Organisation Study Report 6w6d61

INTRODUCTION Organizational study is the systematic departmental study and careful application of knowledge about how people – as individuals and as groups – act within organizations. Organizational study encomes the study of organizations from multiple viewpoints, methods, and levels of analysis. For this the study has been carried out in a production industry. This project deals with the Organization study conducted in DC Books. Kottayam. The DC Books came into existence in 1974, and has its Head Office based in Kottayam. The DC Books has 33 units in Kerala. Due to time constraints, the study was limited to the Kottayam division. The Organizational Study was conducted at DC Books, Kottayam. This study helped me to understand the functions, structure, policies and different procedures of the organization. The main objective of this study was to identify the functions of various divisions in the organization and also to gain knowledge about the organizational atmosphere and to find the importance of this industry in the society.

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1.1 SCOPE OF THE STUDY  The organization study carried out at DC Books mainly focuses on the major functional departments and its functioning. 

The study helps to familiarize with the organization.

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The study also provides a chance to know about the practical application of various learned theories in the organization.

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The study also gives importance to the welfare of workers and how can we motivate the workers so utilizing the full potential of them for the success of the organization.

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The study provides a chance to interact with workers, officers, departmental heads and various authorities in the organization.

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1.2 OBJECTIVES OF THE STUDY Several attributes such as the activities taking place within an organization, how its different departments function, how these departments are interdependent etc can be studied personally, and proves to be of immense value when an actual job is embarked upon later. It is also essential to know how the different resources of the company, like money, material men and machinery are managed by the officials to achieve the vision of the organization. The objective of this study is to shed light on these aspects, to understand the functioning of the organization, to obtain first hand experience of a managerial job environment and to interact with the people who manage and ensure the smooth running of the organization.

The main objectives of the study are: 1. To study the overall performance of DC BOOKS. 2. To undertake the departmental study of the organization. 3. To study and analyse organizational structure and the working of various functional departments of the organization. 4. To acquire a clear cut view about the product and production process. 5. Functioning and day to day activities of the organization. 6. To compare and contract theoretical knowledge with the actual practice. 7. To make a SWOT analysis about the organization. 8. To study the relationship between the workers, managers and the top authority.

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DURATION OF PROJECT The study was for a period of one month. First week The first week was spent in the production department and financial department where the trainee collected information about the various production and financial details. Second week In the second week, the study was concentrated on collecting data from the Marketing and Publication department. Third week During the third week, the trainee visited and collected data from the following departments. a)istrative b)Human Resource Fourth week During the last week, the trainee reviewed the documents and spent time for the preparation of report.

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1.3 RESEARCH METHODOLOGY Research methodology is a way to systematically solve the research problems. It may be understood as a science of studying how research is done systematically. In it researcher studies the various steps that one generally adopts in studying research problem along with the logic behind them. It is necessary for the researcher to know not only the research methods or techniques, but also the methodology.

SOURCES OF DATA  PRIMARY DATA Primary data are those which are collected fresh and for the first time and these happen to be original in character. This data is mainly collected through observation and interview. A close observation of the various activities helps to have a fresh idea about the same, which could in turn serve as an outline for detailed study. Direct interaction or talk with concerned people, to have a better understanding of the various functions of their respective areas of work.

 SECONDARY DATA Secondary data are those which are already been collected and which have already undergone statistical processes. The information from past records, which are kept in the library of DC Books and certain journals exclusively meant for the new employees during their probation period etc formed the secondary data of the study.

1.4 LIMITATIONS OF THE STUDY 

The study was limited to the experience, exposure on knowledge of the researcher.

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Due to the business of key personnel, the researcher has limited the study to a selected group of workers.

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The respondent‟s bias, also have affected the information and hesitation in revealing certain fact also was an obstacle in giving furnished details.

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INDUSTRY PROFILE 2.1 INTERNATIONAL SCENARIO The US commercial printing industry includes about 35,000 companies with $100 billion annual revenue. Large companies include RR Donnelley and Canadian printer Quebecor World. The majority of commercial printers are small or midsized businesses that operate one production plant, employ fewer than 20, and have annual revenue under $5 million. Despite continuing consolidation, the industry is highly fragmented: the largest 50 companies for about 30 percent of the market. The commercial printing industry includes printing on apparel and textile products, paper, metal, glass and plastics; it also includes typesetting, plate making and book binding. The industry doesn‟t include book or newspaper publishing.

COMPETITIVE LANDSCAPE Demand is driven by advertising and product needs of business customers. The profitability of individual companies is closely linked to effective sales operations. Large companies have scale advantages in buying materials like paper and ink, serving large customers with regional or national needs, and making efficient use of expensive presses. Small companies can compete effectively by offering better local services in a specific product category. Annual revenue per employee averages about $160,000. Digital technology has changed and competitive landscape of the commercial printing market. Prices for digital colour pages are falling below offset printing prices and companies that fall behind in the shift to digital printing are at risk, especially in the pre-media portion of printing.

PRODUCTS, OPERATIONS& TECHNOLOGY Commercial printers produce magazines, phone books, labels, advertising, brochures, catalogs, newspaper inserts, direct mail marketing pieces, corporate report and other financial printing, training manuals, promotional materials and business forms. Most commercial printers offer four distinct services: design and other prepress service; actual printing; finishing ( include folding, cutting and binding); and fulfillment, which includes packing, storing and shipping(often on a “ just- in-time” basis). Other services can include packaging, database management, web design, CD services, training and consulting. 6

A typical commercial printing has different presses and binding equipment available to work on various types of job. The main printing process used is offset lithography, using either individual sheet (sheet-fed presses) or continuous rolls of paper (web presses). Sheet – fed print up to 16 pages of letter-sized product (a 16 page “signature”) at a time.

