CHAPTER III

DEPARTMENT DETAILS

3.1 HUMAN RESOURCE DEPARTMENT

HR (human resources) is an organization's department responsible for hiring, training and

maintaining employees. These professionals create policies and ensure employees are satisfied
with their job. In a small software company, HR plays a key role in the recruitment of highly
qualified software professionals.

FUNCTIONS:

Hiring, training and maintaining employees includes assisting top executives to create
organizational structure and policies, developing employee incentive and benefit plans and
finding resources to attract employees to the organization.

HR ROLES AND RESPONSIBILITIES:

 Responsible for Recruiting Fresh Talent:

Recruitment of a strong talent pool for job vacancies is a function that
goes hand-in-hand with the HR department.

There are two main objectives to the recruitment function, these are

 Entice Good Talent

 Use All Hiring Resources
 Employee Training
They give on the job training to the employees which helps to develop
their knowledge and skills towards their jobs.
 Employee Appraisals:
HR helps to have in place a policy of producing timely appraisal reports and
the review of the reports by management and employee. The HR along with the team
members, management officials should communicate the results of the appraisal while
offering advice for performance improvement and satisfaction.
 HR should have a discussion of the employee’s performance, employers
provide the employee with raise in pay and/or promotions. Such rewards contribute to
employee motivation, increase the level of production, and employee participation.
 Maintain a Healthy Work Environment:
HR has the responsibility to provide an open attitude while displaying a
friendly disposition. It is vital that all HR employees communicate and treat each
employee as equals so that a good rapport between HR and employees is always front
and center.

 Payroll Management:
The HR department should be willing and ready to provide employees
with information when asked. The HR’s duty is to calculate with accuracy the payroll
calculations as well as the transfer of funds. Settlement funds to existing employees
are part of their role. It involves
 Calculation of salaries
 Wage-cuts
 Reimbursements
 Pay amounts
 Insurance and benefits deductions
DUTIES OF HR:

 Seek locations to advertise job openings and requirements

 Communicate with potential candidates through bulk communication avenues

 Collect all responses

 Filter potential candidates

 Coordinate interviews

RECRUITMENT :

Recruitment is the process of finding and attracting capable applicants for employment. The
result is the pool of applications from which new employees are selected. It is a continuous
process whereby the firm attempts to develop a pool of qualified applicants for the future
human resources need even though specific vacancies do no exist.

RECRUITMENT METHODS:

 Internal search
 Employee referrals
 Interested applicants
 Posting on social medias

SELECTION :

The process of choosing the most suitable candidate for a job from among the available
applicants is called selection.

The selection process starts with gathering complete information about the applicant from his
application form and ends with inducting the candidate into the organization.
SELECTION PROCESS:

RESUME/CV REVIEW

INITIAL SCREENING

ANALYSIS OF APPLICANT

PRELIMANARY TESTS

CORE & DEPARTMENTAL

INTERVIEWS

REFERENCE CHECK

JOB OFFER

PLACEMENT

EMPLOYEE DEVELOPMENT POLICIES:

 TRAINING FOR THE NEW EMPLOYEES:

Encouraging employees to acquire new or advanced skills, knowledge, and view

points, by providing learning and training facilities, and avenues where such new ideas can be
applied.

 PERFORMANCE APPRAISAL:
Performance Appraisal is a formal assessment and rating of individuals by their
managers at usually an annual review meeting.
  ANNIVERSARY REVIEW:

The employees performance is closely monitored and assessed during the first year of
joining through periodic performance appraisals. At the end of the first year, based on
performance appraisals the employee is given an Anniversary review rating, based on which a
decision is taken on whether or not the individual is suitable for long term employment.

 LEAVE POLICY:
All Employees are allowed 6 days Casual leave, 6 days sick leave throughout the year.

3.2 ACCOUNTING DEPARTMENT

The accounting department is responsible for recording and reporting the cash flow
transactions of a company. This department has some key roles and responsibilities, including
accounts receivable, accounts payable, payroll, financial reporting and maintaining financial
controls. An accounting department provides accounting services and financial support to the
organization it belongs to. The department records accounts payable and receivable, inventory,
payroll, fixed assets and all other financial elements.

