REPORT

of the

Organizational Structure Training at

Manjilas Group Of Companies, Thrissur

SUBMITTED TO

CHRIST UNIVERSITY, BANGALORE

As a part of the partial fulfillment of the requirement

for the award of the degree of

MASTER OF BUSINESS ADMINISTRATIONPeriod of Study

Submitted By

16th April 16th May

VISHNU RAJ RAJUACKNOWLEDGEMENTFirst of all, I am thankful to the God almighty for all his blessings throughout my life with a light and that helped me do this project in a better manner. I wish to express my deep sense of gratitude to Prof. Lakshmi Iyer, Professor in Christ University; Bangalore, for her valuable support.

I would like to express my heartfelt thanks to the Management, Mr. Stanly,Mrs. Sreedevi Suresh, Mr. Sojan, Ms Deepi, Manjilas Group for their guidance and directions throughout this training, entire staff members of Human Resource Department, Administrative Department and other staff members of Manjilas Group Of Companies, Thrissur, for giving me a privilege to conduct the Training Report work in their esteemed Organization.

I am also thankful to my family members and friends for their constant support and encouragement.1

INTRODUCTION

Objectives of the study

Scope

Research methodology

Limitations of the study

2

COMPANY PROFILE

History

Milestones

Vision

Industry profile

Mission

Quality policy

Objectives

Competitors

Companies under Manjilas Group

3

PRODUCTS AND DEPARTMENTS

Departments

Profile of products

4

ORGANISATION STRUCTURE AND FUNCTIONS OF DIFFERENT DEPARTMENTS

Production

Purchase

Finance and accounting

Sales and marketing

R&D

Quality control

Customer care

Media and design

Human resource

5

KEY FEATURES

KRAs

SWOT Analysis

Significant features of success

Future plans for growth

Further recommendations

INTRODUCTION

1. INTRODUCTION TO THE STUDYOrganizational studyis the examination of how individuals construct organizational structures, processes, and practices and how these, in turn, shape social relations and create institutions that ultimately influence people,organizational studies comprise different areas that deal with the different aspects of the organizations, many of the approaches arefunctionalistbutcritical researchalso provide alternative frame for understanding in the field.1.1. OBJECTIVES OF THE STUDYThe overall objective is to conduct a study on organizational structure of Manjilas Group of companies. The following are the specific objectives of the study.

To understand about the functional areas of a company especially a FMCG.

To understand the organization structure of Manjilas.

To understand the product(s) profile of Manjilas.

To familiarize the common business practices and processes.

To understand the changes and developments in the economy.

To relate theory to practical.

1.2. SCOPE OF THE STUDY:With an increasing entry of new companies, information of newer technologies and changing economies, the world of business, especially in an FMCG, is changing very rapidly. This organization study in Manjilas group of companies exposes to the practical side of the business enterprise. This study helps to understand the history, structure, activity and the products of the company and its contribution to the industry and economy. This study exposes to various departments associated with the organization and various business practices followed in an enterprise. 1.4. RESEARCH METHODOLOGY:

SOURCES OF DATA:

Primary data:

Primary data which will be generated from an investigation with the help of interaction with the concerned departments which will be administered personal talks with the employees.

Secondary data:

The source of secondary data may be internal or external to the organization such as data collected from books, magazines, journals, internet and other related sources.

1.5. LIMITATIONS OF STUDY The findings need not be always conclusive but indicative.

As the study was conducted during a short period, so a detailed study of all the functions in the organization could not be completed within this period. The company authorities could not disclose matters relating to some functional areas. Hence some areas could not be studied extensively.

COMPANY PROFILE

HISTORY OF THE ORGANISATION:

Manjilas rice saga began from the humble environs of Thrissur rice bazar. It was here late Sri. M O John started his rice vending outlet in the year 1959. He was a visionary who brought about a great revolution in the rice industry. He was the founder general secretary of the Vypari Vyavasai Ekopana Samithi, an association of the business community of Kerala. He was also the president of the Chamber of Commerce, Thrissur.

Manjilas Food products was founded in the year 1995 to meet the changing eating habits of the people and has successfully catered to the taste and appetite of the consumers ever since.

As of today Manjilas has 5 main units which are Manjilas Food tech., Manjilas Agro Foods ltd, Qone food products, Quetwo Food products, M O John Exports ltd and has become the first ISO 9001:2000 certified rice mill in Kerala. The company is also certified with ISO 9002 and ISO 22000.

Two generations of experience and strong R&D department and special development kitchen has helped to launch many innovative products under the brand name DOUBLE HORSE, giving novelty to the customers taste and appetite.

Double Horse has its reach all across India as well as Middle East, Europe and Australia

MILE STONES Manjilas is the first Modern Rice Mill.

The First Rice Mill introduced Branded Rice in Kerala.

First Rice Mill which has introduced Sortex Machine First Rice Mill which has received ISO 9000-2000 certified Rice Mill in Kerala. Good Food for all is the thought inspired by its founder Late Shri M.O. John, led the Company into greater heights supported by its valued customers. As todays life style has changed tremendously, there has been a wide change in the eating habits of people. Keeping those aspects in mind, Manjilas Group have entered to cater the changing tastes of consumers. VISION

To be the leader in the Food Industry, offering the widest variety of high quality food products that become a way of life for all those who love good food across the globe. Literally, to become a leader in the global instant food category and indispensable part of every Malayalee household across the entire globe.

