrms/infycareers/careers/lifeatinfosys.asp) is always looking out for talented, learnable individuals who are ambitious, who love challenges and who have a ion to excel at challenging and exciting work assignments. The company gives emphasis to continuous learning for professional and personal development for its employees. The fun place to work, synchronize with the company's business and growths, these are aspects of life at Infosys that describe what it is like to be an Infoscion (as it proudly call itself). TCS (http://www.tcs.com/careers/Careers.html) believes in offering much more than just a job; it strives to give its employees

a full-fledged career. Towards this end, it provides them with superior training and the opportunity to work in different industry and service practices on the latest technology platforms. While analyzing the recruitment and selection process of selected software companies, it was found that these companies are giving due importance to work culture, combining fun with work, long-term growth of employees, quality consciousness through various standards, and recruiting ambitious candidates. Apart from better work culture, companies are also following a planned approach in improving employee's domain expertise, involving them in emerging technologies and applying best practices. The companies are putting their best efforts in bringing best work culture, but are following a fragmented approach in recruitment and selection while arranging campus placements. The aptitude test is meant only to shortlist the candidates. Similarly, technical, HR, and final interviews have not been integrated. It is also a point to note that, keeping in view the shortage of time, very few structured technical and non-technical questions are being asked to judge the ability of candidates. Although, some companies are using automated approach in short-listing the candidates, the process is mostly based on

resume received from the career link of companies's web-sites. The number of companies involved in conducting online aptitude test and interviews are few in number. Also, scores obtained from these tests are not integrated with technical, HR and final interviews. It is clear from the above discussion that the recruitment and selection of a large number of candidates is a complex task which needs integration. The problem as mentioned above can be minimized if an integrated approach is followed so that scores of candidates in aptitude test, technical interview, HR interview and final interviews can be integrated.

2.3. Recruitment and Selection Process: Case of Magnon Solutions, India Magnon Solutions, India is one of the leading Internet and multimedia solutions providers in India. The organization is having a state-of-the-art development center at Delhi, and possesses extensive intellectual capital across the entire Internet services spectrum viz. web deg, web development, E-Commerce solutions, search engine optimization, content management systems, online branding solutions, web hosting services, domain registration, and Internet marketing. The company's recruitment and selection process involves on-campus as well as off-campus selection of large number of candidates in various colleges and universities across India. The mass recruitment process is time-extensive and requires lots of time as well as man-hours, and efforts to complete the process in a short duration of time. The aptitude test, technical interview, HR interview, and final interview are lengthy and are also not integrated. Currently, candidates interested to send resume, are required to fill a web-based form and their resume from Magnon solution's website. After posting the resume, the team based at Delhi, scrutinize resume on the bases of various parameters manually, and then conducts aptitude test, technical interview, HR interview, and final interview. Keeping in view the need of an integrated system for recruitment and selection, and to save time and efforts of the recruitment team, a web-based system is developed for the company. Top

3. Research Methodology The objectives of this research study include (1) to study the recruitment and selection process of software development organizations; and (2) to develop an integrated web-based software for Magnon Solutions as a case study. The primary survey was based on fifty (50) software development organizations from Delhi and NCR region. The number of companies studied in the Delhi and NCR region is given as under: The focused interviews were also conducted of HR Managers and candidates. Location

Delhi

No. of companies. 15

Gurgaon

15

Noida

20

Total

50 (Annexure-1)

The secondary survey includes analysis of job postings on the websites of the fifty (50) software companies chosen as well as information from job search sites, journals, andmagazines. A questionnaire was designed to solicit responses from HR Managers of selected software development organizations to validate the need to design and develop an integrated web-based system. Another objective of this questionnaire was to validate the types of structured questions to be asked in technical, HR, and final interviews. The questionnaire consisted of total twenty (20) questions. The questions related to interview process are given below in Table 1 The responses were obtained on a seven-point Likert scale, 1 being strongly disagree, and 7 strongly agree (1-strongly disagree, 2-disagree, 3-somewhat disagree, 4-neutral, 5-some what agree, 6-agree, and 7-strongly agree). One of the greatest challenges in collecting data for research was the creation and formatting of a questionnaire. In order to avoid misinterpretations in this endeavor, preliminary questionnaires were initially distributed to a pilot group of at least 10 subjects. These groups not only answered the questions, but also suggested changes in ambiguous points and in the ordering of questions. This process had a great impact on the original document, narrowing the scope of the questions and eliminating redundant and/or useless questions. This initiative solved problems of scale, the ordering of items and questions, as well as making it easier to fill out the questionnaire. The modified questionnaire was then submitted to a pre-test involving the same pilot group, in order to conduct initial data analysis. In this way, it was possible to estimate the sample size and whether the statistical tools to be applied complied with the research objectives.

