INTERNSHIP REPORT ON ALSHIFA Eye Trust

PREPARED BY: Sherdil Khan

REG NO: CIIT/FA12-BS (BA)-037/ATK
SUPERVISOR NAME: Dr Asim Anwar

DEPARTMENT OF MANAGEMENT SCIENCES

COMSATS INSTITUTE OF INFORMATION
TECHNOLOGY ATTOCK CAMPUS

ACKNOWLEDGEMENT
All praises for Almighty ALLAH whose uniqueness, oneness and wholeness are
unchallengeable. Had it not been the strength provided by him I wouldnt have been
able to complete this Internship. Gratefully acknowledge and express deep sense of
gratitude to HR Department for their fruitful guidance and special thanks to my
parents for the moral support and encouragement that has been the real source of
inspiration throughout the preparation of this internship.
I am deeply indebted and also express my gratitude to my respected teachers at
COMSATS UNIVERSITY, ATTOCK specially Mr. Asim for their Support. Their
guidance and support was always instrumental in setting the track right for
preparation of this report
It was very interesting as well as tough task for me. I completed it with the help of
some nice people.. During the internship, Manager Marketing / Sales Mr. javed
extended great co-operation for discussion and learning in different departments.
I would also be thankful to all people who have contributed to the accomplishment of,
this report. I was very lucky in having a group of people whose critical evaluations
were of great importance during the documentation of this report. Finally, I am deeply
obliged to the whole management of Alshifa, whose considerate and cooperative
guidance to sail through all difficulties that I have faced during the completion this
report.

Contents
CHAPTER 1.................................................................................................. 2
Introduction................................................................................................. 2
1.3obective of studying organization...................................................................3
1.4 Overview of the organization.......................................................................3
1.5 Brief History........................................................................................... 6
Organization Grandparents.............................................................................. 6
Current president:................................................................................. 7
1.6 Type and nature of business of organization...................................................10
1.7 Business volume /size in different context.....................................................10
During the last financial year (July 2010-June 2011) Al-Shifa Trust managed about half
million patients which include 360,469 patients treated at our four hospitals and 110,269
patients provided eye care in the community. Forty thousand patients were provided with
sight restoring surgery during this period............................................................11
............................................................................................................... 11
1.8 Number of employees at national, international male and female and regional level. 11
SWOT Analysis.......................................................................................... 12
1.10.1 Strengths.................................................................................. 12
Weaknesses........................................................................................ 12
Opportunities...................................................................................... 13
1.10.4 Threats.................................................................................... 13
PEST/STEP Analysis.................................................................................... 13
1.11.1 Political..................................................................................... 13
Economic............................................................................................. 13
Socio-cultural......................................................................................... `
13
Technological....................................................................................... 14
1.12 Business Plans...................................................................................... 14
CHAPTER 2................................................................................................ 16
2.1 Organizational structure............................................................................16
Domain of Plant Manager....................................................................17
3

Domain of DQO................................................................................... 17
Domain of Manager Warehouse..........................................................17
2.1.1

Domain of Manager Finance /.................................................18

2.2 Main office............................................................................................ 18

2.3 Organization Hierarchy............................................................................ 19
2.4 Comments on the organizational structure......................................................19
Advantages......................................................................................... 19
Disadvantages.................................................................................... 19
2.5 Competitative Positioning of the organization in the industry..............................20
2.6 Learning as an Internee from the Management context......................................20
2.7 Structure of the Department/s you have worked in...........................................21
2.8 Production Department............................................................................. 21
Quality Control Department................................................................22
Quality Assurance............................................................................... 22
Quality control Department.................................................................22
Products Development........................................................................22
Materials Management........................................................................22
Warehousing....................................................................................... 23
Distribution& Dispatch........................................................................23
Workshop& Boiler................................................................................ 23
Admin& HR Department......................................................................23
Administration and General Services..................................................24
Regulatory Affairs................................................................................ 24
Sales and marketing department........................................................24
Advertisement..................................................................................... 25
Customers itself send tender Inquiry..................................................25
2.10 Departmental operation...........................................................................25
CHAPTER 3................................................................................................ 25
3.1 Structure of department............................................................................ 25
Customer enquiry................................................................................ 26
Distribution department......................................................................26
Warehouse Department......................................................................26
Dispatch Department..........................................................................26
Gate Outward Pass.............................................................................. 26
Sales Invoice....................................................................................... 26
4

