THE RECRUITMENT PROCESS OF DAI DONG TIEN CORPORATION

Human Resources Management provides expertise in managing change, facilitating training and development; recruitment, selection and employee relations; pensions and benefits; communicati

THE RECRUITMENT PROCESS

OF DAI DONG TIEN CORPORATION

CAPSTONE PROJECT REPORT

HO CHI MINH CITY 2013

Group No.: 2

Tran Trieu Hoang Oanh

Vu Thi Thanh Chung Nguyen Thi Thanh Kieu Supervisor:

Mr Nguyen Minh Triet

ANDREWS UNIVERSITY GRIGGS UNIVERSITY

GLOBAL ADVANCED BACHELOR OF BUSINESS

ADMINISTRATION PROGRAM

CAPSTONE PROJECT REPORT

THE RECRUITMENT PROCESS

OF DAI DONG TIEN CORPORATION

Group No.: 2 Tran Trieu Hoang Oanh

Vu Thi Thanh Chung Nguyen Thi Thanh Kieu Supervisor:

Mr Nguyen Minh Triet

Class: GaBBA SP0109

HO CHI MINH CITY

ABSTRACT

This BBA capstone project is prepared by three senior students of Griggs-Andrew University as a report for our graduation in July It is included a brief description of Dai Dong Tien - the company where one member of our group is currently doing her internship, the main topic, knowledge of literature review (definitions mostly) that is related to our topic, and our recommendations/comments for the studied issues which we mention in this project

Nowadays, no matter how big or small the company is, employees play an important role in developing and maintaining the success of that company Therefore, one of the typical questions for all business people is that “How can we find a good source of employees?”, and also it is a hot topic which many organizations concern about because the number of fierce competitions are increasing day by day Since the Human resources (HR) department is established as a tool for managing and motivating employees, it can be an answer for the question above

Human Resources Management provides expertise in managing change, facilitating training and development; recruitment, selection and employee relations; pensions and benefits; communicating with employees However, our group believes that the most significant function which can decide the value of HR department is based on Recruitment process

Recruitment process involves a systematic procedure from sourcing the candidates to arranging and conducting the interviews Different companies have different styles of recruitment process, but they all have a same purpose which is to find the suitable employees for their companies

In this report, we choose Human resources management as the project field and our main topic is “The recruitment process of Dai Dong Tien Corporation” The reason we choose this topic is our group wants to have an actual recruitment process overview (main steps of recruiting, problems and solutions, roles of recruitment ) In addition, we think that

a successful Recruitment process is very necessary for every kind of business so through this capstone project, we hope not only we can have a better understanding about HR management, but also we will be more confident for building our future career

Furthermore, I am sincerely and heartily grateful to my advisors, Mr Nguyen Thanh Tung and Mr Nguyen Duc Minh, Human Resources Staff, for the support and guidance they showed me throughout my research I am sure it would have not been possible without their help

I would also like to thank the staff of Human Resources Department for their help in collecting the data With their patience and openness they created an enjoyable working environment

Special thanks should be given to Mr Nguyen Minh Triet, my professor, for his professional guidance He helped Group 2 a lot by proper guidance, effective comments and with a good support It is a great pleasure to thank Mr Triet who helped Group 2 writes the research successfully

At last Group 2 would like to dedicate my concluding words to Griggs-Andrew University to allow us to do this interesting internship and everyone involved in this special research

Sincerely,

STATEMENT OF AUTHORSHIP

PROJECT FIELD: Human resources management

PROJECT TOPIC: “The recruitment process of Dai Dong Tien Corporation”

SUBMITTED TO: Academic affair office of Griggs – Andrew University

Statement by the Responsible or Principal Authors:

We confirm that all the work presented in this BBA capstone project has been performed and interpreted solely by ourselves except the content of Literature review Also we commit that this work is submitted in partial fulfillment for the BBA degree of Griggs – Andrew University and has not been submitted elsewhere in any other form for the fulfillment of any other degree or qualification