3.1. Research Hypothesis The hypothesis proposed for the study are based on extensive secondary literature review as well as focused interviews with HR Managers of selected fifty (50) software companies. The null hypothesis proposed for the research study are given as under: A. To test the adequacy of existing system of recruitment and selection for a large number of candidates and the need to design an integrated web-based system. HI: Existing recruitment and selection system is adequate for the recruitment of large number of candidates. H2: An integrated web-based system is not required for the recruitment and selection process.

B. To test the validity of questions to be asked in technical, HR, and final interviews. Technical Interview H3: Technical interview questions are not suggested-> qualifying degree curriculum H4: Technical interview questions are not suggested -> programming language skills H5: Technical interview questions are not suggested -> problem solving ability H6: Technical interview questions are not suggested -> proj ect work H7: Technical interview questions are not suggested -> software Engineering HR Interview H8: HR interview questions are not suggested-> Extempore H9: HR interview questions are not suggested -> Previous job and suitability for the current assignments. H10: HR interview questions are not suggested -> Current affairs, temperament, and handling various work related situations H11: HR interview questions are not suggested -> Handling work pressure and stress for the job H12: HR interview questions are not suggested -> Strength and weaknesses of the candidate Final Interview H13 Final interview questions are not suggested ->Expected remuneration H14 Final interview questions are not suggested ->Candidate's growth prospects in athe company H15 Final interview questions are not suggested ->suitability of the candidate towards work culture and environment of the company. H16 Final interview questions are not suggested -> Overall temperament of the candidate for the job

3.2 Testing of Hypothesis The testing of hypothesis is based on mean values reported by instruments. The mean values of various responses are

given Table 2 as under: Testing of hypothesis related to adequacy of existing systems for recruitment and selection and the need to develop an integrated web-based system is given in Table 3 below: The mean values indicate the disagreement of null hypotheses (H1-H2). The mean values reported by the respondents are >5 at a 7 point scale (5-somewhat agree). Therefore, we can conclude the following: Existing recruitment and selection system is not adequate for the recruitment of large number of candidates. An integrated web-based system is required for the recruitment and selection process Testing of hypothesis related to types of questions to be asked in the technical & HR interview are given in Table 4 & 5 below. The mean values indicate the disagreement of null hypotheses (H3-H7). The mean values reported by the respondents are >5 at 7 point scale (5-somewhat agree). Hence all the questions suggested can be included in the technical interview. To test the validity of types of questions to be asked in the technical interview are given in Table 5 below. The mean values indicate the disagreement of null hypotheses (H8-H12). The mean values reported by the respondents are >5 at 7 point scale (5-somewhat agree). Hence all the questions suggested can be included in the HR interview. To test the validity of types of questions to be asked in the final interview are given in Table 6 below. The mean values indicate the disagreement of null hypotheses (H13-H14). The mean values reported by the respondents are >5 at 7 point scale (5-somewhat agree). Hence all the questions suggested can be included in the final interview. Top

4. Software Development The recruitment and selection process at Magnon Solutions is not integrated starting from the aptitude test, technical, HR and final interviews. Although candidates can submit their resume online through company's website, still all other processes of recruitment and selection are manual in nature. The documentation involved in the development of software was huge in nature involving software requirements specifications to analysis, design, coding, testing, and implementation phases. Keeping in view the paucity of space and understanding, only selected portion of development process has been covered in the following sections.

4.1. Software Requirements Specifications The objective of this phase was to identify and document company's requirements for a proposed system. The process

involved interviews, onsite observations, and study of recruitment manuals to understand the existing processes. From the available information, the Data Flow Diagrams (DFDs) were developed, refined and updated in an iterative fashion up to 4levels. A sample DFD is given in Figure-1 below: A detailed description of recruitment and selection process is given as under: Step 1: A candidate submits his/her profile online using a Career Form available in the career section of company's website. Step 2: HR Manager evaluates the Career Form and based on company's job and skill-set requirements, the candidate is selected or rejected and accordingly an e-mail is sent to the candidate. If the candidate is selected, the candidate is informed to take online test through the company's career section of the website. Step 3: An online aptitude test is conducted through the Company's website and the result is declared based on the minimum score specified. If a candidate scores the minimum ing marks, the candidate is informed to take the Technical Interview, otherwise his/her rejection is informed through an e-mail. Step 4: Experts at a specified location conducts the Technical Interview, during the interview process, the scores of the candidate of aptitude test is available to the experts online. The response of the candidate is submitted to the software online, while the interview is going on. If experts recommend the short-listing of candidate for the HR Interview, the candidate is informed to take the HR Interview, otherwise his/her rejection is informed through an e-mail. Step 5: Experts at a specified location conducts the HR Interview, during the interview process, the scores of the candidate's aptitude test and technical interview are available to the experts online. The responses of the candidate are submitted to the software online while the interview is going on. If experts recommend the short-listing of candidate for the final interview, the candidate is informed to take the final interview, otherwise his/her rejection is informed through an e-mail. Step 6: The Senior Management at specified locations conducts the final interview; during the interview process; the scores of the candidate of aptitude test, technical and HR interviews are available to the Senior Management online. The responses of the candidates are submitted to the software online while the interview is going on. If Senior Management recommends the final selection, the candidate is informed through an e-mail.