CHAPTER 4................................................................................................ 27
4.1 Function of the department........................................................................27
4.2 Job/Work/ tasks system of organization.........................................................27
4.2.1 To investigate the existing market for the sale of the product and
services............................................................................................... 27
4.2.2 To acquire contracts for the products listed under their scope of
work.................................................................................................... 27
4.2.3 To sell products and services......................................................27
4.2.4 Implementing and monitoring of the plan of the demands........27
4.2.5 To ensure receipts and transfer of required information.............28
4.3 Decision-making environment....................................................................28
4.4 Mobilization of resources..........................................................................29
4.5 Production/Services provision by the Department............................................29
CHAPTER 5................................................................................................ 31
5.1 Critical analysis of the theoretical concepts related to practical experiences i.e. relate
the theoretical concepts with your practical experience during your Internship with the
Department................................................................................................ 31
5.1.1 Analysis tools applicable/applied in the departmental procedures
............................................................................................................ 31
5.1.2 Organizational/Departmental analysis with reference to the
industries listed on the stock exchange/ or industrial standards.........31
5.1.3 Behavior of the studied organization in provision/production of
various services/products to different sectors of societies..................31
5.1.4 Future prospects of the organization/Recommendations for future
learning............................................................................................... 32
CHAPTER 6................................................................................................ 33
6.1 Short-falls/weaknesses of the Department......................................................33
6.2 Critical analysis of the management patterns of the organization with reference to work
related operations, weak areas that need to be improved.........................................33
7. Conclusions........................................................................................... 33
8. Recommendations................................................................................. 34
9.
References
39

CHAPTER 1
Introduction
Al-Shifa Trust was established in 1985. It is a non-governmental, non-political,
charitable organization. The aims and objectives of the trust are prevention and
control of blindness by providing standard and sustainable eye care services which are
accessible and affordable, human resource development through training of doctors,
nurses and paramedics, creating awareness about eye diseases in general public
through camping activity and to establish facilities for research in ophthalmology.
The Trust Complex is situated 35 kilometres from the capital Islamabad on the
outskirts of Rawalpindi alongside the Grand Trunk Road
Al-Shifa Trust is a non - political, non-governmental, and not-for-profit organization
involved in the delivery of high quality eye care services for the past 20 years.

Not for Profit Organization

Running four eye hospitals at Rawalpindi, Sukkur, Kohat & Muzaffarabad

Provided Specialized treatment to more than 500,000 successful surgeries.

70% patient are provided free treatment

Wide spread community programme

it started from single building for providing eye services now the work nationally and
internationally. Nationaly their supply of chain is as follows.
1. Al-Shifa Trust Eye Hospital Rawalpindi
6

2. Al-Shifa Trust Eye Hospital Sukkur

3. Al-Shifa Trust Eye Hospital Kohat
4. Al-Shifa Trust Eye Hospital Muzaffrabad
5. Pakistan Institute of Ophthalmology Rawalpindi
6. Pakistan Institute of Ophthalmology Sukkur
7. Al Shifa Al shafa international Hospitals
During the last financial year (July 2010-June 2011) Al-Shifa Trust managed about
half million patients which include 360,469 patients treated at our four hospitals and
110,269 patients provided eye care in the community. Forty thousand patients were
provided with sight restoring surgery during this period

Al-Shifa Trust Eye Hospital Rawalpindi managed a total of 242,548 patients

through hospital based and outreach services. Out of these, 23,943 underwent

different kind of operations.

The Sukkur hospital after its inauguration in June 2000 has now got fully
consolidated and in view of quality of its services, almost all eye patients from
the upper Sindh and southern districts of Punjab are turning up for treatment in
this hospital.200,402 patients were treated, while about 8,380 were

successfully operated.
Al-Shifa Trust Eye Hospital Kohat, although a new addition to AST chain, yet
it performed well and treated about 46,000 patients through hospital and
outreach activities. Over 3,400 operations were conducted during the same
period. The Kohat Hospital has also been focus of donor-supported projects.
With the help of Embassy of Japan latest equipment was procured to treat
blind children. With the help of Universal Service Funds (USF), the latest low
vision management concept of Light House was introduced at Kohat which is

the only of its kind in whole of KPk.

After the construction of the Muzaffarabad Hospital was completed, the
hospital started providing full-fledged eye treatment to patients from 12, April,
2011.

.
Number of employees at national, international male and female and
regional level
Professional manpower

Regular

Senior executives

12

Executives

72

Supervisory staff

Skilled

95

Semi skilled worker

187

Head Office & Marketing

149

Total Employee

646

1.3obective of studying organization

It is greatly honored for me to work as internee being part of that kind of organization
that has remarkable value in Pakistan and known as health service providing industry.
Al Shifa have the resources to handle large projects with demanding delivery
schedules. Being the largest and most expensive machining facility equipped with
state of the latest technology. Al shifa provide eye services for both nationally and
internationally have gained rich experience in providing large scale services. The
main reason to choose Al shifa on the behalf of following objectives.
To know how operations are perform in that kind of big organization.
To know how marketing activities are perform by the company.
To know about interrelated departmental activities of the organization.

1.4 Overview of the organization

From the outset, our founders corporate vision involved playing a meaningful role in
the education and health of the underprivileged population of the sub-continent.
ConsequentlyAL shifa was created in 1985 as one of the first standard and sustainable eye
care services which are accessible and affordable

in the fledgling state of Pakistan. In 1993

Low-Vision Services start at Al-Shifa for the first time in Pakistan and also Pakistan Institute of
Ophthalmology starts training courses. Al

shifa partnership with following industries.