A family enterprise that has flourished under the administration two generation of entrepreneurs. Ever since its inception in 1959, Manjilas has remained steadfast to its unswerving commitment to keep alive the rich traditions of Kerala cuisine redolent with a multitude of flavours and fragrances imbibed from all category of population. It is with great deal of pride that they look back upon the trail that Double Horse has blazed in the instant foods category. Their commitment to their customers and their pioneering efforts have indeed paid fruitful dividend and today, they look to the future with eagerness. In keeping with the fast change in functions and fundamentals of their business, they proudly present their new corporate vision to reiterate to the world, their keen focus on innovation, expansion and success.COMPANY LOGO

INDUSTRY PROFILE:The Indian Agricultural and Food industry is on the brink of a revolution that will modernize the entire food chain as the total food production in India is likely to double in the next 10 years. Food processing is a large sector that covers activities such as agriculture, horticulture, plantation, animal husbandry and fisheries. The food processing sector is critical to Indias development, for it establishes a linkage between Industry and Agriculture. It has also emerged as one of the major drivers of economic growth. It is significant to identify that while the GDP growth rate increased from 3.5 per cent in 2010-11 to 9 per cent in 2014-15, the food processing sector has grown from 7 per cent to 13 per cent during the same period. The food processing industry in India is one of the biggest in terms of production, growth, consumption and export. Presently, most of the people would like to consume healthier and tasty food in ready to eat form, in order to reduce the cost of time and work. Increased urbanization, improved standard of living and the convenience needs of dual income families spot to major market potentialities in the food processing sector. This is also evident from the presence of several global food giants and leading Indian industrial enterprises in the countries food processing sector such as: Nestle India Ltd, Cadburys India Ltd, Kellogg India, Hindustan Lever Ltd, ITC-Agro, Godrej foods and MTR foods Ltd.Besides in the current globalized era, our surplus food production as well as increasing preference for Indian food in several regions of the world needs to be leveraged to achieve economic and strategic objectives through exports.

Kerala is bestowed with the best of what nature has to offer. The state of Kerala in the Indian union is characterized by number of significant socio economic, industrial and political peculiarities. In spite of these favorable features, there exists high scope for further advancement in respect of industrial development in general and rural development in particular, given the current economic problems viz, high incidence of poverty, high rate of unemployment, fiscal crisis of the state government, informal nature of agriculture and industrial operations and acute infrastructural shortages.

Among the leading commercial and industrial centres of India Kerala offers conducive environment for setting up any industry. Prominent sectors in Kerala are information technology, tourism, agro based business including food processing, readymade garments, ayurvedic medicines, mining, marine products, light engineering etc.The key sectors in Kerala according to their contribution to the state GDP are rubber, coir, tourism, food processing and chemicals and fertilisers.

There are around 1560 food processing units in Kerala alone. These processed units operate mainly in the small scale sector. Kerala is rich in coconut, spices, fruits, vegetables, sea food and processed foods. The spices, pickles and the marine products are the major food product export from Kerala. The state could emerge as plantation based food products exporter through value addition. Its share in the countrys total food products export is almost 20 per cent despite the limited size of landmass. Two thirds of Keralas export income comes from processed food. The food processing sector in the state commands nearly Rs 8500 crores in exports and has a potential to become Rs 30, 000 crore worth industry.

Food processing industry (FPI) is significant to the Kerala economy on account of its contribution to the food requirements. Assessment of the FPI in the perspective of Kerala economy has employment orientation too. Kerala with its industrial paucity offers very little for huge industrial establishments. FPI which is highly labour intensive is suitable to be organised in the small-scale sector. FPI which is termed as the sunrise sector is expected to attract phenomenal investment-capital, human, technological and financial. For a successful food processing sector various aspects such as quality control, quality systems and quality assurance, the constituents of total quality management should function in a horizontal fashion. On the basis of the above mentioned facts we can summaries that, food processing sector has the potential to make the growth sustainable and more inclusive. The importance of the sector is further enhanced by the fact that over 70 per cent of the population depends on agricultural activities for livelihood.

The government has, therefore, been focusing on commercialisation and value addition to agricultural produce; minimise pre/post harvest wastage, generating employment export growth in this sector through a number of regulatory and fiscal incentives. With changing foods consumption pattern, processed food which are convenient, hygienic and of consistent quality are set to grow in value.

MISSIONTo Come Out With A Wide Variety Of Innovative Food Products That Combines Health, Taste And Convenience, So As To Make Cooking Good Food Fun And Easy.QUALITY POLICY

Manjilas is committed to give total satisfaction to their customers through continuous improvement of products, processes and distribution.OBJECTIVES OF THE COMPANY

To provide quality products at reasonable price. To provide customer satisfaction

To implement new technologies

To make available rice products globally To increase the market share

To enhance the annual turnover of the company.

COMPETITORS OF THE COMPANY Nirapara

Eastern

Pavizham

Elite

Sevana

Kaula

COMPANIES UNDER THE GROUP1. Manjilas Food Tech. Pvt. Ltd., Kottekkad, Thrissur and Vannamada, Palakkad

2. Manjilas Agro Foods Pvt. Ltd., Cheramangalam, Palakkad and Naripotta, Palakkad

3. Q One Foods and Ingredients Pvt. Ltd., QueTwo Foods and Ingredients , Unjuvelampetti, Pollachi, Tamil Nadu

4. M.O. John & Sons (Exports), Kolangattukara, Thrissur.

PRODUCTS AND DEPARTMENTSDEPARTMENTS 1. Production2. Quality Control

3. Research & Development

4. Purchase

5. Sales & Marketing6. Warehouse

7. Finance and Accounts8. Costing9. HR and Administration

10. Marketing Support Service

11. Customer Care

12. I T

13. Logistics

14. Engineering

15. Media & Designs

PROFILES OF PRODUCTS AND SERVICES:

Manjilas started off with Rice vending outlet 56 years ago, Today Double Horse offers its customers the widest variety of good food with more than 10 superior types of rice and 100 premium quality food products in different ranges.

