INTERNSHIP REPORT

1. Skill Matrix:
A Skill Matrix in Training and Development is a structured tool used to assess,
track, and develop employees' skills within an organization. It helps identify skill
gaps, training needs, and workforce capabilities.
Skill Matrix Followed by ZF:
1. Skills List – A defined set of skills required for specific roles.
2. Employees/Departments – It Conducted for Both Executives and
Trainees.
3. Skill Levels – Proficiency ratings (Lvl-1,2,3,4 Based on Individual’s
implementation Performance).
4. Training Needs – Areas where employees require improvement or
training. The Needed Improvement in such areas identified by the Leader
in the Hierarchy for the Particular Department or Group.
5. Training Progress – Updates on skill enhancement over time. 3 Hours
Training Will be Provided in the evening three Days (per Day 1 Hour). The
Effectiveness Measured by Exam for Trainees and By Collecting
Effectiveness form for Executives. It is Measured after 90 Days of Period.
Benefits of Using a Skill Matrix
✓ Identifies skill gaps and training needs.
✓ Improves workforce planning and employee development.
✓ Enhances efficiency in assigning tasks to skilled employees.
✓ Aids in succession planning and leadership development.
✓ Encourages a culture of continuous learning.
2. Digitalization in Induction:
➢ Paperless Medical Fitness Test Results
➢ Website for Self-Registration & Document Submission
➢ Scan, Upload and Maintain the Employees Documents Online.
➢ Paperless Suggestion forms (Building a website that allows employees to
Give Suggestions, Feedback and Raising Complaints)
➢ Virtual Assistant for Solving Employee Queries
Paperless Medical Fitness Test Results:
i. Use digital forms & e-signatures for medical test approvals
 ii. Store reports in an employee portal for easy access
iii. HR can verify medical fitness digitally without paperwork
Benefits:
✓ Faster processing & no manual paperwork
✓ Automated record-keeping for compliance & audits
✓ Instant access to health data for HR & employees Improved efficiency with
real-time results
Website for Self-Registration & Document Submission
Creating a self-registration website for new employees can streamline the
induction process by enabling
➢ paperless document submission
➢ automated verification
➢ Easy tracking.
Steps Can be Followed:
➢ Online Registration Form
➢ If the Details of the Candidate Matched, verify with OTP and Upload the
Documents by the Candidate Himself/Herself.
➢ Email/SMS alerts for document submission, approvals, and pending
tasks
➢ Dashboard for HR to monitor employee registration progress
➢ OTP-based login for employees
➢ End-to-end encryption for document security
➢ Employees/HR can scan & upload documents (Aadhaar, PAN, education
certificates, medical fitness reports, etc.)
Tata Steel – Self-registration portal with automated document
verification.

Benefits:

 Reduces manual workload for HR & eliminates paperwork

 Faster document verification with AI Tools
 Remote access for employees before joining.
 Easy access to Documents Anywhere.
 Instant search & retrieval of records using name, ID, or document type

Virtual Assistant for Solving Employee Queries:

Feature that can be implemented within the VA:
 ✓ Answers FAQs on salary structure, benefits, leave policies, and safety
protocols
✓ Voice & Chat-based interactions (available in multiple languages)
✓ 24/7 availability via WhatsApp, Web, or Mobile App. Also Should be
Available in Company as Kiosks
✓ If the query is unresolved, it alerts an HR representative.
✓ Sends notifications on pending induction tasks via kiosk screens

3. Competency Mapping:

Competency Level 1 Level 2 Level 3

Machine Needs training Can operate with Expert, can train others
Operation guidance
Quality Control Basic Can inspect defects Implements quality
understanding improvements
Safety Limited Follows procedures Ensures & trains others
Compliance knowledge

Finding Targeted Peoples who needs training and to measure performance

Management:

Step 1: Job Roles & Responsibilities

A machine operator’s role includes operating machinery, ensuring quality, and

following safety protocols.

Step 2: Identify Key Competencies

A machine operator needs

✓ machine handling skills

✓ problem-solving ability
✓ safety awareness.

Step 3: Compare employees' current skills with required competencies.

Step 4: Identify areas where employees need improvement.

Step 5:

There are 9 Modules training programs per Year to close competency gaps.

4. Resource Allocation & Optimization:

✓ Digitalizing the Document verification Step. It allows Candidates to
Register themselves in the Portal and Upload their Documents. It is a Time-
Consuming Method.
✓ Implementing a website that reacts when new candidate is registered, The
System itself plans the new candidate’s Time Slot for Medical Test &
Training Classes. They also get notified about it.
✓ When The T&D Trainer is Busy (When He is in the Production Line or
Attending any Important Meetings), Candidates are Sitting Without any
Classes. So, In the Mean Time We Can Let them watch Pre-Recorded
Classes.
✓ On Every Monday Morning, Medical Centre requests not to send
Candidates for Medical Fitness Test as They are Having a lot of our
Employees Checkup on Mondays.
✓ Maintaining Uniform Room Regularly Will Smoothen the Process of
Providing Uniforms and Shoes.
5. Whether Quality Hiring is There or Not?
ZF follows a structured onboarding process, ensuring that employees go through
the necessary steps such as document verification, safety training, and
Medical Fitness Test. However, the quality of hiring is questionable, as it does
not align with long-term retention and job-role suitability.

Reasons

Role Mismatch Issues

➢ Many employees experience misalignment between their assigned roles

and their actual skills or career interests.
➢ This leads to early disengagement and high attrition rates, with
employees leaving within three months of joining.

High Intake of Interns, Not Job-Ready Employees

➢ A significant number of hires are interns rather than long-term

employees.
➢ Many joins for internship experience rather than committing to a full-
time career at ZF.
 ➢ Once their short-term goals are met, they leave, affecting workforce
stability.

