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A GROUP ASSIGNMENT REPORT TO Develop an Induction Program for New Recruits (faculty members joining) BITS Pilani, Pilani Campus

By GROUP - 2 C.V.R.SRI HARSHA NEELESH PILLA S.SIVA NAGENDRA K.DINESH VENKAT NIKITHA ANNE 2014H149223P 2014H149262P 2014H149284P 2014H149229P 2014H149283P

Master of Business Administration

Birla Institute of Technology and Science – Pilani

CONTENTS
TOPIC 1. Introduction 2. Schedule and Implementation Details 3. Budget 4. Appendix 1(Checklist) 5. Appendix 2(Feedback Form) 6. Appendix 3(Map) 7. Conclusion PAGE No: 1 1 6 7 8 10 10

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014

INTRODUCTION: The Induction program for new recruits (30 faculty members joining) BITS Pilani, Pilani Campus has been designed so as to support their growth and professional development. It is scheduled for three days, each having four slots. The structure of the Induction Program follows a “10-Point Program”, which involves these 10 points as the integral part of Schedule and implementation details.  Introduction to BITS Pilani  Review of important policies and practices  Overview of benefits and services  Enrollment in benefit plan  Completion of various documents  Statement of employer expectations  Discussion of Organization programs  Introduction to co-workers  Tour of facilities  Support on the job SCHEDULE AND IMPLEMENTATION DETAILS: DAY1 (DD/MM/YYYY): FACULTY REGISTRATION PROGRAM:

TIMINGS 9.00AM-11.15 AM MORNING SLOT 11.30 AM-1.15 PM 1.15 PM-2.00 PM 2.00 PM-3.00 PM AFTERNOON SLOT 3.00PM-3.15 PM 3.15 PM-5.00 PM 11.15AM-11.30AM

DETAILS Faculty Registration Tea Break

VENUE LTC-5101 LTC Corridor

Presentation Session -1 Lunch Fun Activity Tea Break Presentation session -2 &Questionnaire

LTC-5101 Cafeteria behind Clock Tower Rotunda LTC Corridor LTC-5101

DETAILS:
Registration (session 1):  At this stage, all the original documents would be verified.  They have to fill up a registration form duly signed. © 2014 BITS Pilani 1

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014  There would be a photo session, for the issuance of ID card.  A checklist, map and handbook will be given to the new recruits. Presentation Session -1: There will be a ceremonial lighting of the lamp followed by a Sarawati Vandana performed by the Music Club to officially commence the Faculty Induction Program. There would be an introductory video of BITS, Pilani. This session would be addressed by the Dean, faculty affairs. The presentation will include details of organization and work environment. The details of the organization would include:     History of BITS and its organization structure Layout of the physical facilities provided The various academic programmes being offered Policies and procedures of BITS

The details of the work environment would include:       Disciplinary regulations Safety procedures Details of pay scales and paydays Dress code to be adhered Grievance handling Promotion and Career growth

Fun Activity: An interesting way for people to get to know one another is to learn about the geographical distribution of where people come from. People Map which is a fun activity would be conducted and induct them into the BITS culture. The instructions for People Map are given below:  Ask participants to create a human map, by standing to indicate where they consider home. Indicate North, East, South & West, then allow participants to position themselves to create a map.  Ask the person who is the furthest what their name is and where they come from. Proceed to ask each major cluster where they come from. In this process, participants may refine or improve their map. Presentation Session -2 & Questionnaire: This session will be resumed by Dean, Faculty Affairs. Details regarding work instruction will be covered which include:       Employee benefits Job location Job tasks Job objectives Academic calendar Handling Teaching assistants and Research scholars

© 2014 BITS Pilani 2

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014 This presentation would be followed by a questionnaire and interactive session. The existing faculty from various departments would be available, to answer specific queries.

DAY-2 (DD/MM/YYYY): FACULTY ORIENTATION PROGRAM

All the new faculties are requested to adhere to the schedule mentioned below.
TIMINGS 9.00AM-11.15 AM MORNING SLOT 11.15AM-11.30AM 11.30 AM-1.15 PM 1.15 PM-2.00 PM 2.00 PM-3.30 PM AFTERNOON SLOT 3.30PM-3.45 PM 3.45 PM-5.00 PM Tea Break Interaction with Department heads LTC Corridor LTC-5101 DETAILS IT systems Training Tea Break Behavioral Session Lunch Group Activity & Evaluation VENUE LTC-5101 LTC Corridor LTC-5101 Canteen behind Clock Tower LTC-5101

DETAILS: IT Systems Training: This program will be conducted by IT specialists/ Trainers from IPC division, to demonstrate usage and accessibility of various internal portals / sites like ID, NALANDA, web mail, lodging leave requests & approving leave requests, uploading student evaluative components, usage of ERP & PeopleSoft. Behavioral Session: This session includes imparting behavioral training to new recruits by way of delivering lectures on Motivation, Attitudes, Perception & Values etc., by famous Human Capital Trainer Dr. (Col.) G.S Ahlowalia, Spearhead Training Solutions. This session also tries to address various behavioral Group Activity & Evaluation This group activity session makes the new faculty recruits to undertake tasks like role plays, Devil’s Advocate etc., addresses the issue of Social Loafing, and promotes Group Cohesiveness and Socialization of new recruits. This will be conducted by members of faculty affairs division. This evaluation component seeks to ensure the new faculty recruits understand their roles and how they operate with other departments.