Speed up to 15,000 impressions per hour. Web presses print 32 pages at a time at speeds over 40,000impressions per hour and are usually used for production runs of more than 50,000 copies. Presses usually print in one, two, four or six colours; some presses can print eight. Digital presses are increasing in use, especially for print runs under 5,000 pieces. Digital technology is also becoming the norm in pre-media services and design. Paper is the biggest individual manufacturing cost, often amounting to 25 percent of revenues. Printing papers are often coated and are bought in sheets or rolls from distributors. Many customers provide their own paper. Paper prices can vary significantly from year to year. Commercial printers generally don‟t keep large inventories of paper as requirements change from job to job; instead, they rely on regional distributors to provide the many varieties and grades. Inks, films, printing plates and cleaning solvents are other major material costs. The solvents used to clean inks off the presses can be an air quality issue. Major press manufacturers include Heidelberg and Komori for conventional presses; and Xerox, Hewlett-Packard‟s Indigo, Kodak‟s Express and Punch Graphic‟s Xeikon for digital. Large ink manufacturers include Sun Chemical and Flint Group. Printing technology is evolving rapidly. Virtually all prepress work is now done with computers. Digital presses are still expensive, but falling in price and used mainly for smaller runs, but movement to an alldigital printing environment is rapid. Small printers that delayed transforming to digital technology are beginning to do so as the price falls. Digital presses also have the benefit of added labour productivity, reducing the man-hours required for press setup.

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BUSINESS TRENDS Transitions to Digital Technology- Digital presses have become the norm in commercial printing; industry growth is coming entirely from digital printing. The commercial printing industry is shifting to faster production of smaller order quantities with more colour , the major benefit of printing over offset and other printing methods. While digital inkjet printers began at the small end of printers, technology is increasingly able to make digital printers with greater capacity. Industry Consolidation-Consolidation has characterized the US commercial printing industry since 1990s, and is ongoing due to the dramatic changes in the market place. Industry consolidations are driven by technology shifts and companies seeking to grow by expanding into new geographic markets through acquisitions. Most consolidation are private companies, losing value and unable to keep up technologically, selling to another private firms. Small family run printers are least likely to be able to afford digital printing technology and the investment it require. Transition to Sendee Business- Commercial printing has traditionally been a manufacturing industry. While it maintains its manufacturing focus, it‟s evolving into service business. Smaller printing runs, subject to customer changes, edits and faster deadlines are becoming the norm. Almost all industry growth comes from companies with digital printing capabilities, able to respond to smaller runs and changing needs quickly.

Lower Cost Per Page- Advance in both digital and conventional offset printing technology are lowering the cost per page for new printers. Info Trends projects that the decline in cost per page will average 10% per year through 2010. As the cost of colour printing has dropped, spot colour is starting to replace previously all black-and-white print jobs.

Digital Image Storage- Because of the increasing conversion of images to digital format before printing, some commercial printers provide digital inventory services. Some printers to expand services, are capitalizing on their expertise in the transfer, manipulation and storage of digital images, especially in the front-end CAD process, Web page design, CD production and generally in document and information management and distribution.

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New Printing Technology- With the introduction of digital plate-making, the entire printing process can be handling most effectively using digital technology. The traditional printing process relies on camera and photographic film as an intermediate step in the photochemical production of the plates used in printing. New processes can make film from digital images without using a camera

MAJOR INTERNATIONAL PUBLISHERS  Andrews McMeel Publishing  Anova Books  Anvil Press Poetry  Barrie & Jenkins  Basic Books  Ballantine Books  Penguin Books  Charles Scribner‟s Sons

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2.2 INDIAN SCENARIO Indian publishing industry consisting of books, magazines and newspaper is estimated at Rs. 200,000 million. Of this , the book market for educational and non educational books is worth Rs.130,000 million approximately. Publishing industry in India is expected to grow at around 15 percent per annum to keep pace with the rising literacy rate. The Indian book market is truly vibrant with 16,000 publishers and 30,000 bookshops besides multi-national publishing companies like Oxford University Press, Macmillan, Penguin,Haper Collins, Random House, Hachette, Picador, Rutledge Harvard Business Publishing etc who along with Indian publishers, bring out around 70,000 titles per annum.

Major publishers in India 

Penguin Book

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Ravi Dayal publishers

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Roli Books

 Pentagon Press

2.3 STATE SCENARIO Today the Malayalam book publishing industry faces a number of problems. The major problem is the lack of sufficient capital. The cost of raw materials have gone up. Another problem is the distribution of Malayalam books. There is a storage for sufficient outlets and showrooms for exhibiting and selling books. When we analyze the book publishing industry in Malayalam during the past 60 years after independence, the picture

that is certain

encouraging. The use of computer has made very fast and tremendous changes in the appearance of book. Most of the Malayalam books are typed with the help of computers and printed by offset. Covers are also designed by the computers. The books are more attractive because of modern book binding system, lamination of the cover page etc. There is also a growth in the field of promoting book fares, book clubs, pre-publication scheme, regular publication, monthly bulletins, easy installments etc are the usual promotion techniques. The electronic media in Malayalam are also helping the book industry.

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3.1 COMPANY PROFILE BRIEF HISTORY DC Books started in 1974 by Dominic Chacko Kizhakemuri [popularly known as DC, doyen of publishing in India] is considered as one of the top five prestigious literary publishing houses in India. It is the first ISO certified book industry in India. DC Books is considered to have the highest pool of intellectual property /content suited for the Indian market. Strong editorial team ensures experiments with new formations, new areas, and encourages budding writers. Translation program of DC books is the largest in India. 90% of the authors of the region publish their works through DC Books. DC Books publishes about 1500 books a year, making it one of the largest literary publishers of India. DC Books corporate office is in Kottayam, Kerala, the publishing hub of South India. DC Books publishes books in all genres. English- English Malayalam Dictionary published by DC Books is the largest selling bilingual dictionary in India and the second largest selling dictionary of India. DC Books has received the maximum number of awards among the Indian publishers for excellence from Federation of Indian Publishers, the apex body of publishers in India. DC Books started its Middle East operations in 2009 with outlets in Dubai, Muscat, Sharjah, and Ajman. DC Books conducts DC International Book Fair, one of the largest international book fairs in the region with participation from over 300 publishers of the world. This is an annual event conducted in two of the major cities of South India as a 12 day Book Fair as well as a Literary Festival. International authors and well known authors of India attend these events and it is a part of the festival calendar of the respective cities. The exhibition so far has attracted more than 2 million visitors. The Group has also ventured into eBooks through a Group promoted Company EC Media, the first in India with complete eco-system in digital books. „The Week‟ Magazine, (Issue June 24, 2012) has made a special mention about DC‟s eBooks in “30 Life Changers” from 1982-2012. It is now, one of the biggest aggregator of Indian books. DC Media, the magazine publishing wing of DC Books publishes Education Insider, a Pan Asian B2B Magazine for the education sector, News‟n‟ More, a current affairs and GK