World Health Organization (WHO)

Partnership
Al-Shifa is WHO collaborating center Prevention and control of blindness in
east mediterranean region since 1994.

Lions Club International

Partnership
Control of Blindness from diabetes at Rawalpindi and Sukkur hospitals and
training of eye paramedics

Fred Hollows Foundation

Partnership
Capacity building of Ophthalmic Midlevel Personnel and training of
ophthalmologist in sub specialty from all over Pakistan.

Sight Savers International UK

Partnership
Strengthening of cataract surgical services at Rawalpindi and Sukkur,
establishment of low vision services at Rawalpindi, Capacity building of eye
care at district level.

Embassy of Japan
Partnership
Laundry services of hospital, strengthening of OPD services at Rawalpindi and
Sukkur, and strengthening of subspecialties at Sukkur and Kohat.

ORBIS International USA

Partnership
Capacity building of pediatric ophthalmology at Rawalpindi and Sukkur.

PIDSA: Pakistan Italy Swap Debt Agreement

Partnership
Development of Tele-Ophthalmology Services in Pakistan.

NAVTTC
Partnership
(National Vocational Training and Education Center) Govt. of Pakistansupported training of eye paramedics.

Trust for Voluntary Organization

Partnership
Outreach program, school screening of children, eye camps, health education.

In 2007, 22nd May, Certified by Pakistan Center for Philanthropy

And internationally al shifa provide services in north America and Canada. Al-Shifa
Foundation of North America (AFNA) is a non-profit organization registered in the
10

United States. Its purpose is mainly to support the projects of Al-Shifa Trust in
Pakistan to help the needy patients. Through the generous support of many
individuals and organizations, Al-Shifa has managed to build four high quality eye
hospitals in Rawalpindi (Punjab), Sukkur (Sindh), Kohat (KPK) and Muzaffarabad
(AK) with the most modern facilities and equipment where approximately 75% of the
patients are treated free of cost. Al-Shifa also provides rural outreach services to the
needy and so far set-up over 3000 screening/surgical camps in remote areas. Al-Shifa
is also screening school children in various parts of the country.
Al-Shifa Trust is a non-profit and a non-political organization. It is committed to
providing eye care and treatment mainly to the under privileged and poor. Almost
75% of all patients attending Al-Shifa Eye Hospitals are treated free of charge, 20%
subsidized and 5% are private patients.
There are mainly three categories i.e. Free (Zakat), Subsidized and Private patients,
under which our experienced doctors can examine a person. All patients go through
the reception area where patient computerized registration cards are made for the
appropriate category. These cards are used to keep computerized medical information
about the patients in order to provide better assistance to them in their subsequent
visits.During morning time (0800 1400 hours) no Appointments are necessary for
Free (Zakat) and Subsidized categories. However private patients can get appointment
for the evening.
Free (Zakat) Patients

Under this category, one can obtain a special zakat form from the hospital or
download by clicking (Zakat Form) that needs to be filled out by the patient and
signed by the Chairman District Zakat and Usher Committee (The Patients local area
chairman). On presentation of zakat form, the patient is registered in Free Category
for treatment.
Subsidized Patients

Under this category, the patient reports at the reception area and the computerized
registration card is provided to him. The patient is charged at Subsidized rates for the
OPD as well as subsequent surgery if required.
11

Private Patients (Appointments Required)

Presently Private patients are seen in the evening only. (Monday Friday). Patients
need to contact (051) 5487820-5 Ext. 277 or can make online appointment by clicking
(Online Appointments). Fee charged from private patients is wholly used to provide
subsidy to poor/deserving patients being treated at Al-Shifa.

1.5 Brief History

The Corporate History of the Al shifa began in 1984, when its Founder Jahandad khan
established the Al shifa trust eye hospital. Lt Gen (R) Jahandad Khan (Late) was born at
village Malhoo, District Attock in April 1929.

Organization Grandparents
Jahandad Khan He passed out from Pakistan Military Academy (PMA)
Kakul in 1951 and commissioned in the Regiment of Artillery. He went through
normal command, staff and instructional assignments during his military career. He
retired in 1984 after 33 years of service. After retirement from the army, he was
appointed Governor of Sindh Province in April 1984, a post which he served till Jan
1987. He also served as Chairman of the Pakistan Red Crescent Society for three
years. He founded and headed the Attock Education Trust to spread literacy in his
native town. However it was his contribution to eye care that earned him widespread
recognition and respect. He won awards and more importantly the prayers of millions
of eye patients who were treated free of cost at Al-Shifa Trust Eye Hospitals.
He established Al-Shifa Trust in 1985 and first Al-Shifa Trust Eye Hospital in
Rawalpindi started functioning in April 1991. General Jahandad Khan devoted all his
energies towards this brainchild till the last day of his life. He used all his strategic
skills for the development of Al-Shifa Trust Eye Hospitals. Various phases were
planned decades before their final implementation and now four state of the art eye
hospitals are operating in Rawalpindi, Sukkur, Kohat and Muzaffarabad. He fully
utilized his administrative skills learned during his military career to develop a world
class institution for the care of eye diseases in Pakistan. This chain of hospitals has by
now provided high quality eye care to over six million people all over Pakistan. Many
got back their sight and were prevented from becoming blind due to the timely and
quality eye surgery at these hospitals.
12