Word Count: 6903 words

Date:

Signature:

ORGANIZATIONAL CONTACT INFORMATION

1 Date of Application : February 18th, 2013

2 Organization Name: Dai Dong Tien Corporation

3 Organization Address: 216 Tan Thanh Street, Ward 15, District 5, HCM City

4 Organization Website: www.daidongtien.com.vn

5 Project Liaison Name: Tran Trieu Hoang Oanh

Vu Thi Thanh Chung Nguyen Thi Thanh Kieu

6 Project Liaison Title: Human Resources Staff

7 Project Liaison Email: ngoisaomayman15_1@yahoo.com

vuthanhchung.vttc@gmail.comkieubmt2000@yahoo.com

CAN THO BRANCH

114 3/2 Street, Ward Hung Loi, District Ninh Kieu, Can Tho City, VietNam

TABLE OF CONTENTS

ABSTRACT i

ACKNOWLEDGEMENT ii

STATEMENT OF AUTHORSHIP iii

ORGANIZATIONAL CONTACT INFORMATION iv

TABLE OF CONTENTS v

LIST OF APPENDICES vi

1 ORGANIZATION DESCRIPTION 1

1.1 Organizational history 1

1.2 Organizational Structure 2

1.3 Scope of work 3

1.4 Vision & Mission 3

1.5 SWOT analysis 4

2 HUMAN RESOURCE DEPARTMENT DESCRIPTION OF DAI DONG TIEN 5

2.1 Department structure .5

2.2 Department functions 5

3 LITERATURE REVIEW 7

3.1.Research methodology 7

3.2 Definition 7

4 RECRUITMENT PROCESS OF DAI DONG TIEN CORPORATION 12

4.1 Recruitment process of Dai Dong Tien 12

4.2 Elements influence the recruitment process 18

4.3 Recruitment problems and possible solutions 21

5 CONCLUSION 27

REFERENCES 28

APPENDICES 29

4 BM-QD30-01B - LSX01: EMPLOYEE RECRUITMENT PLAN

5 BM-QD30-02 - LSX01: EMPLOYEE REQUIREMENT FORM

6 BM-QD30-03 - LSX01: PERSONAL INFORMATION FORM

7 BM-QD30-04 - LSX01: INTERVIEW AND EVALUATION EMPLOYMENT

FORM

8 BM-QD30-05 - LSX01: STAFF RECEIVING ANNOUNCEMENT

9 BM-QD30-06 - LSX01: PROBATIONARY EMPLOYEE PERFORMANCE

EVALUATION

10 BM-QD30-07 - LSX01: EMPLOYEE TRANSFER APPLICATION

11 BM-QD30-08 - LSX01: INTERNAL EMPLOYEE TRANSFER APPLICATION

12 BM-QD30-09 - LSX01-01: LEAVING EMPLOYMENT FORM

13 BM-QD30-10 - LSX01: APPRENTICESHIP CONTRACT

1 ORGANIZATION DESCRIPTION

1.1 Organizational history

 1983: Company was a small workshop, specialized in making ball-pen From 1st

January 1983, Dai Dong Tien was established as a small business enterprise specialized in manufacturing plastic house wares

 1992: The first mill was built and located at 241B Tan Hoa Dong Street, District 6,

Ho Chi Minh City which is now known as "The mill 2" branch

 1997: Mr Trinh Dong, (the founder) started to reconstruct the way Dai Dong Tien

was operating to be more effective and efficient 17th March 1997: The small enterprise was transformed into Dai Dong Tien Plastic Co., Ltd

 1999: The second, larger factory was located at 948 Huong Lo 2 Street, Binh Tan

District, Ho Chi Minh City, for a bigger manufacturing capacity

 2000: The Company succeeded in controlling quality systematically and thus, we

became the first company ever in Vietnam achieved ISO 9002:1994 standard, certified by QUACERT & QMS