© 2014 BITS Pilani 3

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014 This includes evaluation parameter of Questionnaire pertaining to Job Guidelines, Policies, and Rules of institute. This will be conducted by Personnel Department/Faculty Affairs Dept. Interaction with Department Heads This session mainly focuses on providing interaction with senior faculty and respective department heads, including  One to One Coaching,  Discussion on latest research developments in their departments  Miscellaneous Q&A session. Contact List The below given contact list of VC, Director, Deans & HODs of all departments is provided to every new faculty who is attending FIP. Designation Vice chancellor Director Pilani Campus Dean AR planning Dean Admissions Dean Faculty Affairs Dean PS Dean WLIP Dean SWD Registrar Name Prof B.N.JAIN Prof G.RAGHURAMA Prof S.BALASUBRAMANIAM Prof AJIT PRATAP SINGH Prof R.MAHESH Prof NIRANJAN SWAIN Prof S.GURUNARAYANAN Prof ARYA KUMAR Prof M.M.S. ANAND Chamber 2101 2102 2103 2104 2105 2106 2107 2108 2109 Email-Id vc@bits-pilani.pilani.ac.in dpc@bits-pilani.pilani.ac.in dar@bits-pilani.pilani.ac.in da@bits-pilani.pilani.ac.in dfa@bits-pilani.pilani.ac.in dps@bits-pilani.pilani.ac.in dwlip@bitspilani.pilani.ac.in dswd@bitspilani.pilani.ac.in dr@bits-pilani.pilani.ac.in

Discipline chairs:
Designation HOD Chemical Engineering HOD Civil Engineering HOD Electrical & Electronics HOD Mechanical Engineering HOD Pharmacy HOD CS&IS HOD Biological Sciences HOD Chemistry HOD Economics & Finance HOD Management HOD Mathematics HOD Physics HOD Humanities & Languages Name Dr.SURESH GUPTA Prof MANOJ KUMAR Prof ANU GUPTA Prof K.S.SANGWAN Dr.H.R.JADHAV Prof NAVNEET GOYAL Prof JITENDAR PANWAR Prof S.K.SAHA Dr.A.SUDARSHAN Prof ANIL.K.BHAT Prof P.H.KESKAR Prof DEBASISH Prof GEETHA.B Chamber 3121 1121 1131 1101 3201 6066-H 3221 3101 2211 6068-G 6067-D 6069-F 2201 Email-Id hche@bitspilani.pilani.ac.in hce@bits-pilani.pilani.ac.in hee@bits-pilani.pilani.ac.in hme@bitspilani.pilani.ac.in hpr@bits-pilani.pilani.ac.in hci@bits-pilani.pilani.ac.in hbs@bits-pilani.pilani.ac.in hch@bits-pilani.pilani.ac.in hef@bits-pilani.pilani.ac.in hmg@bitspilani.pilani.ac.in hma@bitspilani.pilani.ac.in hph@bits-pilani.pilani.ac.in hhl@bits-pilani.pilani.ac.in

© 2014 BITS Pilani 4

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014

DAY 3 (DD/MM/YYYY):
SCHEDULE – TIMINGS 9.00AM-11.15 AM MORNING SLOT 11.30 AM-1.15 PM 1.15 PM-2.00 PM 2.00 PM-3.00 PM AFTERNOON SLOT 3.00PM-3.15 PM 3.15 PM-5.00 PM Tea Break Feedback Collection & Vote of Thanks LTC Corridor LTC - 5101 11.15AM-11.30AM DETAILS VENUE

Campus Tour Tea Break Interaction with Chief warden & students’ union Lunch Allotment of Duties & Issuance of I-Cards

NA LTC Corridor

LTC-5101 Cafeteria behind Clock Tower LTC - 5101

DETAILS: Campus Tour: All New recruits will gather at LTC – 5101 and then, they will be taken for a campus tour. The main motive of this is to make them familiarize with the campus. Interaction with chief warden & students’ union: There would a interactive session with the Chief warden & students’ union president to obtain a better insight on BITS, Pilani’s day to day affairs, Fests, and other supplementary issues. Allotment of Duties & Issuance of I-Cards: This session encompasses Allotment of duties, Staff quarters and distribution of I-Cards. Feedback Collection & Vote of Thanks: Feedback questionnaire would be given to all the new recruits, and the purpose being generation of inputs for improvement of Faculty Induction Program (FIP). With the Vote of thanks given by the FIP Cocoordinator, the FIP is thus concluded officially.