Lt Gen (R) Jahandad Khan had started Al-Shifa Trust in a humble way and made it
into a large organization through donations small and big. He was the first major
donor himself and donated all his savings at the time of retirement. The retired
General would knock any door anywhere if he expected some assistance or donations
for his Trust. His relentless, selfless begging stories are very humbly described in
his book Beacon of Light.
Current president:
After the death of jahandad khan Lt Gen (R) Hamid Javaid was work as a Prsident of
organization.he was born at Rawalpindi in 1946, He started his career in the military
in 1965. He received his basic training in The School of Armor Islamabad followed
by training in the US Army Armor School Ft Knox. He is a graduate of The
Command & Staff College and The National Defense College.
He served in the field Army in several command, staff and instructional appointments.
He also worked as military attach in the Pakistan Embassy Washington DC from
1986 to 1990.
During his four years stint as Chairman Heavy Industries Taxila (HIT) he successfully
completed the R&D on Al Khalid tank and delivered to the Pakistan Army the first
batch of its indigenously manufactured world class Main Battle Tank. Lt Gen (R)
Hamid Javaid also successfully conceived and produced Tank Al Zarar and several
other armored and security vehicles. At HIT he received his second Hilal-e-Imtiaz
from the Government of Pakistan as recognition for efficient management of a
multibillion dollar defense industry.
He joined the Federal Government as Chief of Staff to The President of Pakistan for
five years from November 2001 to November 2007.
He also headed the Pakistan Arab Refinery (PARCO) as Chairman of its Board in
2008.
A few days before the death of late Lt Gen (R) Jahandad Khan, he personally
recommended the name of Lt Gen (R) Hamid Javaid to the Board of Trustees of Al
Shifa as his successor. The Board later unanimously appointed Lt Gen (R) Hamid

13

Javaid as the President of the Board of Trustees of Al Shifa Trust, with effect from 07
February, 2011.
Lt Gen(R) Hamid Javaid is married, has two sons and one daughter.
1984

Idea is conceived

1985

23rd March, Al-Shifa Trust is established

20th June, First Meeting of the Trust, chaired by Gen. Zia-ul-Haq

1986

13th Aug, Construction of Eye Hospital at Rawalpindi starts

1991

28th April, Inauguration of ASEH, Rawalpindi by President Ghulam Ishaq Khan

1992

Low-Cost Eye Drop Production Unit starts working

1993

Low-Cost Spectacle Production Unit starts working

Low-Vision Services start at Al-Shifa for the first time in Pakistan
Pakistan Institute of Ophthalmology starts training courses

1994

Al-Shifa Trust declared as WHO Collaborating Centre

1997

25th Sept, Pakistan Institute of Ophthalmology Building inaugurated

by President Laghari

1998

January, Construction of Eye Hospital at Sukkur starts

2000

30th June, Inauguration of ASEH, Sukkur by Chief Executive,

Gen. Pervaiz Musharraf

2003

23rd March, Ground breaking of Al-Shifa Kohat

2005

23rd December, Al-Shifa Trust Eye Hospital Kohat starts functioning

2006

18th March, Partnership Award by WHO

14

26th April, National Academy of Paramedics inaugurated by

Prime Minister Shaukat Aziz
30th June, MoU of Quetta Hospital Signed with Govt of Baluchistan
2007

22nd May, Certified by Pakistan Center for Philanthropy

10th Nov, MoU of Muzaffarabad Hospital Signed with Govt of AJK
7th Dec, Ophthalmological Society of Pakistan Awards Gold Medal

2008

March, Foundation laying of Pakistan Institute of Ophthalmology Sukkur

March, Al-Shifa Journal of Ophthalmology approved by Pakistan
Medical & Dental Council 17th April, Ground Breaking of Muzaffarabad
Eye Hospital by AJK Prime Minister
18th Nov, Al-Shifa gets AGFUND international award

2009

26th April, Al-Shifa Light House inaugurated

2011

March, Two senior doctors of Al-Shifa Trust Eye Hospital won awards
at Asia Pacific Academy of Ophthalmology (APAO) Congress held in
Sydney (Australia) from 20-25 March 2011 june, Teleophthalmology
Project which Al-Shifa Trust launched in collaboration with Governments
of Italy and Pakistan (PIDSA Project)

15

SWOT Analysis
1.10.1 Strengths

Light House the latest low vision management concept

Latest eye equipment with the help of the embassy of Japan

Light House the latest low vision management concept

Doctors training from USA

Serving in unnerved areas

Funding from USA and UK

Weaknesses

Less profit

Less hospital due to which unable to serve the whole patients

Government is not much supporting

Opportunities

New innovations in surgeries

New hospitals in major cities

Lab pick up points all over pakistan

1.10.4 Threats

Shortage of funding due to a number NGOs

Political involvement

16

PEST/STEP Analysis
1.11.1 Political
Pakistan is a country where political condition is not stable. Whenever the
government changes they change the policies and implement it on the companies.
Relationships are harder to built whenever new government comes inchagre.