SOFTWARE USED FOR MAINTAINING ACCOUNTS:

 Tally software solutions -Tally prime

The Tally program package enables users to calculate monetary quantities,
accountancy, tax, and GST (Goods and Services Tax) amounts, as well as manage
commercial transactions effectively and efficiently. The data which they store in Tally can be
accessed as needed and managed in an efficient way at any time.
 Bookkeeping:

It involves the day-to-day recording, analysis and interpretation of a company’s

financial transactions. This will include the tracking of all expenses (purchases, payments etc.)
and sales of finished products.
3.3 FINANCE DEPARTMENT

The finance department is responsible for managing all the financial administrative affairs of
the company and has a very important influence on many of the policy and commercial
decisions taken by management. The financing of a company’s operations require precise
timely planning and control in order to ensure that adequate funds and credits are available
when needed.

Apart from the money to pay suppliers, salaries, expenses, etc funds have to be on hand
to finance stocks of raw materials and finished goods. In periods when trading is difficult and
revenues are down, provision has to be made to cover such periods

Some important functions performed by this department are:

1. Providing management information

2. Budgeting
3. Administration

Financing is the act of providing funds for business activities making purchases or investing.
Financial institution and bank are in the business of financing as they provide capital to
businesses consumers and investors to help them achieve their goals.

ROLES AND RESPONSIBILITIES:

 Management of company’s cash flow

Their duty of the finance department is to manage all cash flows into and out of a
company and they ensure that there are enough funds available to meet the day-to-day running
of the company. It encompasses the credit and collections policies for the company’s
customers, to ensure that vendors and creditors are paid correctly and on time.

 Budgets and forecasting

The finance department can also use past records from respective departments to
make better budget and forecast over long-term and short-term time horizons.
 Management of Taxes:
It is the duty of the finance department to handle tax issues. This includes
creating good corporate relationships with government by remitting PAYE (Pay As
You Earn) to the relevant authority, and ensuring that implementation of tax matters
are done within the framed policies.

 Management of Company’s Investments:

The duty of the finance department is to manage company’s existing assets. They
should be more concerned with current assets apart from fixed assets.

 Accounting team management:

Supervising the accounting/bookkeeping team to ensure accurate and timely
reporting.

 Inventory accounting:
Monitoring, valuing and tracking inventory assets.

 Revenue recognition:
Creating and applying controls for monthly financial reporting to ensure
compliance.

 Pricing Analysis:
Determining the optimal price for company products.

 Budgeting & Forecasting:

Creating company-wide and department-level financial targets to guide the
business each month.
3.4 TECHNICAL DEPARTMENT

Technical support helps businesses compete. It generates a competitive edge by execute

critical business process quickly and efficiently. Technical support also helps to make crucial
business decisions that can maximize profitability.

Technical support monitors and maintains the company computer systems, provides the
technical expertise needed to keep systems running smoothly that boosts efficiency and
productivity.

WEB DESIGNING AND DEVELOPMENT SERVICE:

Creative designers provide designs that have a positive impact on our customers’ brand and
business allowing them to accomplish their goals. Their services are professional, affordable,
creative and serve the purpose of establishing an online presence for their clients companies.
We strive to provide our customers with the best of our capability. Our team members have
varied professional experience in their respective fields. With our very friendly and flexible
work culture we are able to provide with creative and innovative ideas. They provides 100%
support and expertise right from the beginning all the way to the launch.

They also help in redesigning outdated websites. Their website redesign strategy includes a
strong focus on UX with a design that improves conversions and ROI, as well as the
aesthetics and functionality of the final website. They provide training on the backend of
every platform, giving them the option to manage their own website updates.

GRAPHICAL DESIGNING:

Graphic design is the process of visual communication and problem-solving using one or
more of typography, photography and illustration. The field is considered a subset of visual
communication and communication design. Graphic designers create and combine symbols,
images and text to form visual representations of ideas and messages.