It has always stayed a market leader with introduction of Rice products almost 35 years into the finding of the company and later moving on to Wheat products, Masalas, Pickles, health products and instant food products. The latest in the series being the Retort products which was a result of efforts of the R&D kitchen.With more than 100 products to offer, Double horse has become an inevitable name in the malayali house hold.

Following are the complete list of products from Double Horse.

Rice

Rose Matta

Cherumani

Jyothi Matta

Red Raw Rice

Matta Broken

Ponni Rice

Single Matta

Jaya Rice

Idli Rice

Raw Rice Meals

Ghee Rice

B.T.Meal

Jeerakasala Rice Rice Products

Easy Palappam Mix

Appam Idiyappam Pathiri Rice Flour

Aval Thick

Dosa Mix

White Rice Flour

Idly Mix

Roasted Pathiri Flour

Palappam Mix

Vattayappam Mix

Red Aval

White Aval

Thick Aval

Puttupodi

White Puttu Podi

Samba Wheat Puttu Podi

Chemba Puttu Podi

Ragi Puttu Podi

Corn Puttu Podi Wheat Product

Chakki Fresh Atta

Samba Broken Wheat

Broken Wheat

Wheat Rava

Samba Wheat Rava

Roasted Rava

Vermicelli Roasted (Short Cut)

Long Vermicelli Instant Break Fast

Instant Idiyappam

Rice Sevai

Upuma Mix

Paysam & Kheer Mix (Sweet Dishes)

Palada Payasam Mix

Rice Palada Payasam Mix

Vermicelli Kheer Mix

Rice Ada

Diet Payasam Mix Health Products

Banana Powder

Health Mix

Ragi Vita

Ragi Powder Instant Ready to Eat

Chakka Varatty (Jack Fruit Dessert)

Pazham Varatty (Kerala Banana Jam)

Boiled Chinese Potato (Koorkka)

Nadan Kappa Puzhukku (Kerala Tapioca Curry)

Roasted Coconut Gravy Instant Ready To Eat Cup Payasams

Wheat Payasam

Palada Payasam

Vermicelli Payasam Instant Ready to Cook Curry Mix

Chicken Biryani Mix

Kerala Meat Curry Mix

Kerala Chicken Curry Mix

Kerala Fish Curry Mix

Sambar Mix Pickles

Veg Pickles

Non Veg Pickles

Vegetables In Brine

Masalas

Sambar Powder

Chicken Masala

Meat Masala

Pickle Powder

Fish Masala

Rasam Powder

Vegetable Masala

Egg Roast Masala

Biriyani Masala

Garam Masala Condiments

Chilli Powder

Coriander Powder

Turmeric Powder

Pepper Powder

Ginger Powder

Crushed Chilli

kashmiri Chilli Other Coconut Chammanthi Podi

Tamarind

Jaggery

Cocount Oil

Papad

Vinegar

Soya Chunks

Macaroni

Black Tamarind

Asafoetida Powder

Mustard

Fenugreek

Cumin

Fennel

Soya Chunks Nano

Chutney Powder

ORGANISATION STRUCTURE AND FUNCTIONS OF DIFFERENT DEPARTMENTS

Manjilas has predominantly remained a family run business for decades. The board of directors consists of the Manjilas family, Sons of founder M O John.Following are the key people who head the organisation and form board of directors.

Mr Renji John Manjila ex Chairman still continue to be a member of board of directors.The various departments are split among the directors for the ease of reporting and managing.

Mr.Vinod Manjila takes care of following departments

Marketing

HR

Finance

Exports

Customer Care

Warehouse and logistics

Mr Santhosh Manjila takes care of all production activites of all plants.

Mr Jo Renji heads IT and Purchase departments.

This kind of hierarchy has helped the organisation in mainatinig proper reporting structure and transparency in monitoring the activities and is one of the key strengths of Manjilas.

The detailed structure and functions of various departments are as follows:

Production:

The production department is crucial in an industrial organization like Manjilas Double Horse. Production is the process by which raw materials and other inputs are converted into finished products. Organizational wealth is determined by production. The resources here include men, material, money, methods and machines. Rice is mainly produced in Pollachi unit and the units in kerala also.

Around 800-1000 are directly engaged in production as it forms the major department.

Major production units under the group are: Manjilas Food Tech. Pvt. Ltd., Kottekkad, Thrissur and Vannamada, Palakkad

Manjilas Agro Foods Pvt. Ltd., Cheramangalam, Palakkad and Naripotta, Palakkad

Q One Foods and Ingredients Pvt. Ltd., Unjuvelampetti, Pollachi, Tamil Nadu

The organizational chart of production unit is as follows:

As the units of production are widespread, all the units do not have same kind of activities.The main activities of each units are as follows:

Manjilas Food Tech Pvt. Ltd., Kottekkad, Thrissur

Production of Rice powder products, Pickles, Jams, Ready to eat items, Pastes, Payasam mixes, etc & Warehousing Activities & Fleet Manjilas Food Tech. Pvt. Ltd, Chitoor, Palakkad.

