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INDUCTION
AND DETAILED ORIENTATION PLAN FOR THE NEW ENTRANTS AT CAVINKARE
1.1
INTRODUCTION Induction
is the most important phase for a new entrant. It has the most
significant impact on the individuals’ career in the Organization.
During induction, Organizations can create lasting impressions on
individuals. A good, well-organised induction has positive effects on
the individual and results in faster settlement in the job. Positive
experiences in a new environment create a sense of homeliness for the
individual which results in feeling of warmth and acceptance.
Individuals start contributing to their position form day-one if
accommodated in the right state. 1.2
OBJECTIVES OF INDUCTION The
general and the specific objectives of the Induction cum detailed
Orientation program are as follows --- 1.2.1
General Objectives (towards fulfilling Induction) Ÿ
To make the new entrant feel comfortable with the company
on the first day. Ÿ
To brief the new entrant on
Company’s culture and provide necessary understanding of Corporate
History, Vision, Goals, and Values and Beliefs of the Organization. Ÿ
To provide information on the
CavinKare Brands, and Market Share. Ÿ
To introduce the new comer to people
working in various departments and also to familiarise with the
functions and processes of various departments and their
interrelationship. Ÿ
To orient the new entrant on the
appraisal system followed in the Company. Ÿ
To provide an overview of the
activities carried out by Group Companies and
SBU’s. Ÿ
To brief the new entrant on the
Training Initiatives. Ÿ
To equip the new entrant with the HR
Policies and Rules of the company. Ÿ
To inform the new entrant about the
different sources of information in the company such as Cavinville, Buzz.Com, e-mails ...etc. Ÿ
To inform the new entrants on the
events happening in the Company such as CavinKare-Day,
Sports Events, etc. Ÿ
To educate the new entrant on
company’s “Energy Conservation” initiatives, such as Telephone
Project, Power Project ...etc., Ÿ
To educate the new entrant on how to
spell “Cavin” , Telephone
etiquette, usage of e-mail etc. Ÿ
To educate the new entrant on Five S
Concepts, Proactiveness and Speed. 1.2.2
Specific Objective (towards fulfilling detailed Orientation) Ÿ
To make the new entrant understand his/her Role and the
importance / significance of the position in the Organization. Ÿ
To make new entrant understand the
responsibility and authority of the position. Ÿ
To make new entrant understand the
job requirements of the position. Ÿ
To make new entrant understand the
departments with whom the he/she has to interact with. Ÿ
To ensure sound understanding of the
work flow process. 2.1
STRUCTURE AND SEQUENCE OF INDUCTION General
Induction and detailed Orientation imparted to new entrants will vary
depending upon the position, and the function they join. The induction
and detailed Orientation schedule is subject to the discretion of
management. The basic structure is given below.
2.1.3
Individuals Joining at Regions (Commercial Department)
2.1.4 Individuals
Joining at Regions (Field Force)
2.2
CONTENTS AND SEQUENCE OF INDUCTION
2.2.1
Sequence of General Induction
--- Ÿ
Company History Ÿ
Corporate Profile Ÿ
Company’s Structure Ÿ
Company’s Goal , Vision, Values
& Beliefs Ÿ
Departments Ÿ
Brands Ÿ
SBU’s / Group Companies Ÿ
Employee Related policies -- ü
Insurance Schemes -- Group Policies ü
Company Loans/Schemes and Advances ü
Birthday and Marriage Gift Schemes ü
Leave Rules / Card Ÿ
Commonly used words Ÿ
Appraisal practices Ÿ
Training Initiatives Ÿ
Sources of Information Ÿ
Energy Conservation Initiatives 2.2.2
Sequence of Detailed Orientation
--- Ÿ
Definition of the Position, Role,
Responsibilities & Authority in the Organization Ÿ
Job requirements Ÿ
Key Result Activities Ÿ
Related departments
2.2.3
Additional inputs for FIELD FORCE Ÿ
Structure of Sales Function Ÿ
Sales Process / Distributional
Channel / C&FA Operations / Terminologies Ÿ
Roles & Responsibilities Ÿ
Product Knowledge Ÿ
Managing RS / SS / Sub S ü
Definitions / Roles &
Responsibilities / Appointments Details ü
RS
Investments & Infrastructure / ROI Calculation Ÿ