4.2. Development Platform Software has been developed and tested in a web-based windows-based platform, which involves Active Server Pages (ASPs), VB Script, Front Page, and SQL Server. The functionality of various modules of the system is given below:

4.3. Software Modules 4.3.1. Career Form's Module A candidate visits the career section of the company's website and submits a Career Form ( Figure 2).

4.3.2. Authentication module Candidates, HR Manager, and experts are required to using assigned IDs and s. After verification of name and , s can enter into their respective sections.

4.3.3. HR Manager's Module HR Manager can view resume of the candidates. The manager can shortlist the candidates for the further recruitment process. The candidates' profiles are available online for view and also separately under different titles like selected, rejected, withheld, forwarded and new. Profiles can also be deleted and modified as per requirements. An e-mail is sent if a candidate is short-listed for the aptitude test (Figure 3).

4.3.4. Aptitude Test module The aptitude is having a clock set for taking the examination. When candidate starts the test, the clock begins, and after the expiry of allotted time period, the test ends and scores of the test are submitted automatically. The output is available online to the experts at the time of interviews (Figure 4).

4.3.5 The Interview When the candidate is scheduled for the interview, the experts are able to see the resume of the candidates and aptitude test scores on the screen. After conducting the interview, the experts are able to post the . There is a provision, before starting the interview, experts can also view the previous scores of the candidates.

4.3.6. Technical Interview

There are two in the technical interview team. Each member is supposed to be having a laptop. The are required to using their IDs and s. When they enter into the technical interview page, they select the candidate's ID for whom the interview is scheduled. The score of the aptitude test is available online. Based on major technical parameters given, the expert(s) asks questions from the candidate. The marks are entered online while the interview is going on. Experts submit the forms and result is displayed on the screen (Figure 5).

4.3.7. HR Interview There are two in the HR Interview . Each one is supposed to be having a laptop. The are required to using their IDs and s. When they enter into the HR interview module, they select the candidate's ID, for whom the interview is scheduled. The score of the aptitude test and technical interview is available online. Based on the basic HR parameters given in the form, the expert(s) asks questions from the candidate. The marks are entered online while the interview is going on. The expert submits the form and the result is displayed on the screen ( Figure 6).

4.3.8. Final Interview There is a single member in the final interview. The member will be having a laptop. The member is required to using his/her ID and . When he/she enters into the final interview page, he/she selects the candidate's ID whose interview is scheduled. The score of the Aptitude Test, Technical Interview, and HR Interview are available online. Based on the final interview parameters, the expert(s) asks questions from the candidate. The marks are entered online while the interview is going on. The expert submits the form. The result is displayed on the screen (Figure 7). If the candidate is selected in the final interview, he/she is informed through an automated e-mail from the HR Manager's Module (Figure 8). Top

5. Conclusion The web-based system developed provides an integrated interface for conducting aptitude test, technical interview, HR interview and final interview. The system in the initial stage has been found to be successful to save time and efforts of the recruitment team. The software has been developed in a web-based environment, therefore, recruitment and selection can be conducted anywhere, anytime on the Internet. The software with minor modifications can be used for other software development organizations. Top

Figures figure 1:  Data Flow Diagram (DFD) of recruitment and selection process

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figure 2:  Career form

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figure 3:  HR Manager's Module

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figure 4:  Aptitude test module

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figure 5:  Technical Interview Module

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figure 6:  HR Interview Module

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figure 7:  Final Interview Module

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figure 8:  HR Manager's Module

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Tables Table 1:  Types of questions related to interview process

Questions - technical interview Qualifying degree curriculum Programming language skills Problem solving ability Project work Software Engineering Questions - HR interview Extempore Previous job and suitability for the current assignments Current affairs, temperament, and handling various work related situations. Handling work pressure and stress for the job Strength and weaknesses of the candidate Questions - Final interview Expected remuneration Candidate's growth prospects in the company

Suitability of the candidate towards work culture and environment of the company Candidate's loyalty towards company Overall temperament of the candidate for the job Source: Questionnaire as per Annexure-2 Top Back

Table 2:  Mean values of various responses

Response(s)

Mean Value(s)

Adequacy of existing system and need to develop an integrated web-based system Existing recruitment and selection system is not adequate for the recruitment of large number of

6.60

candidates. An integrated web-based system is required for the recruitment and selection process.