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focused magazine for students, Emerging Kerala, a magazine which focuses on the socioeconomic development of Kerala and Pachakuthira, a magazine which intervene in the sociopolitical space. Mango, Children‟s Imprint of DC Books has a strong focus on Indian content. Many of the originally developed contents of Mango have been licensed to publishers in UK and elsewhere. Mango also works with publishers abroad on co-creating content. Current Books, started in 1952, with over 60 years of expertise in book sales, is the sister concern of DC Books. It is one of the top 3 retail bookstore chains in India with close to 50 retail outlets. Retail formats include destination stores, tourist bookshops, and academic books in small, medium and large sizes. Many innovative marketing and promotional methods successfully implemented by Current Books has inculcated reading habits among the public. Current Books is present in every nook and corner of Kerala, the 100% literate state of India. DC Animation is a new venture initiated by DC Books in the area of animation and enhanced content. It is one of the finest animators in India and has been awarded many prestigious contracts by major companies in India.

DC BOOKS AS PUBLISHERS AND BOOK RETAILERS As a publisher, DC Books aim to attract the best author and publishers. In Indian sub continent, they have published the best in Malayalam and English Language. DC books have already published more than 5000 titles in areas such as lineage, moral science, humanities etc. it has chain of bookshops belonging to various categories like neighborhood bookshop, tourist bookshops, last minute bookshops, airport bookshops etc. DC together with Current Books have an extensive network of bookstores and agencies across Kerala. This act as the major channel for the distribution of books published elsewhere.

It is also publishers and authorized dealers of many Indian and foreign

publication and reference book.

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DICTIONARIES AND ENCYCLOPEDIA DC Kizhakkemuri had initially envisioned DC Books as publishing house of dictionaries and references. The first encyclopedia in Indian language is Akhila Vijnanakosham, T.Ramalingam Pilla‟s English-English –Malayalam Dictionary. They also brought out the multimedia version of Akhila Vijanakosham.

TRANSLATION DC Books has done almost 1000 books translated from different Indian languages and authors. DC had tied up with Manjul Publications, who hold the right for The Harry Potter series in India

SUCCESSFUL FACTORS OF DC BOOKS  Management The management techniques adopted by DC books was the important factor behind the success of the organization. The selection of the employee is very systematic in this organization. The selection of the management activities like planning, organizing, staffing, directing, controlling are effectively carried out by the organization.

 Relationship with customers DC Books maintain good relationship with their customers by offering quality products at minimum cost. DC Book as able to create a feeling among the customers that the organization is taking care of their needs.

 Credibility This organization has a very high credibility which leads to very high customer loyalty. The best example of the credibility of the public is the continuous success of the pre- publication of books. Because the public knows that the organization can release the books in the announced date.

 Innovative strategies DC Books experimented many innovative techniques to attract the readers. Online booking, e-books etc are some of the strategies adopted by DC Books. 13

 Good Relationship with Author DC Books maintain a good relationship with their authors. They give royalties promptly and impartially to every author.

 Distribution Network The distribution network of Dc Books is the best among the publishing industry in India. They have 44 branches and 55 agencies all over Kerala and also outside Kerala DC Books as well as other too.

 Vision of Sri. D.C.Kizhakkemuri The vision of Sri. D C Kizhakkemuri is also important factor of the success. He was a person with honesty, nobelness, straight forwardness and experience. So his vision helps the organization to improve its goodwill.

 Not only profit motive, But for mutual benefit DC Books runs the business not only for profit alone but also looks for mutual benefit. It is necessary to increase the reading habit of the public. They realized the concept that selling more books with minimum price is important than selling one with high price.

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3.1.1 VISION AND MISSION VISION OF DC BOOKS DC Books is committed to quality in whatever it ventures into, be it publishing, retailing, or the perfect service to the customer. Our vision is to make our presence felt in every corner of the country through our stores and services, to make each of our stores a one-stop-shop for a complete reading experience bringing the best that has ever been published in the world of print. We thrive in upholding the rich cultural tradition of the land thereby helping to reach out to the people through the printed word. Our 42 stores have reached even the most remote districts touching the lives of all sections of society. Our promotions and schemes have added to the enrichment that our bookstores have established.

3.1.2 MISSION OF DC BOOKS Our mission is to reach out to the maximum number of people. We hope to bring the goodness of literature to every man‟s doorstep thereby making him a richer person. Current Books has made its mark in the book retailing industry by using unique innovative processes and is one of the first to bring technology to the retailing industry. In fact it has played a major role in keeping the prices of Malayalam books rather low in the market making it highly affordable to the public. Thanks to this commitment, Current Books boasts of about 80% share in book sales in the state.

DC Books is totally involved in the noble but uncovered endeavor of not only reflecting many colored splendor of Malayalam life in the world of letters but also in the arduous task, keeping it ever vibrant and dynamic if possible by stimulating and perhaps inspiring culture and intellectual ethos of our country. It searches and discover new building talents and trial blazer of the institution, the late DC Kizhakkemuri be hoping to serve the country like a spiritual beacon, beaconing the future as we stand today on the threshold of the new millennium. As of today, DC Books have published around 700 titles translated in Malayalam. This include The Bible, Upanishads, Freedom at Midnight by Dominic Lapierre and Laricolns, Road Back Nature by Fukuoka, Love in the time of cholera by Marquis, 15

Sunstone by Octavia, Piano Teacher by Elfrtieda, My name is Red by Orhan Pamuk, Wings of Fire by A.P.J. Abdul Kalam. DC Books is the publisher of the largest selling bilingual Dictionary the English- English – Malayalam Dictionary by T.Ramlingam Pilli. As a publisher belonging to a land which is part of the developing world, DC Books are in a catch to situation when quality and pricing are taken into consideration. By perfecting production quality of the books and making them available in such a low pricing unheard in the industry anywhere around the world, it operates in razor thin margins.