Market Expansion and Penetration Ÿ
Sales Kit Ÿ
Merchandising Ÿ
Product Launch activities Ÿ
Managing RSSM Ÿ
Reporting Systems Ÿ
Essentials for claim processing Ÿ
Incentive Schemes Ÿ
General litigation rules &
regulations Ÿ
Transfer rules Ÿ
Policy on Deptor’s Management (for
RM/AM/Regl Admn Manager 3.1
PROCEDURE FOR INDUCTION AND ORIENTATION (HO/R&D) 3.1.1
General Guidelines -- The
following are some of the general guidelines to be adhered while
developing
the program. Ÿ
All new entrants joining CKPL will
be taken through the General Induction and Detailed Orientation program,
immediately after the recruitment. Ÿ
All new comer will be taken through
the induction CBT (Computer Based Training). Ÿ
Induction Kit will be given to all
new entrants Ÿ
All new entrants will be required to
fill up the exercises in the Work-Book. Ÿ
At the end of departmental induction
the concerned dept head will go through the observations recorded in the
Work Book. He will then attest the work book and answer the queries
raised by the inductee. Ÿ
The Dept.Heads will decide and
depute a person from the department for imparting induction. Ÿ Induction Checklist will be updated and maintained by HRD. 3.1.2
Instructions to Inductors
-- The following are some of the
instruction for Inductors to be followed during Induction. Ÿ
Inductors up-to the level of
Sr.Managers, and Marketing Managers will be responsible for
imparting functional related information to the inductees. In case of
their absence/inability somebody from the department will be nominated
for the same. Ÿ
Inductors at the level of GM, VP and
above are mainly required to have a personal level interaction with the
new comer and can brief the inductee on the evolution, growth and
future of CavinKare, or share company’s culture, vision etc.
depending upon the need of the individual.
3.1.3
Individuals joining at Head Office and R&D Induction
and detailed Orientation for new entrants joining at Corporate Office
and R&D will be initiated, designed, and coordinated by HRD. While
preparing the comprehensive Induction cum Orientation program focus will
be more on -- areas of relevance, coverage of contents, and the sequence
of departmental visits. Detailed brief on the following topics/areas
will be addressed by HRD. HRD
would also initiate the detailed orientation program, and will be
designed on the basis of individual’s requirement for faster
understanding of the job. The Orientation will be carried out in other
departments relevant to the individuals’ job. A workbook has also been
specially developed for the new entrants. This work book contains key
questions on all topics covered during induction. The new entrant will
be required to find answers for all the questions during the induction
cum orientation. The work book will also be used for recording key
observations and the questions arising during their visit to other
departments. The work books, at the end of induction/orientation in
every department will be analysed by the concerned dept Head and also
attested. Answers will be checked against errors, and answers to queries
by the new entrant will also be provided by the Head. The broad coverage
of the Orientation program would be --- Ÿ
Definition of the Position; Role, Responsibilities &
Authority in the Organization; Job requirements; Key Result Areas; and
Related departments 3.2
PROCEDURE FOR INDUCTION AND ORIENTATION (COMMERCIAL/SALES) 3.2.1
Individuals joining at Regions (Commercial Department) Induction
and detailed Orientation for new entrants joining at Regions for
positions namely --- Assistants, and Commercial Officers will be
initiated and designed by Regional / RAM / Area Managers. Induction and
orientation program for the positions -- RAM’s and Area Managers
will be designed and coordinated by HRD at HO. Regions
will use the specially developed CBT (Computer Based Training) for
Induction purpose. The Induction CBT contains information on the
following subjects --- Company
History; Corporate Profile; Company’s Structure; Company’s Goal,
Vision, Values & Beliefs; Group Companies; Employee Related policies
-- such as Insurance Schemes, Group Policies, Company Loans / Schemes