Economic
Economic slowdown such as the recent recession can have negative impact on
production and sales of the hospital companies. Also other economic factors energy
crises and increase in oil prices result in increased the prices of the products which
also affect the sales and other factor is the economic policies of European Union
member countries make it tougher for the industry participants to penetrate the Al
shafa international Hospital market.

Socio-cultural

The social and cultural restraints and obligations directly affect the buying pattern of
people, the brand loyalty, etc. also the companies now-a-days thrive to keep up with
corporate social responsibility to maintain their Public relegation status in this way
company perform a different kind of activities provide scholarships to the employees
children and make colonies for that with a all kind of facilities availability ,free
medical checkup, transport facility ,marriage grants for the daughter of employees
etc..

Technological
The technology keeps changing and varying from place to place. Technology plays a
vital part in the hospital. The hospital have to keep side by side with the changing
technology so as not to give a competitive edge to competitors by speeding up their
change of products ability. But here the case of Al shifa, Updated machinery issue
which affects the production capacity of the company. In future they have planned to
purchase latest technology machinery.
17

1.12 Business Plans

The Board of Director meeting held on September 21,2011 plan for the undertaking
balancing, modernization, rehabilitation and expansion of the Al shafa international
Hospital. The scheme is focused at the production of Al shafa international Hospital
products by using new modern plants to meet growing domestic and international
demands. In addition, the Al shafa international Hospital is to be upgraded at a total
cost of Rs 665 million, for which administrative and financial approval has recently
been accorded by the Central Development Working Party (CDWP). Implementation
of the restructuring program, consisting of production facilities, strengthening of the
Design Centre and procurement of technology, is predicted to be completed in three
years.
Al shafa international Hospital has already firmed up its program to manufacture. The
comprehensive product range will include Homeostatic Anti-Infectives,Anti-Bacterial,
Anti-Virals,Anti-Amoebic ,AntiUlcerants,Anti-Hypertensives,Anti-Allergic ,Anxiolytic ,Anti-Diabetics ,Trichogenic
Agents,Anti- Inflammatory Agents ,Cough Expectorant ,Multivitamin ,Analgesic, in
line.
Al shafa international Hospital, a strategic industrial unit, is the largest Al shafa
international Hospital manufacturing organization professionally managed, which is
spread over an area of 31,478 sq ft. Its five works namely tableting, capsulation,
Ointments, liquid and glyanicals division. Production facilities were established
during 1954 and have increase with major investment was made in subsequent years
to modernize installed machinery. Though rehabilitation of major machines has been
done on a regular basis with the help of the Chinese, plant capability is no more
compatible.
It is planned to upgrade the plant and general purpose machinery, and material
handling equipment will be refurbished. Steel melting facilities will be overhauled
and upgraded by installing modern instrumentation, and by adding an induction
furnace and vacuum de-gasification stations to produce refined grade steels required
for manufacturing the turbines. The Al shafa international Hospital has a wellequipped Al shafa international Hospital product lines, with modern computer- based
hardware and software facilities. Technology acquisition and assimilation has been
successfully done, through technology transfer agreements and under joint ventures
18

with foreign companies. This has not only enabled Al shafa international Hospital to
become a market leader in the supply of medicines on a turnkey basis domestically, it
also placed Pakistan on the export map. To enlarge its scope of supply of Al shafa
international Hospital and technical services, the Al shafa international Hospital will
develop further its design and enlarge capabilities.
It is now planned to upgrade the Design Centre, with focus on adoption and
adaptation of latest technology in the new areas of business. The modern
manufacturing technology related to various industrial sectors has to be acquired from
foreign sources. The proposed strengthening and capacity-building of the product
design office include additional state-of-the-art facilities for computer-aided design,
which will be integrated with computer-aided manufacturing (CAM).
Currently, the Complex employs more than 100 professionals, technicians and
workers. The company having certification of international standards and
qualifications such as ISO, American Boiler Board, ASME and TUV etc, is profitable
despite technological and financial constraints. For the fiscal year ending June 30,
2010, the company has achieved record sales of more than one billion rupees, having
earned gross profit of Rs 187 million. Sales during the period July 2010-March 2011
amounted to Rs 1,507 million, while orders in hand value Rs 2,213 million, with
additional orders in the pipeline. The domestic market for sugar and cement having
been saturated for quite some time, the company needed diversification of its
production programmed. Concerted efforts were made in this direction in the past but
plans did not materialize, primarily due to non- availability of requisite foreign
technology, lack of government support and inconsistent policies. Thus, the Al shafa
international Hospital competitive edge has eroded over a period of years. The
complex now plans to expand and diversify its products range to cover all type of Al
shafa international Hospital products and other industries and the infrastructure sector,
besides acquiring latest technology for its current product line.