 2001: Dai Dong Tien opened its first branch in Da Nang, one of the main cities, and

representative of the company in the middle part of Vietnam This marked the first step of Dai Dong Tien becoming a national brand The previous ISO standard was upgraded to a better, more modern version: ISO 9001:2000

 2006: After the first branch in Da Nang, Company continued to open the second one

in Can Tho, which represented the company in the South-middle area in Vietnam

 2007: 1st January 2007: Dai Dong Tien Joint Stock Company was established and

changes its name as Dai Dong Tien Corporation This was one of the most remarkable years in the company's development history

This was also the year of presenting oneself in the North with Ha Noi branch

March 2007: The Company achieved The Third Labor Medal, rewarded by the President of Vietnam

 2008: 26th Jun 2008: Company succeeded in applying Nano-Silver technology

(anti-bacteria technology) in manufacturing food-related plastic products These products were branded as SINA, the brand of modern lifestyle, health and nutrition

1.2 Organizational Structure

Figure 1.2.1: Organizational Structure of Dai Dong Tien Corporation

(Source: From source document of Dai Dong Tien Corporation)

Chief Executive Officer

Board of supervisorShareholders

Board of directors

1.3 Scope of work

Nowadays, Dai Dong Tien products become familiar not only towards consumers in domestic market throughout its wide distribution system from the North to the South of Vietnam, but also towards international agents in more than 20 countries such as Australia, Japan, US and EU Branding Dai Dong Tien name, the variety of plastic products from food containers, household products to industrial ones become the symbol of commitment of prestige, high quality and competitive price

Main product lines of the Company include:

o DDT-Home : Plastic Household Products

o G.I.P : General Industrial Products

o FoodPAK : Plastic Food Containers

o SINA: Anti-bacterial Plastic Food Containers

o NICE: High-class Household Products

1.4 Vision and Mission

- Vision

Every employee of Dai Dong Tien Corporation is dedicated to transforming Dai Dong Tien Corporation into a global brand by offering products which are of high value, consistent quality, creative design and timely distribution

- Mission

Corporate Social Responsibility

Environment Protection Community Development Local Welfare

1.5 SWOT analysis

STRENGTHS

₋ Strong brand image

₋ Focuses on annual training

₋ Highly qualified worker

₋ Modern machines and equipments

₋ Good conditions working

₋ The company deploys ERP software

systems to manage the information of

organization (Enterprise resource

planning is the systems integrate

internal and external management of

information across an entire

₋ National and foreign markets have a lot

of opportunities for the development

₋ Plastic industry with high growth

₋ Expand factory scale

Chief Executive Officer

2 HUMAN RESOURCE DEPARTMENT DESCRIPTION OF DAI DONG TIEN 2.1 Department structure

Figure 2.1.1: Human Resources Department Structure of Dai Dong Tien Corporation

(Source: From source document of Dai Dong Tien Corporation)

2.2 Department functions

Human Resources Department will play an important role in ensuring company can hiring the best possible talent, develop and manage the human resources There are some functions

of Dai Dong Tien Corporation:

Director of Human Resources and

Administrative

Chief Administrative Officer Chief Human Resources Officer

Staff Recruitment and Training

Staff Salaries

Staff Regulations Policy

- Human Resources Department perform human resource planning, recruitment and selection the employees to achieve requirements, demands and strategies of company

o Preparation the annual recruitment plan according to require of company and the relevant department It involves the planning for the future, finding out the number of employees that the company need in the future and what types of skills should they possess

o Signing the labor contracts for probationary employees

o Managing and keeping record and curriculum vitae of employee

o Managing the quality and quantity of employees within the company

o Human Resource Department plays a role in link between the employees and the manager

- Human Resources Department organizes and coordinates with other department to manage and training

o Evaluating the training results

o Creating the training programs for new employees such as company history, policies and labor regulations

o Providing the regular training and development programs to improve the efficiency level of the employees