6.76

Questions suggested for technical interview Qualifying degree curriculum

6.30

Programming language skills

6.52

Problem solving ability

6.58

Project work

5.76

Software Engineering

5.76

Questions suggested for HR interview Extempore

6.42

Previous job and suitability for the current assignments

5.92

Current affairs, temperament, and handling various work related situations.

6.40

Handling work pressure and stress for the job

6.48

Strength and weaknesses of the candidate

5.64

Questions suggested for Final interview Expected remuneration

5.80

Candidate's growth prospects in the company

6.36

Suitability of the candidate towards work culture and environment of the company

5.70

Candidate's loyalty towards company

6.30

Overall temperament of the candidate for the job

5.72

Source: Computed from the questionnaire Top Back

Table 3:  Testing of hypothesis

# Mean Existing recruitment and selection system is not adequate for the recruitment of large number of candidates.

H1 6.60

An integrated web-based system is required for the recruitment and selection process.

H2 6.76

Source: As per Table 2, Note: df=49 Top Back

Table 4:  Testing of hypothesis: technical interview

#

Mean

Technical interview questions suggested-> Qualifying degree curriculum

H3

6.30

Technical interview questions suggested -> Programming language skills

H4

6.52

Technical interview questions suggested -> Problem solving ability

H5

6.58

Technical interview questions suggested -> Project work

H6

5.76

Technical interview questions suggested -> Software Engineering

H7

5.76

Source: As per Table 2, Note: df=49 Top Back

Table 5:  Testing of hypothesis: HR interview

Null Hypothesis

# Mean

HR interview questions suggested-> Extempore

H8 6.42

HR interview questions suggested -> Previous job and suitability for the current assignments.

H9 5.92

HR interview questions suggested -> Current affairs, temperament, and handling various work related

H10 6.40

situations HR interview questions suggested -> Handling work pressure & stress for the job

H11 6.48

HR interview questions suggested -> Strength and weaknesses of the candidate

H12 5.64

Source: As per Table 2, Note: df=49 Top Back

Table 6:  Testing of hypothesis: final interview

Null Hypothesis

# Mean

Final interview questions suggested-> Expected remuneration

H13 5.80

Final interview questions suggested -> Candidate's growth prospects in the company

H14 6.36

Final interview questions suggested -> Suitability of the candidate towards work culture and environment of

H15 5.70

the company Final interview questions suggested -> Candidate's loyalty towards company

H16 6.30

Final interview questions suggested -> Overall temperament of the candidate for the job

H17 5.72

Source: As per Table 2, Note: df=49 Top Back

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Annexure I

List of Software Companies Delhi (15)

Noida (20)

• Aithent Technologies Pvt Ltd.

• Adobe Systems India Pvt. Ltd.

• Akal Information Systems Ltd.

• AgreeYa Solutions (India) Pvt. Ltd.

• Bharti Tele SoftLtd.

• All e Technologies (P) Ltd.

• Cisco Systems (India) Pvt. Ltd.

• Birlasoft Limited

• CMC Limited

• Cadence Design Systems India Pvt. Ltd.

• CyberQ Consulting Pvt. Ltd.

• Conexant Systems Pvt. Ltd.

• e-enable Technologies Pvt. Ltd.

• GrapeCity India Pvt. Ltd.

• TCS

• HCL Technologies Ltd.

• IBILT Technologies

• Infogain India (P) Ltd.

• Mindfire Solutions

• Interra Information Technologies (India) Pvt. Ltd.

• NAGSOFT Solutions Private Limited

• Iridium Interactive

• Newgen Software Technologies Ltd.

• JK Technosoft Ltd.

• OKS Span Tech Pvt. Ltd.

• Momentum Technologies

• Tata Infotech

• Motherson Sumi Infotech & Designs Ltd.

• Value One

• Network Programs (India) Ltd. • Nucleus Software Exports Ltd.

Gurgaon (15)

• Perot Systems TSI (India) Ltd.

• Agilent Technologies (International)

• RMSI Pvt. Ltd.

• Annik Systems Pvt. Ltd.

• Safenet

• Daffodil Software Ltd.

• XANSA India Ltd.

• Hughes Systique India Pvt. Ltd. • IBM India Ltd. • Interglobe Technologies Pvt. Ltd. • Keane India Ltd. • Nagarro • RBS India Development Centre (P) Ltd. • Sapient Corporation Pvt. Ltd. • SC A Technologies India Pvt. Ltd.

• Summit Information Technologies Ltd. • Sun Life India Service Centre Pvt. Ltd. • CLC Technologies • Telserra India Pvt. Ltd.

Annexure-2 Integrated Web-based System for Recruitment and Selection: Case Study of Magnon Solutions, India