19

CHAPTER 2
2.1 Organizational structure
Al shafa international Hospital Labs is a non-government organization with
approximately 60% shares owned by its present Chairperson & her sons. It has a
vertical structure .The Al shafa international Hospital Labs has a Board of Director
which mostly comprises of the non-government officials. It has their own Chair
person& Chief Executive for the life this influence can sometime effect the smooth
functioning of the organization.

CHIERPERSON&CHIEF
EXECUTIVE
EXECUETIVE
PRESIDENT

DIRECTOR
OPERATIONS

Executive Director
CFO & Company
secretary
Plant Manager
DIRECTOR
MARKETING
Director
Procurement

Domain of Plant Manager

Plant Manager
20

Manager
Production

D.Q.O

Manager
Warehouse

Manager
Finance / IT

Distribution
Manager

Domain of DQO

DQO
Manager P.D

Manager Q.C

Manager Q.A

Domain of Manager Warehouse

Warehouse
Manager

In charge FP
Store

2.1.1

In charge RM
Store

In charge
PM Store

In charge
R&I

Domain of Manager Finance / IT

Manager Finance /
I.T
Asstt.
Manager
Inventory

Sr. Accounts
Officer

Accounts
Officer

Control
21

Networking
Officer

Similarly from Marketing and from Director Marketing are further spelled in their
particular hierarchy.

2.2 Main office

Head Office Address197-A, The Mall, Rawalpindi, 46000(Pakistan)
Phone +92-51-5562155-57, 5566881Fax +92-51-5584195

Email:arshad.ali@Al shafa international Hospital-labs.com

2.3 Organization Hierarchy

2.4 Comments on the organizational structure

As discussion about the hierarchical structure of Al shafa international Hospital, there

are some advantages of this structure and also disadvantages.
Advantages
Employees are familiar with defined levels of leadership within the
organization; authority and levels of responsibility are apparent.

22

 Hierarchical structures promote developing employees as specialists and get

good skills in the company and also may narrow their field of focus and
become experts in specific functions.
Employees of Company are loyal to their departments and look out for the
best interest of their area.
Decision making are easy due to centralize control that can be taken by the
upper level of management and board of director.
Disadvantages
Communication across different departments tends to be less effective some of
them are not seriously work for the Al shafa international Hospital interest in
this type of structure.
Rivalry between departments may anger as each department makes decisions
that benefit its own interests rather than the organizations as a whole.
Increased bureaucracies often hold back an organizations speed to change.
Increased time may be required to respond to clients.
Salaries for multiple layers of management increase an organizations costs.
There is no promotion concept in this type of structure because in this
company only peoples are promotes those have relation with the upper
management or political leader.

2.5 Competitative Positioning of the organization in the industry

Al shafa international Hospital is a market leader in Al shafa international Hospitals.
But competition exists everywhere. Following are local and international competitors
of Al shafa international Hospital.

2.6 Learning as an Internee from the Management context

As per seeing the hierarchical structure I have defined before that this organization
have advantage like its promote goods skills in the worker and also disadvantage is
rivalry between the departments may create anger between the departments and they
can use it for their own interest. Management has been described as 'the process of
planning, organizing, leading and controlling the efforts of organization members and
of using all organizational resource to achieve stated organizational goals. In this type
of organization A Managing Director will be appointed who has overall responsibility
23

for running the company. The managing director with help from other directors will
appoint senior managers to run the company. Any how as per learning have a good
experience of management of operation and other works with the management team.
To get the view and practical involve in the daily operation how the company is link
with each other department, how goals are define, how responsibilities are assign to
related departments and how to get work from the worker for delivering the customer
demand on time, by using of recourses in efficient way. I also got the experience of
the inter related department information proceedings that are communicate with each
other by sending a company memorandum in proper form according to related any
activity. In marketing department procedure I keenly observe each activity related to
team members or customer and how the all management work together and what kind
of activities are assign to them and how they work on that each thing are loud and
clear to everyone.

2.7 Structure of the Department/s you have worked in

Al shafa international Hospital is a well reputed organization for the manufacturing of

the Al shafa international Hospital products in Pakistan. For increase its productivity,
profitability and administration work effectively and efficiently Al shafa international
Hospital Company divided itself into different departments Quality Control
Department

Quality Assurance Department

Product Development
Materials Management Plant
Distribution & Dispatch
Work Shop & Boiler
CEO Secretariat
Admin & HR. Management
Finance & Accounts
Regulatory Affairs
Sales & Marketing
Duties and Responsibilities of each department are as below;

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2.8 Production Department

Production Department involve in the production of Al shafa international Hospital
products of company.
Quality Control Department
According to Q.C., they perform all type of test that may be materials related or finish
products process related, to make sure the production of Al shafa international
Hospital products are as per procedure. The main function of Q.C are
Chemical Analysis / Testing
RM/PM/ FP Specs Monitoring
Stability monitoring
Quality Assurance
The main objective of Quality Assurance department is to check the quality of
production products as per market demand. Main Function are