Production of Instant Idiyappam, Rice Ada, Rice Sevai, Chakky Fresh Atta

Manjilas Agro Foods Pvt. Ltd, Cheramangalam, Palakkad

Processing of Paddy into Rice Manjilas Agro Foods Pvt. Ltd, Kunisserry, Palakkad

Production Rice and Warehousing Activities Q One Foods and Ingredients, Unjuvelampetti, Pollachi, Tamil Nadu

Production of - Rice powder products, Spices, condiments, masalas. Q One Foods and Ingredients (Branch), Unjuvelampetti, Pollachi, Tamil Nadu-Branch

Process of washing the rice, production of Samba Wheat and its by products, Rava. Q One Foods and Ingredients (OSK Warehouse), Gandhi Nagar, Pollachi, Tamil Nadu-

Warehouseing activities for entire Out side Kerala Operations, Raw Materials & Packing Material godown Manjilas Agro Foods - Branch, Mysore & Shimoga -

Rice outsourcing activities and quality Checking M O John & Sons (Exports), Kolangattukkara, Thrissur

Export of all Double Horse Products to almost all the countriesPurchase Department:Purchasing function, in a business environment, is one of the most critical functions as it provides the input for the organisation to convert into output. Materials today are lifeblood of industry. They must be available at the proper time, in the proper quantity , at the proper place, and the proper price. Company costs and company profits are greatly affected by them as normally , a manufacturing organisation spends nearly 50% of its revenue in purchasing

Purchasing is responsible for spending nearly half of a company's income for buying the input materials. Obviously, any saving achieved by it results into direct saving for the company and all such savings are a company's profit.Going by a thumb rule "even 1% saving achieved in Purchasing results in 5% profit for any organization".

After production, purchase forms the main department which head the day to day activities of the organization. In Manjilas the purchasing department is centralized and all the procurement and storing under one head.Following is the organizational chart:The structure of one purchasing department won't necessarily look like another, although there are positions that appear within most hierarchies

The department head may be given any number of titles, including "procurement manager," "director of procurement" or "lead buyer." This individual is ultimately responsible for the purchasing department, its day-to-day operations and how efficiently it operates.Functions of purchasing department:The functions of purchasing department are varied and wide which are based upon different approaches. The purchasing activities may be divided into those that are always assigned to the purchasing department and those that are sometimes assigned to some other department. The followings are some of the important functions which are necessary to be performed.

Procurement

This involves negotiation, raising quotation, finalization of the deal and delivery.

Assessment of demand or description of need for which updated knowledge of the market is needed.

Selection of sources of supply

Receiving of quotation

Placing order

Making delivery at the proper time by following up the orders.

Verification of invoices

Inspection of incoming materials- Working with QC Meeting transport requirements of incoming and outgoing materials

Maintaining purchasing records and files

Fixation of MRP- Working with Finance/Costing.

Developing coordination among other departments

Seasonal Buying.

Working Capital Management.

Creating goodwill of the organization in the eyes of the suppliers

Purchasing departments often work closely together in a team approach -- with each member of the team handling specific tasks -- but come together as a whole to make important decisions. Administrative assistants and clerks are part of that team. They are often multi-talented employees in that they are capable of handling any number of tasks at once in order to help the department work as a cohesive unit. It's not unusual for administrators or clerks to move into a buyer's position once they have become familiar with the department.Major goods procured by the purchasing dept. Raw materials: Rice, vegetables, spices etc.

Outsourced products: Pickles, Rice ( certain varieties ), fruit products

Capital Goods: Machineries, Fleet etc Packaging Materials

ConsumablesFinance and accounting:Finance is the process of registering all the activities of the company in monetary terms for the purpose of generating useful reports that help the users of these reports and statements even external or internal users.Finance is one of the most important functional areas of business and within business firms. It joins other functional areas like marketing, operations technology, and management as key areas of business. Business owners and business managers have to have at least a basic understanding of finance even if they outsource certain areas of their financial operations.Organization Structure of finance is as follows:

Relationship of Finance with Production

Production departments main duty is to produce the goods. For producing goods, it needs raw material, labor and other expenses. For paying all expenses, production department needs money and fund which will be fulfilled by finance department. Finance department checks the budget of production department and allow funds for production department. With this view, we can understand that production department is dependent on finance departments decision. Now, if production department performs his duty honestly and products are produced and sold on time, it will be helpful for increase sale and profitability and it will again recycle the fund with high profit in finance department. So, we can say both are dependent on each other. Both are players of business team. Both should be adopt co-operative view for each other. After this, business team can succeed in business.Major functions:

Like any other organization, Finance department performs following function:

Book keeping procedures

Keeping records of the purchases and sales made by a business as well as capital spending.

Preparing Final Accounts

Profit and loss account and Balance Sheets

Providing management information

Managers require ongoing financial information to enable them to make better decisions.

Management of wages

The wages section of the finance department will be responsible for calculating the wages and salaries of employees and organising the collection of income tax and national insurance for the Inland Revenue.

Raising Finance

The finance department will also be responsible for the technical details of how a business raises finance e.g. through loans, and the repayment of interest on that finance. In addition it will supervise the payment of dividends to shareholders.Sales and Marketing Department:This team forms backbone of at Manjilas , like any other FMCG company, as they act upfront and make sure that goods produced are sold and readily available to the customers.

Manjilas has been following a dedicated MSS (Market sales and services) divison which forms a formidable team in achieving the revenue.

Kerala forms the major market with 73% of sales then followed by exports with 18% and finally OSK with 9 %.

Before the sales activities carried out were by Van Delivery procedure, where in a loaded vehicle will move to certain areas and goods are distributed according to the shortage. This was very outdated and cumbersome and had many short comings.

There was no proper follow up and was not cost effective as there was many dead stocks in the form of left overs and returns.

Then Manjilas introduced Tally Software, In-Vehicle computrised billing, first of its kind among competitors.

Now Manjilas employ wide range of tech-savvy procedures which has helped to get an edge over its rivals.

Use of ERP, internet, mobile tracking has helped to track orders from remote places and standardize the delivery procedure.

In Kerala marketing and sales are done by dividing it into North and South zone. This later divides into areas, territories, etc.

Separate distribution methods are adopted for Government and Non-Government sectors (Modern Trades).