DC GROUPS OF FIRMS- DIVERSIFICATION DC Groups of companies consist of the following different firms which are mentioned below: 

DC Books

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Current Books

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DC Press Ltd

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DC info Tech

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DC International Trading Corporation

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Kairali Pusthakashala

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DCB Trust

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Kairali Mudralayam

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DC School of Management and Technology

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DC Activity Center

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3.2 AWARDS AND ACHIEVEMENTS The managing partner of DC Group has been honored with the following awards: 

FIP award for the young publishers

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FIP excellence in Book publishing award for DC Books.

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FIP distinguished bookseller award for Current Books

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Akshara Puraskaram for the best publisher in Kerala, by Darsana Culture center.

ACHIEVEMENTS 

Brought out Akhilavinjanakosham Desk Encyclopedia DC-SROM, the first in Indian language

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Initiated the free distribution of the book “ Kathakalude Lokam” to childrens on World Book Day.

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Published the complete works of Shakespeare in Malayalam.

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Attended 26th Congress of International Publishers Association at Buenos Aries, Argentina

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DC Group of firms is the first ISO 9002 certified publishing house in India.

THE MAJOR CATEGORIES OF BOOKS PUBLISHED BY DC BOOKS: 

Novels

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Stories

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Poems

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Humours

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Children literature

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Travelogue

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Art  Culture  Film  Screen play  Folk studies  History of literature  Linguistics

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 Technology  Medicine  Health science  Yoga  Family science  Psychology  Astrology 

Cooking

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Travel and tourism

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Anthologies

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Drama

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Prose  Criticism  Essays  Studies

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Bibliography  Autobiography  Memories  Caricature

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World literature

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Social science

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Religion

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Encyclopedia

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Dictionaries

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4.1 ORGANIZATION CHART

BOARD OF DIRECTORS

MANAGING DIRECTOR

GENERAL MANAGER

PRODUCTION

MENT

PRODUCTION MANAGER

DEPUTY GM

PRODUCTION CONTROLLER

UNIT MENT MANAGER

SUPERVISOR S

MARKETING

CHIEF EDTIOR

SENIOR EDITOR ASSISTANT EDTIOR

OFFICE PRINTER

TECHNICIAN

MARKETING EXECUTIVE & ASSISTANT MANAGER

PUBLICATION

OFFICE CLERK

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ISTRATION

GENERAL .

PUBLICATION MANAGER

PUBLICATION PROCESS TEAM

EXCUTIVE & ASSISTAN TS

4.2 FINANCIAL DEPARTMENTS

CEO

General Manager of Finance

Manager costing & Budgeting

Executive Manager

ant Assistants

Senior Manager

Treasury Manager

Manager of Royalty

Executive Manager

Executive Manager Assistants

Assistants Executive Realization

Executive Treasury Manager

The finance department controls the overall financial transactions of the company. This department controls the receipts and payment of each and every activity for all departments. Finance department has to raise necessary finance, manage its funds, and prepare the finance budget and istrative working capital. The company‟s working capital is above one crore. The investment is done with the help of SBI and ions crisis, the loans are taken from KFC. The inflow of the company is from book publishing. The outflow are in the form of production expense like purchase of raw materials, printing expense, publication expense like royalty to authors, purchase of books etc. This department controls these inflows in the best manner, which is practicable to the company.

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FUNCTIONS OF FINANCIAL DEPARTMENT: The main functions of DC books are as follows: 

To keep systematic records

ing is done to keep a systematic record of financial transactions. In the absence of ing, there would have been terrific burden on human memory which in most cases would have been impossible to bear. So the finance department keeps systematic records 

To protect business properties ing provides protection to business properties from unjustified use. This is possible to supplying the following information to the manager or others. 

The amount of the proprietors fund invested in the business.

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How much the business has to pay to others?

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How much money the business has to recover from others?

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How much the business has in the form of  Fixed asset  Cash in hand  Cash at bank  Stock of raw materials  Work in progress etc

 To ascertain the operational profit and loss Financial department ascertain the net profit earned or loss suffered on of carrying the business. This is done by keeping a proper record of revenues and expense of a particular period. 

To facilitate rational decision making Financial department has taken upon itself the task of collection, analysis and reporting of information at the required points . the required level of authority in to facilitate rational decision making. In addition to the above mentioned works are reported by the finance department:  Annual report containing past performance, current financial figures, profit and loss and other financial statements  Half yearly and quarterly reports. 21

 Coordination of internal and statutory audit.  Investment analysis, feasibility studies of production.  Monthly reports to top management about sales achieved, production achieved and profit generated. The financial manager is responsible for maintaining funds at an optional level. The company meet working capital requirements usually by bank overdraft and other short-term.

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4.3 HUMAN RESOURCE DEPARTMENT CEO

Head personnel & hr

HR

Personnel

Recruitment

Payroll

Statutory

Welfare

Training & development

General function

Human resource is the most important asset and backbone of every organization. It is a fact that people are vital for the effective operations of the organization, as human effort are the main driving force behind any organization. Human resource is considered to be the most expensive resource of every organization. Thus HR management is one of the most complex and challenging fields of endeavor. In DC Books the scope of HR department of Dc is very vast. From selection to recruitment, the HR department of Dc books is there to do all the things which are necessary for the betterment of employees and for the growth of the organization.

THE MAIN ACTIVITIES OF HUMAN RESOURCE: 

Determination of competency

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Recruitment

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Selection

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Training and development

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Performance appraisal

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Wages and salary istration

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Providing good working condition

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Minimizing labour turn over

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Employees welfare activities

4.3.1HR FUNCTIONS IN DC BOOKS 1. Recruitment Recruitment is a linking activity that bring both together the jobs and the job-seekers. The process of recruitment consists of the following steps:  Identifying the source of supply of adequate number and types of person.  Assessing the suitability of various resources and selecting the most appropriate source among them.  Stimulating the prospective candidate to apply for the job.