Graphic designers strive to achieve exactly by constantly innovating new designs and ideas
as required by the customers. Our designers fulfil all design requirements for a company like
the website, logo, ID cards, brochures, banners, visiting card, standee, flex boards, etc.
COMPUTER NETWORK & NETWORKING PERIPHERALS:

A firm confined to marketing Hardware Products, Systems & Solutions, it expanded it’s
operation to energy auditing and management to take the entire System Solution responsibility
under one umbrella.

Their infrastructure management solutions help customers reduce costs, accelerate time-to-
market, enhance operational efficiencies and simplify IT management. They provide offshore
custom solutions for infrastructure services, system integration, data centre management, IT
help desk services, IT infrastructure security services and business services management for
worldwide customers. They provide quality service and ensure compliance, security and
quickness in our processes.

ENERGY AUDIT AND SAVING MANAGEMENT:

An improvement in energy efficiency within your organization can potentially bring significant
business benefits. It has developed energy audit services to find the best information for
improvement opportunities. Energy audit services are a key part of dedicated energy efficiency
services and the first step towards their comprehensive energy management strategy.

Starting with the development of an energy consumption inventory detailed auditing activities
will be conducted to identify buildings and facilities with particular focus on rationalizing their
energy profiles. Field measurements will be also taken to quantify critical operating
parameters. Following the establishment of an energy consumption profile, the potential energy
saving opportunities can be identified. Energy management strategy and particular energy
reduction programs can be organized and planned with reference to energy audit results.

We provide detailed energy audits for your entire energy infrastructure at reasonable costs.
Auditing services are done by BEE accredited Energy Auditors and can be used for all legal
compliance. Consultancy helps organisations bring down their energy bills, improve equipment
efficiency, establish coherence between individual units of the organization, thus delivering
better performance as a whole.
Role of Technical Department:

 Troubleshooting, diagnosing and resolving technical issues.

 Setting up accounts for new employees and new users.

 Replacing and repairing computer equipment.

 Testing new technology that is buying by the businesses.

 Helping companies maintain network security and fire walls.

 Training end users on how to use hardware/software.

 Maintaining a database of reported incidents/actions taken.

Challenges Facing Technical Support Teams:

 Addressing the knowledge/skills gap

 Optimizing support processes

 Enhancing self-service
3.5 SERVICE DEPARTMENT

HEALTHCARE SERVICES:

They build ML models to make healthcare business more efficient and effective.

RETAIL SERVICES:

They build ML models to perfect retail inventory forecasts, optimize staffing levels,
improve customer experiences, and make smart sales predictions.

FINANCIAL SERVICES:

They build ML models to optimize portfolio performance, manage assets, mitigate risk,
analyze credit scores, approve loans, and improve customer engagement.

CORPORATE SOCIAL RESPONSIBILITIY:

FREE TAILORING CLASS FOR WOMEN:

Free tailoring classes are conducted by their staff for women under the scheme provided by
Government of India and Tamilnadu state Government.

DO NOT USE PLASTIC CAMPAIGN:

A Do-not use plastic campaign was successfully conducted by our team at the heart of Trichy
City with the assistance of City Traffic Police.

FINANCIAL AID FOR SPECIAL CHILDREN:

They have been providing financial aid to children of special needs belonging to
Poornodhaya Trust.
3.6 MARKETING DEPARTMENT:

Marketing is a societal process by which individual and groups obtain what they need and want
through creating, offering and freely exchanging products and services of value with other.

Knowledge and job skills for a Marketing manager: These job skills and knowledge’s
are very essential who are interested to consider a career as a marketing manager.

 An analytical and creative mind

 The ability to priorities
 Excellent communication and presentation skills
 Good literacy, numeracy and IT skills
 Strong people management skills

A marketing department drives the promotional engine of a business. It is responsible for

increasing brand awareness overall, while also driving potential and recurring customers to a
company’s products or services. Therefore, a marketing team is a vital part of a company’s
structure because it should be the team that brings in business, retains it, and helps your
company grow and achieve financial and organizational goals.