and Advances; Birthday and Marriage Gift Schemes; Leave Rules; Commonly
used words; Sources of Information; and the Energy Conservation
Initiatives taken-up by the Company. Apart from these the Regional
Managers will also ensure that information on Appraisal practices;
Training Initiatives are provided to the new entrants. As
mentioned earlier the workbook which has been specially developed for
the new entrants will be used to find answers for all the questions
during the induction cum orientation, and also for recording key
observations and the questions. Unlike the new entrants in HO, the work
books, at the end of induction/orientation, will be analysed by the
concerned RM/AM/CM for errors and will be answered and attested. The
same then will be forwarded to HRD. The
detailed Orientation program for the position of Assistants, and
Commercial Officers will be designed by the Regional/RAM/Area Managers,
on the basis of individual requirements for the job. The Orientation
program would include --- Definition of the Position; Role,
Responsibilities & Authority in the Organization; Job requirements;
and Key Result Areas. As
stated earlier the detailed orientation for individuals joining in
positions -- Regl.Admn Managers and Area Managers will be conducted at
HO. 3.2.2
Individuals joining at Regions (AM level) Induction
cum Orientation program for Area Managers will be designed by HRD at HO,
for the duration as stated in section 2.1 above. The necessary field
orientation will also become a part of the plan developed by HRD.
Details on the Induction & Orientation for Territory Sales Officer
has been dealt separately and is presented as in the next section (3.3).
3.3
Individuals joining at Regions (as Territory Sales Officer)
3.3.1
General Guidelines -- The
Induction for Territory Sales Officer will be carefully and specially
designed by the concerned RM/AM. The following are some of the general
guidelines to be adhered while developing
the program - Ÿ
All the Territory Sales Officers
joining CKPL will be taken through the General Induction and detailed
Orientation program, immediately after recruiting. Ÿ
All Induction and orientation
activities will be conducted ONLY at the Regional Office. Ÿ
Only after equipping the new comer
with the basics selling practices of CavinKare they will be sent to
field for field orientation. Ÿ
In no case the initial induction
will be conducted at the TSO territory. Ÿ
All new comer will be taken through
the induction CBT. Ÿ
Induction Kit will be given to all
new entrants Ÿ
All new entrants will be required to
fill up the exercises in the Work-Book. Ÿ
At the end of induction the RM/RAM/CM
will go through the observations recorded in the Work Book. He will then
attest the work book and answer the queries raised by the inductee. Ÿ
Induction Checklist will be updated
and maintained by CM.
Following are the contents for Induction and detailed Orientation
Program for TSOs. 3.3.2
General Induction --- The contents for the same are available in
the induction CBT. Company
History; Corporate Profile; Company’s Structure; Company’s Goal,
Vision, Values & Beliefs; Group Companies Activities; Employee
Related policies -- such as Insurance Schemes, Group Policies, Company
Loans / Schemes and Advances; Birthday and Marriage Gift Schemes; Leave
Rules; Proactiveness and Speed / Five S Concepts /
Commonly used words; Sources of Information; and the Energy
Conservation Initiatives taken-up by the Company. Apart from these the
Regional Managers will also ensure that information on Appraisal
practices; Training Initiatives are provided to the new entrants. 3.3.3
Detailed Orientation --- Ÿ
Structure of Sales Function
- Reporting hierarchy / Roles
- Key process in Company roles Ÿ
Sales Process / Distributional
Channel / C&FA Operations / Terminologies
- About Company brands - Growth plan - Visions - history
- TPU’s their importance
- Flow of stock
- Companies various business - set ups.
- Basic terminologies in Sales & definition in CKPL concepts
A) Sales, Delivery and closing stock
B) Pricing - How to calculate schemes and tax structure
C) Reports - JC Reports S & D.