THE PRESENT SYSTEM OF RECRUITMENT IN DC BOOKS:

There are two main sources to supply the required manpower- internal and external. Internal sources refer to the present labour force of an organization. External source refers to the recruitment of candidates from outside the organization. DC books allows the internal source only if, skilled persons are available in the organization. If he is able to perform the required vacancy then they promote him to the post. In this manner they fit most of vacancies and for the remaining vacancies they go for external source. The main sources are:  ment ment is the best method of recruiting skilled workers and persons for hire. ment in newspaper and journal are the convenient method for recruiting people.  Transfer Transfer refers to the shifting of an employee from one job to another job or from one branch to another without any change in the responsibility or compensation. It arise when situation demands.  Employee exchange 24

Whenever a need arise, DC book approaches employment exchange for suitable persons. 2. SELECTION PROCESS Selection is the process of carefully screening the application for a job and to choose the most suitable person. It is a negative process because a large number of candidates have to be rejected to identify the suitable applicant. The selection process adopted by DC books is as follows: In DC books the selection of employees are totally independent and there is no involvement of any political leaders or any other persons. This organization follows the basic principles of selection i.e., the right person for the right job and is purely based on academic and personnel skills. The HR department will first scrutinize all the application received in order to take the best from all. Only those applications will be taken which fulfill the requirement of the post.  Preliminary interview This interview is usually helps to eliminating the unqualified applicants, during preliminary interview the employer tries to find out whether the candidate is physically and mentally fit for the job. 

Blank application

The blank application forms are the best way to getting information about the candidate. It contain information‟s like name, date of birth, qualification, experience etc.  Employment test This is help to judging the applicant suitability for this job.  Interview An interview is a face to face communication to evaluate the candidate. It is conducted to know more about candidate and to get information about the job. In DC books interview is most common one their ability to communicate, presence of mind, expressions etc. are judged through the interview.  Checking reference  Medical examination Before ing the organization, a medical fitness certificate has to be produced. So a qualified medical expert is appointed by the organization to whether the candidate is physically fit or not. 

Final selection 25

After a candidate has cleared all the hurdles in the selection procedure. Is formally appointed by issuing him a appointment letter. 3. TRAINING DC books offer training for newly appointed candidates before their job. They first give a orientation for two or three days in various departments on concerned matters. In their probationary period, they will be assigned with various duties as decided by the management from time to time. Because of this, employees in the organization are capable for handling each and every official duty in various departments of the organization and this will help them to have a clear idea about the overall functioning of the organization. DC books also recruits fresh graduates as trainees and this training period is 3 months with a normal stipend. After the successful completion of the training the trainee are offered a certificate and outstanding trainee will be absorbed by the organization. 4. SALARIES AND BENEFITS DC books have 8 hour working day from 9:00am to 5:30pm. The organization follows a salary system. The employee salary is at the range of Rs.7000 to Rs. 12000 and for trainees it‟s from Rs. 750 onwards. In addition to salary, the organization offers provident funds, ESI, gratuity, group insurance and bonus is given in festival season. Employees are having a total 36 days holiday per year of which 12 days are compulsory and the remaining the 24 days can be surrender. In DC Books 10% basic salary shall be given as house rent allowance. 5. EMPLOYEE RELATIONSHIP AND WORKING CONDITION DC Books follows a family culture among the employees. In order to keep the hierarchy, they are manager, assistant manager, clerk etc, but they function in a more informal way. They work together fo accomplishment of the objectives. DC Books is providing a good working condition for their employees. The office building is equipped with a first aid box, separate cabin for the employees, computer etc. 6. EMPLOYEE TURNOVER The employee turnover is very low in this organization. Only one or two persons may resign per year because of personal reasons or getting any government job. 7.EMPLOYEE WELFARE MEASURES The employee are also interested with their welfare programs. The welfare programs adopted by DC Books are: 

Bonus

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Leave entitlement

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Festival allowance

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Salary advance

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Compensation for overtime works.

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Travelling allowance

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Refreshment allowance

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Pleasure trips

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Kudumbamela

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Housing loan

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Education assistance to children of employees

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Transfer

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Discount in price of its publication

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4.4 ISTRATION DEPARTMENT

CEO

HEAD OF ISTRATION

Property

Guest house

General istration

legal

Front Office

CEO’S office

CEO’S Secretary

Executives & Assistance

Technicians

Event Manage ment

Drivers

PA of CEO

Security

istration department provides smooth functioning of every activities of an organization. It arranges all the facilities for the appointed employees of an organization. Its functions are strictly based on its policies known as istration policies. It coordinates the orientation programs and also the functions of all the departments in the organization.

4.4.1 FUNCTIONS OF THE ISTRATION DEPARTMENT 

To plan, coordinate and implement the istration policy. The main function of the istration department of DC books is planning the functions and facilitating arrangements for the departments and coordinating the programmes. It implements the istration policies to each program of an organization.

28



The periodical review of all the departments istration department of DC books conduct the periodical review of all departments yearly. It analyses the overall functions and programmes of the department. So it helps to improve the functions of the organization.



Legal settlement The istration department settles the legal process of DC books, it perform the court settlement, agreements, license, contract, renewals utilization with Government & non-government bodies including municipalities, Corporations etc



Discipline process It looks after the grievances reprisals so that the discipline is maintained and it stands for inter departmental coordination.



ission process The ission process is conducted by the istration department of Dc books. The proper documentation of ission process of the DCSMAT and printing school are held by this department. It formulates the ment strategies of DCSMAT.



Health concerned activities The istration department of DC books concern the hygienic and healthy environment in the organization.



Issued ID cards This department issues the ID cards and visiting cards to the employees and of the DC books .It takes initiation of the payment such as the electricity charges, telephone charges etc. of an organization.