ROLE OF MARKETING DEPARTMENT:

DIGIGTAL MARKETING:

Search engine optimization:

SEO is not an appropriate strategy for every website, and other Internet marketing
strategies can be more effective like paid advertising through pay per click (PPC) campaigns,
depending on the site operator's goals. Search engine marketing (SEM), is practice of
designing, running, and optimizing search engine ad campaigns.SEO may generate an
adequate return on investment. However, search engines are not paid for organic search
traffic, their algorithms change, and there are no guarantees of continued referrals. Due to this
lack of guarantees and certainty, a business that relies heavily on search engine traffic can
suffer major losses if the search engines stop sending visitors.
Pay-per click advertising:

PPC is an online advertising model in which advertisers can display ads for their
goods or services when users – people searching for things online – enter relevant queries
into search engines. Advertisers are only charged when a user actually clicks on their ad,
hence the name “pay-per-click.” Due to the nature of keywords and the role they play in paid
search, pay-per-click advertising can also be referred to as keyword advertising. In order for
ads to appear alongside the results on a search engine (commonly referred to as a Search
Engine Results Page, or SERP), advertisers cannot simply pay more to ensure that their ads
appear more prominently than their competitor’s ads. Instead, ads are subject the what is
known as the Ad Auction, an entirely automated process that Google and other major search
engines use to determine the relevance and validity of advertisements that appear on their
SERPs. Search engine advertising is one of the most popular forms of PPC. It allows
advertisers to bid for ad placement in a search engine's sponsored links when someone
searches on a keyword that is related to their business offering.

Mobile app marketing:

Mobile app marketing is about interacting with your users through their entire
lifecycle from when they first hear about your app, to when they become a loyal and regular
user. To do this effectively, you have to figure out who will use your app, where to find those
people, what to say to them, and what they want from you. According to the Mobile
Marketing Association’s study on marketing effectiveness in mobile apps, we should be
spending more, as much as 7-9% (depending on overall app involvement), of our marketing
budgets on mobile.

Major two types of mobile app marketing:

 Increasing downloads
 App user acquisition
Social media promotion:

Social media itself is a catch-all term for sites that may provide radically different
social actions. For instance, Twitter is a social site designed to let people share short
messages or “updates” with others. Facebook, in contrast is a full-blown social networking
site that allows for sharing updates, photos, joining events and a variety of other activities.
Social media often feeds into the discovery of new content such as news stories, and
“discovery” is a search activity. Social media can also help build links that in turn support
into SEO efforts. Many people also perform searches at social media sites to find social
media content. Social connections may also impact the relevancy of some search results,
either within a social media network or at a ‘mainstream’ search engine.

Email marketing:

Email marketing is the act of sending a commercial message, typically to a group of

people, using email. In its broadest sense, every email sent to a potential or current customer
could be considered email marketing. It usually involves using email to send advertisements,
request business, or solicit sales or donations, and is meant to build loyalty, trust, or brand
awareness. Marketing emails can be sent to a purchased lead list or a current customer
database. The term usually refers to sending email messages with the purpose of enhancing a
merchant's relationship with current or previous customers, encouraging customer loyalty and
repeat business, acquiring new customers or convincing current customers to purchase
something immediately, and sharing third-party ads.

Outlining market strategy:

The head of the marketing department, the vice president for marketing, will work
with senior marketing staff to set the marketing strategy for the company. The marketing
strategy will then provide direction to other members of the marketing team who will carry
out the relevant tasks.

Organizing market research:

Marketing department would be responsible for analyzing this information and making
market decisions based upon it. Members of the marketing team conduct surveys and analyze
industry data to ascertain which segments of the market should be targeted. Market research
can also involve marketing team members directly speaking to potential customers or holding
focus groups.

Assisting with product development:

The marketing department will be able to inform product designers about gaps in the market
and will be able to relay feedback from customers.