Validation
Process Control
GMP Compliance
Documentation
QMS

Quality control Department

Malvern particle size analyzer

Dissolution testing
HPLC testing
Karl Fischer titillation
FTLR spectrophotometer

Products Development
This department looks after the products registration and their formulation for
national and international products. . Main Function are
Trial Conduction
Stability Study
Regulatory Affairs

Materials Management
Any type of Materials that may be Raw / Packing / Finish products or Sphere & tools
are the jurisdiction of this department. Main function of Materials Management
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Separate Dispensing Facility

Temperature Controlled Storage area
Cold Chain Handling
Segregated Spaces For FG / RM / PM

Warehousing

Raw material storage

Finished product storage
Storage for packing material
Stainless steel cold room
Data loggers(US FDA compliant)

Distribution& Dispatch
This department is responsible for demand based supply of products to market of
Pakistan as well as Export. Order processing, delivery Challan and Invoice process as
done in this department.

Workshop& Boiler
Repair and maintenance are the main duty of this department. Similarly stream are
produced from boiler to department are also the responsibility of this department.

Admin& HR Department
Control the Administration and look after the human resource policy for the company
employees.
It administrates the whole departments and atmosphere of the company in fruit full
way and provides main power depending on requirement of different departments.
They have following sections;
Personnel
They offer and hire Officer and Supervisory staff according to the need of Al shafa
international Hospital. This section set Job description, and specification of officer
and supervisor.
Industrial Relation
They offer and hire workers according to the need of Al shafa international Hospital.
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 Security
Set the security of factory, colony, buildings and Machinery.
Welfare
Deals in the fields like school, free medical of employees, Uniform of labor, Group
insurance, made mosques in colony.

Administration and General Services

This section work in following area like made colony in specific area, essential
services demand (Services that need every time), Colony maintenance, allotted
houses, water and electricity, Canteen, club, Mess.
Finance department
The main objective of finance department is to raise and allocate funds, and maintain
the accounts of factory. Payment of expenses and salary are the responsibility of this
department. This department also arranges the funds to meet these expenses. It deals
with cash inflow and outflow.
Regulatory Affairs
Documentation with government department is responsibility of this department.
Sales and marketing department
It had been working with sales and marketing departments which are divided as per
scope of their work.
Sales and Marketing department work under the supervision of the Dr. Sohail
Manzoor Commercial Director.
Tenders to get the order. There are two methods to get order.
Advertisement.
Customers itself send tender inquiry.
Advertisement
Customer advertise their tenders in newspaper and sales and marketing department of
Al shafa international Hospital see the tender and send their invitation, and then
processing is started.
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Customers itself send tender Inquiry

Customers know that Al shafa international Hospital is a Al shafa international
Hospital manufacturing company so they themselves send their tender inquiry to Al
shafa international Hospital to participate in their bidding

2.10 Departmental operation

Marketing department has some of its operations which are based on the proper
sequence and as per quality standards of work. Its deals with the customer from
getting customer enquiry and end it on dispatch advice.
Its operation starts from the Public relation and business development in which for
public operation they distribute the broachers blow up documentary and participation
in exhibition within and outside country, advertising trough different medias and for
business development market research relationship development with client such type
of activities are perform by the marketing department. The main procedure or you can
say that both of marketing department work by following this procedure that is
according to the ISO 90012008 certified standards.

CHAPTER 3.
3.1 Structure of department

Customer Enquiry
Distribution Department
Warehouse
Delivery Challan
Dispatch Department
Gate Outward
Sales Invoice

Customer enquiry
Upon receipt the enquiry is recorded in a receipt register maintain in the department
receipt section and it is allotted proper enquiry no.

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In marketing and project management the receipt section send the enquiries to the
concerned department who then the mark the concerned officer or the senior most
officer of the department who then mark the concerned officer to process the enquiry.
Then find out the feasibility of the customer enquiry if possible by sending it the
design department it is not only the product also the capability to make the required
product as per customer term and condition than any decision taken by the product
manager and design department informed the customer accordingly.
Distribution department
After getting the customer enquiry as I explained earlier send it to the Distribution
department for the preparation of Sales Order.
Warehouse Department
The sale orders are sending to the warehouse department for the dispatch of given
products to specified distributor. They prepare Delivery Challan and send to Dispatch
Department.
Dispatch Department
The dispatch department packs the products for devilry to distributor and put the
cartons in vehicles.

Gate Outward Pass

Now the vehicles are reaching to gate of outward going. Here a gate pass has been
generated of the specified order.
Sales Invoice
When the consignment has been sent to distributor then the distribution department
prepares the Sales Invoice for payment and send to distributor.

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CHAPTER 4
4.1 Function of the department
Sales and marketing department are responsible to different kind of operations thats
includes the promotion and business development activities and also get the customer
enquiries and nomination of project coordinator for concerned product contract
completion and actually they involve in contract management activities majorly.