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4.5 MARKETING DEPARTMENT CEO

Head marketing

Sales

Promotions

Category & merchandising (Malayalam & own products)

Store promotions

Sourcing & merchandising (English & other products)

SMS promotions Category 1

Category 3

Online promotions Category 2

Pre publication & schemes

On text books (CBSE)

Category 3

Category 1 Category 2

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Marketing means buying and selling of goods and services between buyers and the sellers. The process of marketing begins till the right from production of goods till the consumption of goods. This department controls all sales and promotional activities and helps to make decisions on re-publication, number of copies to be produced etc. Main activities of Marketing Department include: 

Control and coordination for branch activities



Screening of applicants foe agency and franchisee



Get from all branches



Implementation of promotional activities



Conducting exhibition and book release function



ment

MARKETING FUNCTIONS OF DC BOOKS 

Price, quality & quantity Prices of books published by DC books are very low as compared with books published by others. They are making a nominal profit. They focus in selling more number of books instead of selling few copies with greater price. In addition to this they provide discount for their club , institutions etc from face value of the book. In publication, DC books maintain a high quality paper for their books. Covers printing etc are the main marketing technique adopted by them. They make attractive cover design even with experimental efforts like applying 2000 designs for the first 2000 copies O. V Vijayana‟s “ Thalamurrakkal”.



Potential buyers and market demand of the product Book club , libraries, individual customers and educational institutions are the main potential buyers of this publication. They are giving attractive discount for their books to create demand for their products. The book fair named as “ Pustaka chanda” arranged in public stadiums of major towns attract the ordinary people to purchase books.

DISTRIBUTION CHANNELS DC books mainly following the distribution channel methods are: 

Delivery to branches/agencies The books are distributed to its branches and agencies by the vehicles of DC Books. DC Books have 33branches and 55 agencies spread all over Kerala. Classification of 31

branches and agencies based on their location and intent from branches of common region are delivered at one. The customer can purchase books from the branches or agencies near to their place. 

Mail ordering The customer can directly order the books or current books by mail. They can order

books in two ways – through postal order and e-mail.  In postal ordering the customer can send money order by demand draft to the office and the books can be received through postal service.  The customer can purchase books through e-mail service and payment is made by sending DD

CUSTOMER SATISFRACTION Customer satisfaction is the important factor for any product. DC books have 33 branches and 55 agencies. These enable the customers to get books in their home town. DC books conduct “pustaka chanda” and this enable the customers buy books in reduced price with greater selection.

MARKETING STRATEGIES Marketing books is much more difficult than marketing any other consumer goods. So it is necessary to adopt some attractive strategies to create a demand from the customers. The primary strategy of DC books is to create credibility among the public. It includes establishing and expanding a customer base, which is mutually beneficial for both the organization as well as the customers. Up to a great extend the organization has achieve through quality production, minimum and affordable price and from the reader etc. The supply strategies of DC books are various discount schemes and policies.

MAJOR COMPETIORES 

Pen Book



Mathrubuhmi books



Olive publications



Hritham books

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4.6 SALES DEPARTMENT

CEO

General Manager(Sales & Bookshop MGT)

Pre- publication

Branch istration

Bookshop manager

Sales department of Dc books control the day-to-day sales operations. The sales department ensures the customer relationship in a well manner. Customers are the main ttarget of every organization. Books maintain a good relation with their customers by offering high quality product at minimum cost. DC books was able to create a feeling among the customersthat the organization was taking care of their needs. Also in the branch of DC books ,Current Books, customers are treated well.

FUNCTIONS OF SALES DEPARTMENT 

provide quality books at the need of the customer



Ensure customer relationship



Ensuring the availability of fast moving books at branches



Monitoring pre-publication activities



Offers the special schemes.

33

PROMOTION DEPARTMENT Promotion department is under the control of sales department. It control all the promotional activities.

PROMOTION ACTIVITIES Sales promotional activities can be defined as any steps that are taken for the purpose of obtaining increase in sales. Often this term refers especially to selling efforts that are designed to supplement personnel selling. Sales promotion is the plus ingredient in marketing mix. Like other organization ,DC books also has some promotional activities to increase market share. The major promotional activities allowed by the organization are: 

Book fair One of the promotional activities of DC books is book fair. Each branch has to conduct two book fairs every year. This will be help for the branches to achieve its target and the organization to achieve a wider publicity.



ment The ments are given in newspaper, magazine and television. ment for various schemes, pre-publications and other special offer are done from time to time in various Medias.



Discussions DC books conduct discussions for both selected persons and others. This discussion helps to bring out, new trends in the publishing world. It also serves as a form of .



Bulletins DC books and Current books published bulletins in every month and it reaching 50,000 subscribers absolutely at free of cost. This bulletin contains all information about the new arrivals, schemes,pre-publications etc.



Sponsorship DC books sponsors seminar which are conducted by the institutions, associations and libraries etc. This sponsorship is done for the publicity of DC books

34



Book release functions For their major and prestigious publications, they conduct book release functions. This will give more publicity to those books as well as to their organizations.



Special offers DC Books and current books also give special offers to libraries and institutions. These offers are decided by the organization at the head office and will be informed to the branches and agencies through internet circulars.



Sales agents For increasing the sales, DC Books and current books appoint sales agents in various branches. Sales agents are also provided with discounts for the purchase of books.



Websites DC books has its own website in the internet with the address www.dcbook.com. This help the customers to know more about DC books offers, pre-publication books etc.

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4.7 PUBLICATION DEPARTMENT CEO

Chief Editors

Print

Right management

Library

Digital print

Editorial team Senior associate editor Associat e editor

Senior assistant editor

Complimentary library Manager of publication process

Manager pre-press & digital book coordination

Research library

Publication process team

Assistant editor

Publication department has the most prominent place in an organization. This department does receiving, analyzing and processing of manuscript. The decision making is done in publication committee meeting, which will be held on every Thursday. In this meeting they will put forward the new manuscript for getting approval. Then the approved manuscripts are handover to the corresponding editor for editing and correction and after the final correction they are ed to the production department for DTP. Publication department is in charge of giving Title Setting, Cover Design, and ISBN number to each book. The International Standard Book Number is a unique numeric book identifier based upon the 9- digit standard book Numbering Code created by Gordon Foster.