Fieldmax is in-house software developed by Manjilas which help field executives to track order and reflect the same in ERP software.

The organizational chart is as follows:

Roles and responsibilities:Area Sales Manager:

Accountable for the pre-established Sales network

Maintaining and growing existing business as well as generating new accounts.

The Regional Sales Manager interacts with business development teams and has financial responsibility to maintain and grow the base business within the assigned region.

The Regional Sales Manager directs all elements of the sales process within the region

Territory Sales Manager: Achieving agreed sales targets.

Training, motivation and control of the executives

Management of distribution : / Distributors / Retailers

Conduct business development activities in the area

Ensure all sales related processes are adhered by the team.

Delegating/Setting targets for the sales executive.

Monitoring the performance of the sales executive.

Visit major supermarkets and liaison with the supermarkets owners.

Follow-up with distributors for payments.

Territory Sales executive:

Visit potential customers for new business

Provide customers with quotations

Negotiate the terms of an agreement and close sales

Gather market and customer information and provide feedback on buying trends

Represent your organization at trade exhibitions, events and demonstrations

Identify new markets and business opportunities

Record sales and send copies/reports to TSMApart from these duties the marketing department also conducts product promotional activities, new product launches, sample products distribution, etc

In-shop promotional activities involve placing the product at apt location at big retail outlets and supermarkets.

Research and development team:

R&D department was formed with an aim of diversifying the product range.a decade or two ago Manjilas was restricted to rice and rice products. But with new players pitching in the market it became imperative to extend the product range.

With utilizing the wide scope of products and ample availability of raw materials Manjilas has been successful enough in launching almost 100+ products(99%) under the name of DOUBLE HORSE since inception of R&D department

The department is headed by MANAGER, a senior food scientist who has the liberty to do experiment for new products and two R&D executives and a Chef.

Most the processes remain a trade secret and was not disclosed during the study.

R&D also conducts competitor product analysis to improve their own products.

Major machinaries involve Retorting Machine, Pulvarising machine and moisture content machine.

R&D coordinates with QC and Production in ensuring the products are manufactured in laid down conditions so that the life and standard remains.

Quality control department:Quality control department refers to the ways and means where quality standards are maintained. The aim of quality control is not only to improve quality of products, but also to eliminate bad quality goods. Once the quality standard is set, then it should be achieved and maintained in future and efforts should be made to improve it further. Manjilas group of companies have set up a quality control department for the purpose of determining the quality of the product. Different types of tools are used for the purpose of checking control. Their department consists of 7 people headed by the quality control manager. Double horse emphasis on maintaining strict quality parameters that involves the detection of

Total moisture content

Total bacterial count

Total fungal count

Collide forms

Detection of pathogens like e.coli.QC also ensures that ISO 22000, for food industries, are maintained.

Customer care department:

Customer care becomes an inevitable part in an Food industry. At Manjilas high value is giving for customer feedback and ready action is taken to ensure that no mistakes are repeated.

Every product carries a Customer care number through which a customer can contact the company any make grievances.

CC department works in coordination with Production and QC to make sure that entire batch of products if noted for any problems should be called back.

All the corrective and preventive actions are initiated from here then.

No major customer grievances have occurred for Double which shows the amount of care given for Quality of the products.Media and Design:Manjilas has a dedicated media team which looks after the media presence of the company. Although known for its quality of products rather than advertisements Manjilas has built its market on trust by not compromising on quality for decades.

Double has actress Shobhana as its brand ambassador and maintained not so bad media presence.

It relies on BRANDiD, a consultation firm which takes care of its ads.

Media team uses TAM GRP rating and IRS, ABC report to evaluate which TV channel or print media to be used for advertisements.

Company allocates 4% of its budget in advertisements.

It has sponsored many major events such as SURYA T V Awards, VANITHA film awards.As an FMCG product it is important for Manjilas to advertise as there is a major competition in this field with new products coming up in every other day.Human resources department:Human Resources (HR) is concerned with the issues of managing people in the organization. The Human Resources department is responsible for many people related issues in an organisation.

Under the HR departments remit are the following roles:

The process of recruiting suitable candidates for the organisation

Identifying and meeting the training needs of existing staff

Ensuring employee welfare and employee relations are positive

Ensure the working environment is safe for employees

Raising awareness of current workplace legislation

Manjilas has started as a family venture, most of the departments were handled by non-professionals, and so was the HR department which was part of admin team.

Now a strong and efficient HR team has helped Manjilas to transform to a professional organisation. Key policies were implemented and laid out. Proper recruitment and performance analysis were carried out which helped to build a good brand value.

The Organisation chart is as follows:

Manjilas has HR executives at every plant where work happens. These executives make sure that all the policies are followed properly and hear the grievances of workers if any.Main functions of HR at Double horse are:

Manpower Planning, Recruitment

Forecasting manpower requirement for the Financial year in line with the Organizational Objectives. Average time to fill the vacancy is 45 days and maximum time 90 days.

Attendance and Pay rolling

Get the attendance downloaded from the Bio Metric Scanner by the location HR representatives, send it to HO, prepare the Salary Statement and send to accounts for transfer.

Statutory Compliances

PF and ESI preparation of statement of PF and ESI, remit it on time.

Training

Identify the training needs in co-ordination with respective HODs, Preparation of Training Calendar, and Conduct or arrange the trainings and ensure the person is fit for the Role.

Performance Management Systems.

Each role has to be appraised /evaluated with their Functional KRAs and soft skills which are already set in the organization. Depends upon the score, the promotions and salary hike can be decided. Implementation of Policies.

Ensure the Group is having a well-defined HR Procedures and Policies. All employees should have the knowledge of all procedures by having issued them an HR Manual.