(Collection, Invoice, Money collection, systems, O/d, O/s, super
stockists, sub stockists etc.) Ÿ
Roles & Responsibilities -
Role of TSO in building image of Company - Do’s and Don’ts
- Importance -
Examples of situation and action Ÿ
Product Knowledge Ÿ
Managing RS / SS / Sub Stockists -
Definitions / Roles & Responsibilities / Appointments Details -
RS Investments & Infrastructure / ROI Calculation Ÿ
Market Expansion and Penetration
- Basic out classification
- Outlet expansion
- Documentation
- Area Planning - Outlet wise
- Infrastructure
- Different components and Logic
- Route rationalisation
- Stock Monitors, WSSOR,
- Meeting with range selling etc.
- Sales Audit
- Tour Planning, Allowances etc. Ÿ
Sales Kit Ÿ
Merchandising
- POS Collateral, cost & workings, Display Importance Ÿ
Product Launch activities
- Preparation
- Planning - route, period, placement.
- Implementation (Reports, Monitoring , Invoicing etc.) Ÿ
Managing RSSM
- RS Salesman training and Importance. Ÿ
Reporting Systems Ÿ
Essentials for claim processing Ÿ
Incentive Schemes Ÿ
General litigation rules &
regulations Ÿ
Transfer rules 3.3.4
Contents of the Sales Kit -- Ÿ
Brochures on Product / Brands Ÿ
Copies of the following : ü
Daily Sales Report ü
WSSORS ü
WSR ü
JC Secondary Reports Ÿ
Outlet list Ÿ
Calculator 4.1
Induction Kit An
Induction Kit has been prepared to be given to all the new entrants on
the day of joining. The kit consists of the following items. 1.
Induction Folder 2.
Induction Manual 3.
Work Book 4.
Blank Visiting Cards 5.
Gift Hamper 6.
Company Diary 7.
Writing Pad 10.
SR Manual* 11.
Product Manual* 12.
Sales Kit* 13.
Personal data forms & Statutory forms 14.
Leave Card 15.
Performance Appraisal form (*Only
for Field Force) 5.1
ACTIVITIES TO BE UNDERTAKEN DURING INDUCTION 5.1.1
At HO (Upto Officer Level) --- Following
are the activities to be undertaken at Corporate Office during the
induction . HRD Officer at Training Wing will be responsible for the
same. 1.
Display Welcome Notice / Inform others thorough mail or Letter 2.
Welcome the New Comer 3.
Provide the Induction Kit 4.
Explain the Forms to be filled 5.
Play the Induction CD ( Ensure the entire CD is viewed) 6.
Spend time to explain the values and clarify doubts 7.
Introduce all the FHs and Other members in the Corporate Office 8.
Collect all the forms with the certificates and send it to HRD
9. Check the work Book. 1.
Prepare schedule. 2.
Organise a One day visit to all the TPUs / PIPL and Cavin Plastics. 3.
Display Welcome Notice / Inform others thorough mail or Letter 4.
Welcome the New Comer 5.
Provide the Induction Kit 6.
Explain the Forms to be filled 7.
Play the Induction CD ( Ensure the entire CD is viewed) 8.
Spend time to explain the values and clarify doubts 9.
Introduce all the FHs and Other members in the Corporate Office 10.
Collect all the forms with the certificates and send it to HRD 11.
Enure that the new comer follows the schedule.
12. Check the work Book. 6.1
ACTIVITIES TO BE UNDERTAKEN AT REGIONS Following
are the activities to be carried out the regions for Induction programs.
Commercial Manager of the respective region will be responsible for the
same.--- 1.
Prepare a schedule 2.
Display Welcome Notice / Inform others thorough mail or Letter 3.
Welcome the New Comer 4.
Provide the Induction Kit (Refer
point 4.1) 5.
Explain the Forms to be filled 6.
Play the Induction CD (Ensure the entire CD is viewed) 7.
Spend time to explain the values and clarify doubts 8.