36

PUBLICATION PROCESS

  

Manuscript

Manuscript Manuscript identification Acknowledgement

Preliminary Editorial Report Publication Committee Author communication

Provisional approval

Manuscript review report

Title plan

Publication committee

Manuscript final approval

Author requirement collection form Information for database & contract

Scheduling

Author communication

Title Details Type setting

Editing

Cover deg Work order come Job Card Illustration Final Title Plan & Pricing

Production Cover design Checklist

Review of Media Recommendation Request Form Barcode order Form ( for Reprint Only) Review Request Form

1 37

1. Author requirement shall be captured as per the Format. It has to be captured along with the acceptance letter. 2. Print order should accompany the following: Stage 1 Release of print order

   

Manuscript Typeset Matter Photos Illustration

Stage 2 Layout Stage  Cover Design  Title Page Stage 3 Immediately after second proof correction  Index Exemptions

PUBLICATION LIST 

Publication



Print Order



Accepted work



Agreement



ISBN



Publication Committee Minute



Translator

38

4.8 PRODUCTION DEPARTMENT CEO

General Manager

Production controller

Plant manager

Binding supervisor Shift Supervisor

External Binders Machine operators

Technician

Printer

External binding machine operators

Case makers

The production department is the nucleus of any organization engaged in conversion of raw materials into finished products. The major function of this department consists of collection of approved manuscript, which was forwarded by the publication department. Finally the manuscript goes to the hands of production supervisor for pricing the books.

39

FUNCTIONS OF PRODUCTION DEPARTMENT 

Vendor selection For the selection of a supplier should be approved by the Quality Assurance. For this purpose QA does a sample analysis of the material.



Vendor rating Rating of vendor is done on the basis of quality of raw material and service provided by them. These are the key performance indicators.



Procurement The high quality paper for graphics is mainly bought from Hindustan Newspaper, Vellore. The paper for newsprint is taken either from HNL or imported from Russia. The ink which is bought from Mumbai is used for printing.



Inventory management Stock keeping department does the inventory management. When it reaches the buffer stock, they will place the mew order for fresh stock. Only raw materials are imported. The finished goods are dispatched after printing..



Other functions

      

Supervisor and control the production operation. To check and maintain the quality of production To reduce the wastage of raw materials in production process. To carry out timely maintenance on machine. To give better training for employees. To ensure prompt delivery by co-coordinating with marketing department.

Machine use

  

Komori heat set system 18: it is for art paper printing Oshiba heat set system18: it is also for art paper printing Polygraph flow line machine: it is a type of binding machine and is used for stitching three-side trimming and counting.



CTP machine

40

PRODUCTION PROCESS  Pre-press activity  Press activity Pre –press activity  Manuscript is send to DTP section for page making  Matter comparing  Photo scanning- for colour separation i.e. four colour are mainly used ; they are cyan, magenta, yellow, black.

 Page lay-out  Film processing  Plate making by plate making section  Plate is directly fixed into machine Press activity  Printing  Sheet fed printing  Binding  Cutting

41

PRODUCTION PROCESS Manuscript

Approval committee

First proof reading

First correction

Page layout/ book design Final proof reading

Final correction & final check up

CTP plate making

Printing Binding

Final product

42

Cost

4.9 PURCHASE DEPARTMENT CEO

Head of stores & purchase

Raw materials

General books purchase

Capital purchase

Academic purchase

Head of Ware house

Manager raw materials

Manager finished goods

Manager distribution center

Malayalam CB store

General English book store

Academic book store

Purchase department is responsible for the procurement, storage and issuing materials for production. The office provide information regarding the requirements of materials for production to ensure uninterrupted supply at minimum cost. The purchase department plays a vital role in the organization .it handles the purchase of raw materials, publicity materials and miscellaneous things. It is the duty of this department to the items they received with the invoice.

43

Objectives of the purchase department The main objectives of the purchase department of DC books are as follows 

To make continuous availability of materials so that there may be uninterrupted flow of materials for production.



To make purchase competitively and closely at the most economical prices.



To make purchases in reasonable quantities to keep investment in materials at minimum.



To make good supplier relationship, this will ensure the best of supply of materials.



To adopt most advantageous methods of purchase to ensure smooth delivery of materials from suppliers.



To serve as an information center on the materials knowledge relating to price, sources of supply,mode and delivery etc.



To purchase proper quality of materials to have minimum possible wastage of materials and loss in production.



To develop alternative sources of supply so that materials may be purchased from those sources if a particular supplier fails to supply the materials.

FUNCTIONS OF PURCHASING DEPARTMENT Following are the functions of purchase department. 

What to purchase?



When to purchase?



From where to purchase?



How much to purchase?



At which price to purchase?

44

This questions are the main functions of this department. To perform these functions effectively the purchase department follows the following procedure. PURCHASE PROCEDURE IN DC BOOKS 

Purchase requisition: - It is a written request sent to inform the purchase department about the need for materials surplus. Materials requisition from will be filled and given to purchase department.The particulars are entered in to the store and purchase .



Purchase enquiry:- It is the process of sending in the prescribed enquiry quoting the quality,item rate and unit.After checking whether the required specifications are met or not the purchase departments invite quotations.



Receiving quotations : -Enquiry is sent and quotations are invited from vendors.The purchase department maintains the list of the suppliers and their address. The received quotations are sent to respective sections. After ing whether the required specifications are met or not the quotations may be accepted or rejected.



Purchase order: - Once the quotation is accepted the purchase department sends the purchase order.



Receiving materials: -when the goods orders are delivered the store will issue the goods received note (GRN). The vendor will compare the bill with purchase order and GRN and forward to the s department.