- Organization and management personnel throughout the company, such as:

o Providing the human resources meeting the Company’s annual business production goals

o Managing the vacation, holidays, days off and leave of absence of employees

- Developing the regulations on salaries, welfare and reward to motivate employee and implementation of policy for labor

- Executing the policies, regulations and instructions of Board of Managers

- Research, edit and submits to superior the regulations of company, building up the organizational structure of the company

3 LITERATURE REVIEW

3.1 Research methodology

In this capstone project, we use both qualitative (company’s reports) and quantitative (company’s charts) research method to analyze problems and evaluate solutions for the Recruitment process of Dai Dong Tien

For Qualitative research method, we use participant observations, theories and available documents of Dai Dong Tien as data collection Base on these things, we have completed the Dai Dong Tien Recruitment process with 10 different steps

For Quantitative research method, we use some statistics and available numbers of the company to point out the internal and external elements that influence Dai Dong Tien recruitment process

3.2 Definition

3.2.1 What is recruitment?

The recruitment is the major function of the human resource department, and it is the activity that links the employers and the job seekers A few definitions of recruitment such as: “Recruitment is the process of searching the candidates for employment and stimulating them to apply for jobs in the organization.”

Edwin B.Flippo

“It is the process of finding and attracting capable applicants for the employment The process begins when new recruits are sought and ends when their applicants are submitted The result is a pool of applicants from which new employees are selected”

Business Dictionary

In addition, depending on the size and culture of the organization, recruitment can be made in-house by managers, human resource generalists, or recruitment specialists Alternatively parts of all of the process might be undertaken by either public employment agencies, or commercial recruitment agencies, or specialist search consultancies

3.2.2 Recruitment process chart

Recruitment process is the first step towards creating the competitive strength and the strategic advantage for the organizations The stages of Recruitment process are variable, depending on many different factors of a company such as size, type of business, budget for recruitment, or nature of position needed

A typical Recruitment process chart:

• To identify vacancy:

The recruitment process begins when the human resource department receives requisitions for recruitment from any departments of the company

• To prepare the job description and person specification:

₋ Job description: giving information about the purpose of a job, where the job fits into the organization structure, the main accountabilities and responsibilities of the job, and the key tasks to be performed

₋ Person specification: the requirements that a job holder needs to be able to perform the job satisfactorily such as education, qualifications, training or experience…

• To advertise the vacancy:

Depending on the company policies, information of position needed will be advertised

by many different channels (newspapers, magazines, websites, flyers )

• To manage the response:

Prepare job description and person specification

RECRUITMENT PROCESS

Identify vacancy

Conducting interview and

decision making

Human resource department is responsible for managing all the response from the candidates and receiving job application/Curriculum Vitae

• Conducting interview and decision making:

Depending on the company policies, interviews will be undertaken by many ways then the interviewer (or board of directors) can decide who will be chosen for the vacancy

3.2.3 Purposes of recruitment process

The recruitment process has several goals:

• Increasing the ability to attract and encourage new employees:

Through recruitment process, the organization can create job opportunities for candidates, especially who have multi dimensional skills and experiences that suit the present and future organizational strategies

• Finding the best talents in the job market:

This is the most important objective because the recruitment process can create a talent pool of candidates to enable the selection of best candidates for the organization

• Managing the recruitment sources:

Recruitment process helps to manage the source of candidates by categorizing their abilities and experiences; the better the candidates are, the higher quality job candidates can

be hired and vice versa

• Building the internal recruitment process:

The external recruitment is not the only goal of the recruitment process Building a strong internal recruitment helps the organization to keep the best talents because the employees have a chance to apply for a new job position, and change their career path

• Building the strong HR Marketing platform:

Not only recruitment process can build a positive brand name, but also promote the job opportunities and excellent career paths to attract both experts and university graduates

• Transfers:

Transfer means a change in the place of employment without any change in the position, status, salary and responsibility of the employee Therefore, the vacancy can be filled by transferring a suitable candidate from this department to another in the same organization

• Internal Advertisements:

It means the vacancy is advertised within the organization The existing employees are asked to apply for the vacancy Therefore, recruitment is done from within the organization

• Retired Managers:

Sometimes, retired managers may be recalled for a short period This case happens when the organization cannot find a suitable candidate

• Recall from Long Leave:

The organization may recall a manager who has gone on a long leave This is used when the organization faces a problem which can only be solved by that particular manager After he solves the problem, his leave is extended

• Employee recommendation:

Employees in the organization are asked to recommend other people for jobs Since the employee is aware of the working conditions inside the company, he/she will have the ability to suggest people who can meet the job requirements

3.2.4.2.External Recruiting

Recruitment candidates from all other sources which are outside of the organization can be known as the external sources, such as:

• Management Consultants:

Management consultants are used for selecting higher-level staff They act as a representative of the employer, and make all the necessary arrangements for recruitment and selection In return for their services, they take a service charge or commission

• Public Advertisements:

The Human Resource department of a company advertises the vacancy in newspapers, magazines or internet, etc This advertisement gives information about the company, the job and the required qualities of the candidate This source is the most popular source of recruitment

• Campus Recruitment:

The organization conducts interviews in the campuses of Management institutes and Engineering Colleges Final year students, who're soon to get graduate, are interviewed Suitable candidates are selected by the organization based on their academic record, communication skills, intelligence, etc

4 RECRUITMENT PROCESS OF DAI DONG TIEN CORPORATION

4.1.Recruitment process of Dai Dong Tien

Ordinal

Documents – Dossiers

comes from requirements of meeting the Company’s annual business production goals or guidelines from the Board of Directors

- Unit's head

-Annual business production development norms -HR plan

 Periodically: Unit's head creates annual HR plan (of unit), annual HR recruitment plan (of unit), submits to immediate superior to be signed, and sends to the HR Department before Nov 30 every year

 When there are unexpected needs or before 30 days in accordance with the annual HR recruitment plan, unit's head makes a HR supplementation petition, submits to immediate superior to be considered, and sends to the HR Department (attaching Job description of vacancy; questions and answers

-Unit's head, Immediate superior of unit's head

01A

BM-QD30 Job description (description

of job requirements for the needed vacancy) -Questions, answers, test BM-QD30-02

Annual HR

demand (of unit)

Check

&

approve

of the test if not sent previously)

b The HR Department:

 Making a synthesis of annual

HR plans (of the Company), synthesis of annual HR recruitment plans (of the Company), submitting to the Director General to be ratified before Dec 15 every year

 Checking and approving HR supplementation requirements

- The HR Department

- Director of

HR department

- General Director

01B

01B

 Sending approved annual HR plans, recruitment plans to relevant unit’s heads for implementation

 Reporting approval results of

HR supplementation petitions to unit’s heads

 Selecting HR supply sources for units

 Making announcement/

recruitment advertisements

HR Department Manager

01A BM-QD30-01B

BM-QD30-BM-QD30-02

-Recruitment announcement -(Or)

Recruitment advertisement

Recruitment

announcement

3  Receiving, checking the

completeness and validity of submitted applications

 Guidding candidates to fill in the personal information sheet (according to the form)

 Selecting dossiers which is capable of meeting requirements

of recruitment standards

 Directly contacting candidates (by email/ phone…) to reach an agreement on the time of preliminary interview

Staff of the

HR Department BM-QD30-03

 Pursuant to candidate’s salary proposal, comparing the conformity with the Company's salary scale Talking to the candidate about working time and working conditions

 If meeting requirements, forwarding the dossier to unit’s head to carry out interviewing

b Recruiting unit’s head:

Interviewing and evaluating the

-The HR Department

BM-QD30-04

-Issued job description

Reject the dossier

Receive and select the dossier

Job application

Organize the

interview

Preliminary interview

Interview

appropriateness of candidates’

professional capabilities comparing with actual demands

at the unit Recording reviews (pass / fail) on candidate questionnaires and sending the results to the HR Department to

be monitored

-Unit’s head BM-QD30-04

requirements, The HR Department submits the dossier

to the Director General for consideration and decision

 The Director General carries out interviewing - specifically decides recruitment results for factory heads, deputy heads or equivalence or higher (if necessary)