Hiring from Colleges Without Proper Planning

➢ ZF recruits many candidates directly from colleges.

➢ During recruitment, students request leave for academic reviews and
exams, and ZF promises to accommodate these requests.
➢ However, once they join, these leave requests are often denied, leading
to dissatisfaction and early exits.

Induction Room Lacks a Welcoming Environment

A poorly designed induction room can negatively impact new employees' first
impression, reducing engagement, motivation, and retention. If the induction
space does not feel welcoming, it can lead to a lack of enthusiasm among new
hires right from day one.

Problems with the Current Induction Room

Dull or Cluttered Setup – No engaging visuals or comfortable seating.

Lack of Branding & Company Culture Representation – No motivational
posters, company vision, or values displayed.
Poor Seating Arrangement – Uncomfortable chairs, disorganized setup.
No Refreshments or Warm Welcome – Missing basic hospitality like tea, or
snacks.

STATUATORY COMPLIANCE
key elements that organizations must follow to ensure legal adherence:

Registers Returns Displays

Remittance Licensing
REGISTERS (Documentation of Employee and Business Details)

Companies must maintain statutory registers as Follows:

• Form 25-Muster Role (Attendance)

• Form12-Adult Register
• Form 112 Part 1&2 – Leave with Wages
• Form C - Bonus Register
• Form 11- Accident Register
• Form 28&29 – Inspection Register
• Form A – Maternity
• Bonus and Gratuity Register

Returns (Periodic Filings with Government Authorities)

Statutory returns refer to the legal submissions that businesses must file
periodically with different government agencies.

a) Quarterly
i) Employment Exchange
ii) Elder PF (Form C)
b) Half-Yearly
i) Form 2 – Payment of Subsidiary
ii) Form 21 (Head Count)
c) Annually
i) Form 22 – Combined Annual Returns
ii) Form 2 – Conferment of Permanent Statement
iii) Form A – Labour Welfare Fund
iv) POSH Returns (Prevention of Sexual Harassment)
d) Provident Fund (pf) Returns
e) ESI (Employee State Insurance) Returns
f) Professional Tax Returns
g) Income Tax Returns
h) GST Returns

Displays (Mandatory Notices at the Workplace)

As per labour laws, organizations must display certain notices and information
prominently at the workplace. These displays ensure that employees are aware of
their rights and responsibilities and promote transparency in organizational
practices. Displays Should be in both Tamil & English.

Remittance (Payment of Statutory Dues)

Employers are required to remit statutory payments such as employee benefits,
tax deductions, and welfare contributions to the relevant government authorities.

• ESI
• PF
• LWF – Labour Welfare Fund Contributions (Yearly Once/January 31)
For Each Employee = 20 Rs
Employer = 40 Rs.
Total = 60 Rs.
• PT (Professional Tax)

Licensing (Obtaining Necessary Approvals and Permits)

• Factory License
• Shops & Establishments Act License
• Labour License

ESI (Employee State Insurance)

• Applicable to establishments with 10 or more employees (in some states, the

threshold is 20 employees).
• Covers employees earning ₹21,000 or less per month (₹25,000 for persons
with disabilities).
• Every Month 15th
Contribution Employer’s Employee’s Total
Type Share Share Contribution
ESI 3.25% of 0.75% of 4.00% of wages
Contribution wages wages
BENEFITS OF ESI:
• Sickness
• Death
• Accident
• Maternity
• Disabled
• Permanent Disabled
• Funeral
PF (Provident Fund):
• Employee Contribution: 12% of Basic Salary + Dearness Allowance (DA).
• Employer Contribution: 12% is divided into 3.67% for EPF and 8.33% for
EPS (pension fund).
• Employees' Deposit Linked Insurance (EDLI): 0.5% contribution by the
employer for life insurance coverage.
• Administrative Charges: 0.5% of wages paid by the employer.
BENEFITS:
• PF Claim
• Death Claim
• EDLI Claim
• Pension
Facilities for Employees at ZF – Creche, Canteen, and Medical Examination

Creche Facility (Under Maternity Benefit Act, 1961)

• If there is More than 30 Female Workers in a company, it should provide

creche for the children of the Employees.
• It Should be Located within the Radius if 500 meters to 1 Km from Company.
• Some companies partner with external childcare providers instead of setting
up an in-house facility.

Canteen Facility (Under Factories Act, 1948)

• Factories with 250 or more workers must provide a canteen as per Section 46
of the Factories Act, 1948.

Medical Examination for Employees (Under Factories Act & ESI Act)

• Form 17 – Health Register

• Form 28 – Fitness Certificate
• Medical Fees: 200/Head: 6 Months Once

CLRA (Contract Labour (Regulation & Abolition)) Act

The Contract Labour (Regulation & Abolition) Act, 1970 (CLRA Act) is an
Indian labour law enacted to regulate the employment of contract workers in
establishments and to ensure their welfare and rights. The Act applies to
organizations employing a significant number of contract workers and aims to
prevent their exploitation.

• A contract worker is someone hired by a contractor (third-party agency)

to work for a company but is not directly employed by the company.

Welfare & Rights of Contract Workers

• Wages: Paid at least the minimum wage fixed by the government.
• Timely Payment: Paid before the 7th of every month.
• Work Conditions: Safe and hygienic workplaces.
• Restrooms & Drinking Water: To be provided by the employer.
• Canteen Facilities: If 100+ contract workers are employed.
• Medical & First Aid: First aid boxes must be available at the workplace.
• Leaves & Overtime: Contract workers are entitled to overtime wages
and leaves as per labour laws.