Staff Welfare Activities

The organization is in the process of modifying the existing Staff Welfare Measures by introducing new beneficial welfare measures to the employees and their families.

HR Policies

It is the duty of HR Department to implement the policies and procedures, ensure the abidance of the implemented policies and procedures by all employees without violating any of such rules. Keeping this objective in mind, we published an Employee Manual. It is just a hand book of Manjilass Rules.Objective of Employee Manual

This Employee Manual is designed to acquaint you with Manjilas Group of Companies and to provide you with information about our culture, working conditions, employee compensation & benefits, and other policies affecting your employment with us. It describes many of your responsibilities as an employee and member of the Manjilas Family.

Custodian of the Policy

HR Department is the custodian of the HR Manual and all other Policies. The Travelling Policy is kept with Administration Department.Manpower Planning

Manpower planning is one of the important functions performed by HR. As the number of workers required is not same throughout the year and production activities are seasonal and on demand, the manpower will be allocated according the work.

Production department will quantify the man-hours needed for a work and calculate the feasibility and arrange the manpower. These happens mainly in worker category ( non-permanent and contract employees). Improper manpower planning can result in higher cost and reducing the margin on the product. Hence HR also play a vital role in profit making.

The whole activity is summarized as follows:

Unit Head should define the total number Manpower of all categories depending up on the yearly production plan, approve it and should send it to HR Department

HR will have to validate the Manpower Power requirement sent by the concerned HOD. If it is a replacement, no further approval is required. For addition, the approval is required.

ATTENDANCE AND PAY ROLLING

ATTENDANCE

Staff Workers

At all locations, Attendance is monitored by HR Executives of the respective locations. Every month, after the last working day punch out report is taken from the E-Sign and make it in excel. Once the location HRs validate, will send to HR HO. Along with the same, the leave details are to be sent.The preparation of attendance report is the duty of concerned Location HR Executives. The procedure followed is the same to take out the report from the Bio-metric scanner. The leave, Overtime and all other adjustments and validations will be done at the respective location/units.

PAY ROLLING

Staff Workers

Before starting the pay roll preparation, the deduction list is to be collected from Accounts department on or before 25th of every month.The deduction list of outstanding and other deductions if any will be deducted at the concerned units and wage register preparation is done by Location HR person.

Once the deduction list is in place, prepare the pay roll in excel with all the calculation including the leaves, LOPs, extra day, etc.. The pay roll should be ready by 2nd of every month.

Preparation of Salary statement with account numbers to be submitted to Accounts Department on every 3rd morning and if 3rd is a holiday, the salary will be on the next working day.

Policy - As per our policy, the eligible new joined employees are enrolled from the day one onwards. Detailed procedure on PF and ESI is attached separately in the next)

The above flow chart represents the procedures followed for attendance and payroll. It is a formal procedure followed by every organisation.Manjilas uses electronic tracking for staff category and register for worker category.Salary is paid within 5th of every month.

EMPLOYEE PROVIDENT FUND (EPF)Employee Provident Fund ( provident fund ) is a retirement benefit scheme that is available to salaried employees.

Stipulated amount (currently 12%) is deducted from the employee's salary and contributed towards the fund. The employer also contributes an equal amount to the fund.With recent changes UAN ( Universal Account Number) has replaced PF number for traceability

Following chart shows how filing of EPF is done at Manjilas. If filed beyond the deadline it fine will have to be paid.

.Getting the forms filled by the new joinees will be completed with the joining formalities

Once the Salary/Wage register is ready, a formulated sheet will be created with calculation as per the rule.

The calculated PF register (name of the employee, PF Account number, PF Salary/Wage, Employees PF contribution will be uploaded In the E Return Tool (Software of PF).

Once the calculations are over, ECR will be generated and the same will be sent to Account for payment. The deadline for remittance is every 15th for the previous month.

EMPLOYEES STATE INSURANCE (ESI)ESI fund, maintained by ESIC is applicable to employees earning Rs 15,000 or less per month to provide the cash and medical benefits to them and their families. This fund is a contributory fund in which both the employer and employee contribute 4.75% and 1.75% respectively to make it a total of 6.5%.

For ESI calculation, the salary comprises of all the monthly payable amounts such as basic pay, dearness allowance, city compensatory allowance, HRA, incentive allowance, attendance bonus, meal allowance and incentive bonus. The salary however, does not include annual bonus, retrenchment compensation, encashment of leave and gratuity.

Following chart gives details of filing ESIDetails required to enroll in the ESI will be collected at the time of Joining of a new employee (only for eligible employees)

These details are entered and the employee name is inserted in the ESI Portal

Wage/Salary register is prepared and ESI is calculated in the Wage/Salary register.

The calculated ESI Wage with attendance is entered in the ESI excel sheet and will upload the same in the ESI Portal.

For EFP, both the employee and the employer contributes equal amount, which is 12% of the salary of the employee. However, the employee contributions may differ. Employees can contribute more than 12% of their salary voluntarily. However, in such a case, the employer is not bound to match the extra contribution of the employee.

For PF contribution, the salary comprises of components such as: basic wages, DA, conveyance allowance and special allowance.

For the PF deduction, the maximum limit of salary of the employee is Rs 15,000/- per month. This means that even if the employees salary is above Rs 15,000/- the employer is liable to contribute only on Rs 15,000/-, that is Rs 1,800.