 According to the Director General’s decision, the HR Department makes a staff recruitment announcement, submits to the Director General

to be signed, and forwards to relevant unit’s head

HR Department Manager

The Director General

HR Department Manager

Selected candidate dossier

Approve

to begin the probation

Welcome new employees

dossiers (if the any recruitment dossier is incomplete or invalid)

 Making staff cards Distributing uniforms Disseminating training time, official work take-over time to new employees

 The first day when employees take over the work: The HR Department generally introduces about establishment history and development of the Company, internal labor regulations, labor agreements, regulations and policies for the Company's employees,

HR Department Manager

New staff training dossier

- In the first month when employees take over the work: The

HR Department organizes for employees to take part in the ISO 9001:2008 general instruction class

New employees have already attended the class sign on the integration instruction confirmation form for certification

BM-QD21-03

technicians, management levels:

Unit’s head creates probation program, submits to immediate superior to be approved, forwards

to the HR Department within 2 days after recruiting new staff

Unit’s head

BM-QD21-04

Guide to integrate

Probation program

* For workers, executive staff:

Unit’s head creates new staff training program according to each job title, submits to immediate superior to be approved, sets a basis for the training process and forwards to the HR Department to

 Guiding new staff to integrate

with the working environment

 Monitoring and evaluating staff

during the probation period:

+ If not meeting the requirements, recording on the probation staff evaluation form and staff return petition, forwarding to the HR Department

+ In case of requesting to transfer new staff, making internal transfer petition, forwarding to the HR Department

 3 days before the probation period ends:

+ Asking the probation staff to

Unit’s head Relevant individuals

BM-QD30-06 BM-QD30-07

BM-QD30-08

-End of probation report (if necessary)

BM-QD30-06

Apprenticeship program

Evaluate the probation - apprenticeship

Officially approve to recruit

submit the probation process report (if necessary)

+ Making probation staff evaluation form, forwarding to the HR Department

The HR Department: Receiving results, considering and submitting

to the Director General for decision (if necessary)

BM-QD30-09 -End of probation report (if necessary)

 Creating a contract in accordance with provisions of

the current Labor Code

 Forwarding dossiers, guiding

new staff to sign the contract

 The Director General Approving and signing the labor contract, officially recruiting HR

Department

The Director General

Labor contract

Labor, Invalids and Social Affairs

 Updating and storing relevant dossiers

- The HR Department -Recruiting unit’s head

(Source: From source document of Dai Dong Tien Corporation)

4.2.Elements influence the recruitment process

The recruitment process of company is affected and governed by a mix of various internal

and external factors

 The internal factors affecting recruitment process are:

 Human resource planning

Register with the Bureau of Labor, Invalids and Social

Effective human resource planning helps in determining the number of employees to be recruited and what skills they must have

 Recruitment policy

The recruitment policy of the firm also affects the recruitment process The recruitment policy of Dai Dong Tien specifies the goals of recruitment and provides a framework for implementation of recruitment program

 Size of firm

The size of the firm is an important factor in recruitment process If Dai Dong Tien Corporation is planning to increase the operations and expand the business, the firm will think of hiring more personnel

Figure 4.2.1: Internal factors affecting recruitment process

Internal factors affecting recruitment process

(Source: From source document of Dai Dong Tien Corporation)

The chart gives information about the internal factors affecting recruitment process of Dai Dong Tien Corporation From the chart, we can see that human resource planning (45%) is the most affect on recruitment process than recruitment policy (35%) and size of firm (15%)

 The external factors affecting recruitment process are:

 Job quality, pay and benefits

Jobs having good salary, benefits, working condition, promotion and career development opportunities can attract the potential candidates