TYPES OF PURCHASE      

Cash purchase Local purchase Tender Nominated purchase Long term contracts Emergency purchase Purchase committee nominated by the director will decide the most suitable mode of purchasing out of the above after taking into consideration all relevant factors such as nature of requirement, supplier delivering time etc. Open tender method is through press ment while limited tender

45

involve sending notice and inviting tender of selected supplier. MAJOR ELEMENTS OR RAW MATERIALS PURCHASED       

Paper Plate Chemicals Ink Spare parts Machine oils Film

In Dc books materials purchased are classified into two classes:

A class items includes paper, ink, plates, film, chemical and essential accessories of the printing machine.



B class rare items include Nylon belt and machine belt The customer forms a purchase intention after evaluating and ranking the products or brands.Thereafter the purchase decision would be to buy the most preferred brands. In DC Book certain materials are purchased from the following places.



News print from „HNL‟



Plates and chemicals from „Technova‟



Ink from „Costs of India‟

LIST OF DOCUMENTS OF PURCHASE DEPARTMENT.           

Quality record Purchase indent Purchase enquiry Comparative statement of quotation Purchase order Approved list of vendors Vendor information report Delegation of power Vendor appraisal report List of property brand Purchase

46

MAJOR ELEMENTS OR RAW MATERIALS PURCHASED 

Paper



Plate



Chemicals



Ink



Spare parts



Machine oils



Film

LIST OF DOCUMENTS OF PURCHASE DEPARTMENT 

Quality record



Purchase indent



Purchase enquiry



Comparative statement of quotation



Purchase order



Approved list of vendors



Vendors information report



Delegation of power



Vendor appraisal report



Purchase

47

4.10 SYSTEM DEPARTMENT

CEO

MAIN SYSTEM

Manager software

ERP Technician

Manager Hardware & Networking

Hardware engineer

System Analyst

System .

The major function of the system department is the maintenance of computers system of the organization. This department more concentrated on the hardware solutions than software development. They assist in the computerization of project, which is being implemented in DC Books. Most of the activities are computerized in DC books. System department provides the following facilities to the organization: 

System



Handling the complaints



Website updating



ing mails and delivering to respective desks



Provide the backup facilities



Networking between departments



Data security



Software installation



Hardware and software maintenance



Developing testing and implementing the required application package

48

In DC books there are about hundred system with LAN network connections and also has separate sections with the system facility. There are several software are implemented in the system. They are Linux, Windows XP, ERP,MIS etc The systems are activated with the help of Asianet and BSNL broadband connections. Mail server and Firewall is used in this system. Security measures are updates with the anti-virus “Trend Micro”. It ensures the complete security and immunity to the systems in DC Books. The information is safe in the systems department of the DC Books by its effective work power and confidentiality. And hence the department stands as an inevitable part of the DC Books. System Details in the co operative office Number of Servers: 7 Number of Servers: 186 Operating System:  

windows linux

Software‟s:  log mein  Team Viewer  VNC Viewer  IB Expert Database:  

SQL Microsoft Access

Internet Connectivity  Asianet  BSNL broadband Anti-virus : Trend Micro LIST OF S OF SYSTEM DEPARTMENT 

Daily Work



Complaint



Back Up



Software and Hardware Maintains . 49

SWOT ANALYSIS STRENGTHS 

Largest publishers and leading book store chain in India.



Follows high ethical standards.



Publishers almost all categories of books.



Highly dedicated employees.



Have royalty of authors in Malayalam.



Culture bound change management.



The first in the Indian book industry to get ISO certification.



A synonym for quality book publishing.

WEAKNESSES 

Inadequate work force



Mainly concentrates on Malayalam titles.



Lack of professionalism in some areas.

OPPURTUNITIES 

Active promotion of training and development.



Mass customization.



The initiatives to become an e-organization.



Continuous improvement process.



Branching out into several imprints like Current books, Kairali Pusthakasala etc

50

THREATS 

Emergence of piratical activities.



Less marketing potential, the decreasing number of readers.



Heightened competition.



Changes in the economy.

51

FINDINGS 

DC Books is one among the top ten publishers in India.



High productivity, capacity utilization and high productivity.



The organization is small and has got a simple organization structure.



Maintains good relations with authors as well as customers.



There is no union in the organization.



The Directors are the ultimate decision makers.

SUGGESTIONS Company can reduce operating cost by reducing wastage of material during



production. For that company can use latest technologies. As the business as growing, it‟s better to make alternation in its organizational



Structure, in order to reduce the burden of the Directors.

The same spirit and enthusiasm of the founder and his fellow workers along with



Professionalism can help to achieve its vision. Giving more training and awareness programs to employees would help to enhance high morale. 

Improve the overtime payments.



New updated technologies should be added to existing ones.



Try to provide sufficient resources to make work easier.



Try to understand whether employees are aware of their competencies.



Do take suggestions from employees for improvement and involve them in decisions

taken concerning them.

52

CONCLUSION It‟s a great fortune to get a chance to do training at DC Books, one of the leading firms in the field of books. This training helped to understand what the company is all about and the organization's functioning and also to assess the various aspects of Human Resource practices undertaken by the Department of Human Resources at this prestigious institute and also how the department functions and how the decisions taken by this department affects the functioning of the organization as a whole. DC Books has grown and developed in a short time and in a very effective and efficient way. It can be seen from the reputation of the organization across the world. It publishes only quality books and could yield a turnover of 101 crores. It has been observed that the managers have their own responsibilities towards the development of the company and the company strongly believes in the efficiency of its employees. DC Books gives more importance to its development and expansion plans. The training measures undertaken by the company provides updated knowledge for the changing environment. All these make it clear that DC Books is highly employee oriented. The study revealed that the job satisfaction of employees was the key factor for the success of any organization. DC Books

stands as an evident example for this. The various IT

Application used by the organization was commendable and the SWOT analysis proved that DC Books could easily overcome the threats with its strengths. In short, DC Books has truly become a pioneer in the book industry. To conclude DC Books is guideline for other companies. There is no strike and lockout in the company. DC Books has a good organization structure and an effective management system. The company has a good position in the book Publishing industry.

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BIBLIOGRAPHY 

www.dcbooks.com



www.wikepedia.com

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