The Statutory compliance for PF contribution has some less known facts associated with it. The PF is divided into EPF and EPS (Employee pension Scheme) contributions. The employees contribution goes straight to EPF whereas from employers contribution, the 8.33% goes to EPS subject to Rs 1,250 a month and the rest goes to EPF. The payroll providers takes care about your ESI and PF deductions automatically.RECRUITMENT AND SELECTION IN MANJILAS GROUP

Process of Recruitment at Manjilas Group of Companies.Every organization has the option of choosing the candidates for its recruitment own processes. In Manjilas, the recruitment is a process consisting of various activities, through which search of prospective personnel- both in quantity and quality as indicated by human resource planning and job description and job specification is made. This process includes recruitment planning, identification of recruitment planning, identification of recruitment sources, contacting those sources and receiving application from prospective employees. Recruitment process involves a systematic procedure from sourcing the candidates to arranging and conducting the interviews and requires many resources and time. A general recruitment process is as follows:Interviews will have to be conducted by the HR Representative along with the HOD or Interview Committee Member having subject knowledge.

Once the interview process is over, select the suitable candidate by taking feedback from the Interviewers.

Take an employee verification (reference check) with the previous employer of the candidate.

If the reference check is positive, send offer letter to the selected candidate.

Before he/she joins, collect the necessary documents required for joining formalities

Make joining by giving a brief Induction. Once Induction is over, issue them an appointment letter along with Duties and Responsibilities and Employee Manual. Get an acknowledged copy of appointment letter. Get them mail ID and SIM Card (As per the category of the new joinee)

Introduce the person to all concerned by sending an introductory mail.

Co-ordinate with Admin for the facilities to be provided. Also make arrangements to provide ID/Visiting Cards.

Transfer Advertisement

Employee referral External references

Previous Applicant Job Portals

Re-designation Campus placements

Promotion Walk In

Placement Agencies

TRAINING AND DEVELOPMENTThe main objective of the Training is to develop the Functional Skill of each employee and make them perfect fit in the Role he is playing to the development of organizational goals.

The trainings can be internal or external. A Training Committee is formed which includes the existing employees having expertise in various subjects.

Procedure

Training need identification:

Identify the training needs in co-ordination with the concerned HODs. Focus to be given on the improvement of Functional Duties and Responsibilities. It is the duty of the HOD to point out the weakness of an employee working under him.

Preparation of Training Calendar:

As per the identified training needs, a training calendar is to be prepared. Some of the subjects of Soft Skill and Functional Skills can be taken by the identified trainers from the internal training committee. Training Schedule:

As per the Calendar, the first option should be that if the particular subjects can be taken by our internal trainer, will schedule the training as per the convenience of the trainer. Otherwise, will go for an external trainer.Conducting the Training :

The trainings can be conducted internally or externally. Certain trainings are conducted at Unit Level. For Marketing team, an yearly training is scheduled along with the Annual Sales Meet. Considering the space constrain, we conduct such Annual Trainings outside every year.Internal trainers will take classes as per the requirement at Head Office and units. Both cases the availability of trainer as well as trainees to be confirmed well in advance before finalizing the time of training.Training Feed Back and Development :

HR will have to get a training feedback format duly filled in by the attendees. Also there should be a proper monitoring after training in co-ordination with HOD and ensure the training is successful and as a result the development is in existence.

Performance Appraisal system:

Objective:

To evaluate the performance of the employees based on the competencies required in the specified role with a reliable, valid objective assessment and thereby reward the employee meeting the individual and organizational objectives in a culture of transparency.Every year HR would facilitate the performance review of all employees along with their reporting Managers. The performance management process implementing and monitoring shall be the responsibility of the Human Resource Department. The implementation of the process shall be the responsibility of every employee and their Reporting Managers.

Scope:

The PMS should provide inputs for the following decisions:

Reward and recognition

Probation confirmation review

Promotion

Annual Salary Increment

Training need identification

Career Progression

Retention

Punishment, disciplinary action and termination

ProcessStep 1 :

Appraisal sheets are prepared on the basis of Measurable Metrics which was already set in line with the Functional KRAs. While setting the metrics, the following points should be taken into consideration:

Specific Precise, well defined, clear and understandable to every one Measurable The individual should be well aware of the tasks, evidence needs to be clarified if needed, it can be judged.

Achievable It is to be confirmed the availability of resources to achieve the set target/goal.

Relevant Whether the set objectives are relevant to perform the current role

Time bound - Time limit/deadline oriented, feasibility of time limit to achieve.

Step 2 :

Schedule the Appraisal date and time in co-ordination with the Reporting Managers/Superiors.

Rating - The performance will be evaluated against the parameters in a 1 to 5 rating scale of the KRA defined for the position. The details are as follows:

5 point scale Excellent.

Performance is exceptional. Consistently demonstrates excellent standards in all job requirements

4 point Scale - Very GoodPerformance is consistent and exceeds expectations in all situations

3 point scale - GoodPerformance is consistent. Clearly meets essential requirements of the job

2 point scale AverageMeets requirements of the job but needs improvements

1 point scale PoorDoesnt meet minimum requirement expected for the position.

Step 3:

During the appraisal process, the self review is to be done by the Appraise (employee). Through this, we provides an opportunity to the employee to introspect and check his/her performance against the tasks and targets assigned to him/her.

Step 4 :

The Appraiser (Reporting Manager) needs to evaluate the process and to communicate the appraise on his/her performance, strength and weakness, and the area where the improvement required.Step 5: Closing the process by the Reviewer (HR Representative) by noting down the comments.Once the appraisal process is over, the HR Department will conclude it by a gentle validation with their remarks on the next action to be carried out. (It can be an increment, promotion, transfer, giving proper training, warning letter, disciplinary action including a termination.

KEY FEATURES OF THE ORGANISATION

Key Result Areas:

A key result area (KRA) is a strategic factor either internal to the organization or external, where strong positive results must be realized for the organization to achieve its strategic goal(s), and therefore, move toward realizing the organizations longer term vision of success. Key result areas are sometimes referred to critical success factors or key drivers of success.