Introduce all members in the Office 9.
Collect all the forms with the certificates and send it to HRD
10. Check the Work Book and pass it on to HRD. 7.1
INDUCTION CUM ORIENTATION SYLLABUS 7.1.1
Sales & Distribution: Functional
skills Sales
Terminologies Sales
Hierarchy Channel
of operations Journey
cycle Meetings C&F
and its responsibilities Supply
chain Management Relationship
between Commercial and Sales Understanding
Geographical areas in terms of sales Sales
Incentive plans Product
Launches - Procedures
Future Plans - Goals 7.1.2
Administration: Brief
on Functions and responsibilities Purchase,
Maintenance and disposal of Company assets Company
assets issue/handed over Procedures
for travel booking Communication
link with Regional Offices in terms of responsibilities Procedure
for getting visiting cards/Company stationary Procedure
for opting Company Leased accommodation Car
Loan/Vehicle Loan Eligibility rules and regulations Distribution
of Diaries/calendars Other
activities done by Admin Department 7.1.3
Finance & Accounts: Payment
of Salaries and Tax deduction at source Co-ordination
with Statutory audit and tax audit Providing
information on sales tax rate changes Co-ordination
with Audit Activities
at MIS Insurance
etc.
7.1.4
Corporate Communications: How
Corp.com managing media relations? How
Corp.com is planning and managing all internal communication programs? Various
Functions of Corporate Communication which results in Corporate image /
managing reputation Issues
related to framing up of Corporate Identity Corporate
web sites, Internal Communications and Idea Center How
employee can contribute to Corp. Communications with procedures. How
Corporate Communications differ from Media and Marketing Departments? 7.1.5
International Business: Focus
on Overall Business - Export Products Developing
Brands in Export Market 7.1.6
Foods : Focus
on Overall Business - Food Products Developing
Brands 7.1.7
Information Systems: Objective
of the Department SAP/Ramco
Implementation and its usage for customers How
to get e-mail address from the systems Department?
Basic concepts of Systems
Training
Legal / Illegal Softwares
7.1.8
Legal & Secretarial: Objectives
of the Department Various
Roles in Inter departmental activities How
it helps protects our products under “Intellectual Property rights” Role
in Group Functions Handling
Customer Complaints 7.1.9
Marketing Department: Main
Functions of the Department Brands
available and its penetration level at different areas Product
Category - Who takes care of which brand? Product
Variants / Scheme offers Brand
contents and How it is advantageous when comparing other brands In
case of damage/poor quality who has to contact Marketing
Future plans & present strategies for facing the problem Interrelationship
with Media, Marketing and
Sourcing Department? Co-ordination
between Marketing Agencies? Handling
Customer Complaints 7.1.10
Market Research: How
Market Research helpful for an employee? How
it is helpful for analysing the data compilation? Tools
and Techniques used Market Research As
an TSO, How I can helpful to give the information on Brands? Relationship
between Marketing and Market Research Future
Plans of Market Research Handling
Customer Complaints 7.1.11
Research & Development: Major
Sub Functions and Concern Incharge Main
Objectives of R & D Different
Disciplines & Product focus Product
Evolving Process Interrelationship
with Marketing and Sourcing Handling
Customer Complaints Future
Plans 7.1.12
Sourcing Department: What
are the Major sub functions and Persons in charge? Importance
of Production Planning & Logistics What
is the role in Exports Division? Procurement
of Materials & Costing Role
of Packaging Development Role
of Quality Control Interrelationship
with Marketing and R & D Details
about CavinKonnect How
Sourcing ensures the product quality in terms of selection of TPU and
packaging. How
it ensures the right quality of products? How
it links with other related departments? 7.1.13
HRD Department: What
are the sub functions and persons incharge? What
are the employee welfare policies? Details
about Payroll Processing..... Procedures
for claiming entitlements How
are manpower requirements handled? How
are employees nominated for training programmes? How
the CavinKare Performance Appraisal system functions?
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