© 2014 BITS Pilani 5

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014 BUDGET: Food: Lunch- (No. of people * Price per Plate)* No. of days = (35*250)*3 = 26250 Tea/Coffee - ((No. of people* Price per cup)* No. of times)* No. of days = ((35*15)*2)*3 =3150 Snacks- Biscuits = 500 Samosa = 1050 Total Food Cost = 26250+3150+500+1050 = 30950 Stationery (Day 1): Cost of Registration Forms+Handbook+map+checklist+Note pad & pen= 100+1000+100+100+600 = 1900 Day 2: Remuneration & Travel expenses for Behavioral Trainer= 20000 Day 3: Mini Bus Hiring charges= 2500 Miscellaneous expenses (Administrative expenses) =4500

TOTAL BUDGET: Details Total Day 1 Total Day 2 Total Day 3 Total Proposed Expenses Expenses 13715 31815 14315 59845

© 2014 BITS Pilani 6

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014

APPEND1X 1:

CHECK LIST
Day 1:        Day 2:     Day 3:     Campus Tour Interaction with Chief warden & students’ Union Allotment of duties & Issuance of I-Card Feedback Collection & Vote of Thanks IT Systems Training Behavioral Session Group Activity & Evaluation Interaction with Departmental Heads Documents Verified Registration Photo Session Materials collected Presentation Session 1 People Map- Fun Activity Presentation Session 2 & Questionnaire

© 2014 BITS Pilani 7

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014

APPENDIX 2: INDUCTION EVALUATION QUESTIONNAIRE
Name of the Department:

Name of the participant:

Date:

Have you been introduced to your new colleagues, senior faculty and other members of top management during this induction program? Comments(if any):

YES  NO 

Do you think that our induction helped you understand your job roles & responsibilities, and performance standards? Comments(if any):

YES  NO 

Do you think appropriate policies and procedures important to your job (e.g. health and safety regulations, work processes, annual and public holiday leave entitlements and how to apply for annual leave, FOI/Data Protection) been shown to you and explained to you? Comments(if any):

YES  NO 

Do you think that this Faculty Induction Program provided you with valuable inputs to execute your tasks easily?

YES  NO 

Comments(if any):

If appropriate, have you been able to access training or courses related to your role and/or the University? If so, please list the courses you have attended as part of your induction:

YES  NO 

Do you feel there were any areas missing from your induction programme?

YES  NO 

If so, please list:

© 2014 BITS Pilani 8

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014

If there was one aspect of your induction that could be improved what would it be, and how might we improve it?

Are you satisfied with the facilities provided to you during this FIP?

YES  NO 

Is the Behavioural session useful for you?

YES  NO 

Comments(if any):

Did the inductors make the sessions interactive? Comments(if any):

YES  NO 

Any other comments:

Co-ordinator’s signature:

Date: Employee’s signature:

© 2014 BITS Pilani 9

BITS PILANI, Pilani Campus‐FACULTY INDUCTION PROGRAM‐2014

APPENDIX 3: MAP:

CONCLUSION: Thus, we furnish our recommendations for successful implementation of Faculty Induction Program (FIP), 2014 at BITS, Pilani. This report includes all necessary components required for the conduction of Induction program.

© 2014 BITS Pil

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...(For Course participants only) Reading Material & Work Book On Effective Noting & Drafting (Edited by Smt. Jayanthi Sriram, Asst.Director) GOVERNMENT OF INDIA INSTITUTE SECRETARIAT TRAINING & MANAGEMENT DEPARTMENT OF PERSONNEL & TRAINING ADMINISTRATIVE BLOCK, JNU CAMPUS (OLD) OLOF PALMS MARG, NEW DELHI-110067 TEL. 26105592 TELEFAX: 26104183 Revised - 2005 FORWARD In responsive administration it is obvious that the response has to be meaningful. Yet, it may not be effective unless the response time is optimised. This twin objective can be achieved through streamlining of the decision making process itself. In the Central Secretariat, as in other spheres of Government, contribution by all rungs of employees particularly by those at the cutting edge level, namely the Section Officers and Assistants, generally helps arriving at the right decision. Besides collection of information, such contributions are rendered through Noting & Drafting. Effective noting & drafting at every level, therefore, is a matter of prime concern. 2. To address this concern, we in ISTM have been according utmost importance to the inclusion of 'noting and drafting' as a subject in all our foundational and refresher Courses. Besides, focussed workshops on effective noting & drafting are also organised in large numbers. To help participants team effectively, the need for practical exercises cannot be overemphasised. Similarly,...

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