An organisation set KRAs with the organizational goal in mind, this may be for a period of 12 months. When all the employees adhere to the KRAs the company will achieve its target.

KRAs may be inter department dependent for example functioning of QC depends upon how well Production adhere to the Quality standards.

KRAs for any organisation is not publicized so that makes it difficult to acquire the exact datas.

But for an example KRA of a typical Purchasing department may look like this:

ObjectiveKPI / KRAMeasurabilityWeightage

Sourcing EffectivenessVendor Base Expansion for Raw Material, Semi Finished Goods60 New Better Sources20%

Buying PlanSeason based strategic buying to ensure profitability.Seasonal buying track with profitability for company.15%

AvailabilityVolume Improvement for Raw Material, Semi Finished Goods130% over previous year25%

Working Capital ManagementCredit Days ImprovementNo vendors below 30 days 10%

ProfitabilityNet Weight BuyingNo vendors on Gross Weight Buying10%

Sourcing EffectivenessVendor Rating and Developing Top VendorsTracking tool and buy % from top vendors10%

Soft SkillsCommunication Skill Improvement and Usage of E-ToolsEffective use for business communication and speed in execution10%

Another example KRA of Production department:ObjectiveKPI / KRAMeasurabilityWeightage

AchieveDaily Production PlanningOrganised and efficient Production Planning to avoid short fall of minimum stock and ready to provide daily market requirements.20%

Monitoring ExpensesEffective monitoring of expenses so as to control Unit expenses within the limits.15%

Monitoring InventoryDirect monitoring of Goods so as to ensure secure and safe custody.25%

Communication with Warehouse staffMeetings are conducted at starting of shifts. All points related to warehouse activities are included so that all staff will be aware of everything.10%

Employee feedbackProviding effective feedback to staffs if found not abide with the company policies and regulations.10%

Communication with internal and external customersEffective Communication with both Internal and External Customers so as to maintain Customer Satisfaction.10%

Communication with other UnitsMaintaining good communication with other units resulting an effective co-ordination of activities.10%

Rest of the department KRAs can be defined follows

KRA of HR department

Recruitment/ Selection

Workforce Planning

Diversity Management

Performance Management

Reward Management

Workplace Management

Industrial Relations

Safety And Health Workplace

Building Capabilities And Organization Learning

KRA of Finance and Accounting Department

Credit referencing

Management information

Capital expenditure

Security

Financial analysis

Cost control

Internal audit

Regulatory reporting

Credit control

Financial records

KRA of Sales Department New business acquisition

Territory management

Customer care

Lead generation

Lead follow up (internal and external)

Account management

Customer retention

Interpersonal skills

Negotiating skills

Product knowledge

Sales forecasting

The importance and weightage of these elements KRA/KPA/ KPI are guided by the: Vision Statement

Mission Statement

Corporate Objectives

Corporate Strategy

Corporate Business Units/ Departmental Plans/Strategy For The Budget Period, Which Is Usually 12 Months.

SWOT ANALYSIS:

Significant Factors for Success:

Every step of the company was aligned to the vision seeded by the founder of the company Mr. MO John and this has been a significant factor that determined the success of the company.

Double Horse succeeded in providing good quality diverse products to every individual and ceased to compromise on the quality of its products.

The company set themselves apart in being innovative at every stage. They were the pioneers in introducing unique packaging, product quality, technological impediments, marketing techniques, machineries etc.

The company made the right move at the right time by expanding to the market oversees. A large number of malayalees shift to gulf countries for work and it was a strategically woven effort by the company to tap this market opportunity. The company has been serving the market for more than 50 years and is well accepted by the target market

They have also succeeded in updating their product line and product quality as to suit the needs of the changing consumer behaviour and market environment

Future plans for the growth As of now, the primary target group of the firm is Malayalees all over the world. However, they aim for a national level market in the future by diversifying the product line of food product categories of respective regions. Besides this, the company is also planning to introduce snacks and a frozen foods category. The company also aims to imbibe Retort an advanced production process/ technology in order to increase the longevity for ready to eat products. This expanded technology is to be introduced aiming larger market share and wider reach.The changing consumer behavior in the fast paced life has also led to emergence of new market, Online. An internet presence has become important part for a growing food industry; hence DOUBLE horse brand may well be available in online site in coming years.Further Recommendations to the Company

Comparatively low degree of promotional policies

The distribution of Double Horse Products is done only through middlemen distributors and not to direct retailers. Though certain incentives are given to the distributors to push the shelf space and space allocations, the company have not introduced sales promotional offers until now. I believe, introducing sales promotional offers (seasonal/ non seasonal) can induce bulk buying and impulse buying of products. Performance appraisal programs can be improved:

Better performance appraisals will act as a motivator to the employees thus increasing productivity to a large share Weak training methods

Training measures could be strengthened and proper training has to be given to all recruits. Training areas should cover functional responsibilities, effective communication, social media management, grooming and personal development. Weak online presence

Marketing through online plays a good role in spreading the brand name over a large crowd in short time. Online reputation management and social media monitoring are other areas that the company should focus upon.

The social media presence (Face book, twitter etc.) of Double Horse is poor and non-interactive and their corporate and promotional ads have very low hits in sites like YouTube.BIBLIOGRAPHY

BOOKS:

1.Previous years project works done by various students in the organisation.

2.Dr. Gupta C. B Human Resource Management, published by Sulthan Chan and Sons, New Delhi

WEBSITES

www.manjilas.comwww.google.comwww.researchpapers.comwww.wikipedia.com

Sources of Recruitment in Manjilas Group

External Sources

Internal Sources

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