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4.2 Job/Work/ tasks system of organization

Sales and marketing department have many responsibilities. For that they make a
proper procedure for that.
4.2.1 To investigate the existing market for the sale of the product and services
In this activity departments search out the markets where there is the need of products
(Tablets, Capsulation, Ointments, liquid and glynicals) and services can be sale and
increase the company profits.
4.2.2 To acquire contracts for the products listed under their scope of work
Company has wide variety range of product can form for which includes the various
other types of Al shafa international Hospitals products.
4.2.3 To sell products and services
Find out the customers request for the operated distributors and also for the prospects
customer those are interested to starts their own companies and other projects and sell
them different Al shafa international Hospitals products.
4.2.4 Implementing and monitoring of the plan of the demands
This department is responsible for implementation and monitoring the plan in all
stages of execution of the production. They get the customer enquiry and after
finalizing the contract to assign it to concerned department and from onward all
activities are monitoring till completing of plan for demand and then dispatch process
and getting regular amount of money from the customer to deliver on date and time to
the customer.

4.2.5 To ensure receipts and transfer of required information

It is also responsible to get the required information and transfer of money and any
other information like product expiry, delivery time, are agreed with the customer.

4.3 Decision-making environment

Every organization needs to make decisions at one point or other as part of managerial
process. Decisions are made in the best interest of the organization. For that matter,
decisions made by the organization are to lighten the way forward. Be it strategic,
business activities or HR matters, processes of making decisions is complex, involves
31

professionals of different genre. While small organization involves all levels of

managers, complex organizations largely depend on a team of professionals specially
trained to make all sorts of decisions. But remember, such a body alone cannot come
out with final decisions For that Al shafa international Hospital has a proper decision
making team in marketing department which monitor the all activities that are
perform with help of management team. The decisions are move from top to bottom
and also decentralized.
Any customer enquiry receive by the marketing department send it by the top
management to the concerned department to make offer of that if it is any problem in
the feasibility of project between the product manager and design department then it
is refer to the HOD for the final decision. After that it will send this bill of material
and quantity document are send to the accounts department with attach documents
requirement of information to work on that project. After completion the process of
cost finding add the price profit margin in it which decided with the help of top head
of the department and quote the final price to the customer. If customer accepts the
offer and term and condition of the companies then order is send to the order
processing department after all type of impotent commercial matter discussion with
the head of the department. Order processing department expert perform the operation
as per demand of specification of the customer that are provided by the Marketing
department if any kind of defect or fault in the specification as per standard they
inform the concern department head which discuss it with the customer through the
marketing department and then after fixing the problems with the customer final
decision are send to the order processing department and they complete the plan
within the agreed delivery time period. So all major decisions are taken with help of
top management with involving the lower management team keeping in mind their
suggestion and recommendation.

4.4 Mobilization of resources

When marketing department get the contracts from the customer after that recruitment
of resources are perform by involving sales and marketing, finance department,
purchase department, planning and production and HR department as requirement.
Sales and Marketing department of Al shafa international Hospital see tender and
apply after completion of the offer they send this plan detail to production department
checks that they complete the plan or not. After acceptance of offer Customer issue
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sales order in the name of Al shafa international Hospital sales order send in different
departments like Store, finance, PPC, Purchase, Cost section. Then Production
department checks that ingredient for the plan products and demand of good is
available or not. As per demand of completion of the plant requirement Al shafa
international Hospital department provided main power like skilled employee and
worker that are helpful in order to complete the plan within agreed time frame.
Finance department calculate the budget of the plan and provide the finance recourse
to the purchase department with the help of getting by the marketing department from
the customer as per agreed condition. Costing department calculate per unit cost of
material used in plan. Purchase department purchase the material that use in plan. Q.C
department check the quality of material that use in plan. Warehouse receives the
material that purchases the purchase department.

4.5 Production/Services provision by the Department

As per the marketing department is not directly involve in the production they provide
the services to the customer starting from the customer enquiries deal with the
customer provide and get the information that are need or requirement by the
department to continue the process of customer order production. As per company
behalf Al shafa international Hospital provide design and manufacturing services,
Quality tests, Machining as per matching the capabilities as main contractor,
consortium partner and as sub-contractor. Al shafa international Hospital has rich
experience of handling demands on turnkey basis within and outside the country.
Marketing department get all kind of these products contract as per customer enquiry
process. After that they manage all kind of contract management activities and
monitor all operation on the behalf of the customer. All kinds of complaints and quires
or any negotiation regarding the project related are handling by the sales and
marketing department. To investigate the existing market for the sale of the product
and services, investigate existing markets and to initiate and develop new products for
new markets, acquire contracts for the products listed under their scope of work,
acquire contracts for the products listed under their scope of work, sell Al shafa
international Hospital products prospective buyers and Provision of erection,
commissioning these all done by sales and marketing department.

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CHAPTER 5.
5.1 Critical analysis of the theoretical concepts related to practical
experiences i.e. relate the theoretical concepts with your practical
experience during your Internship with the Department
5.1.1 Analysis tools applicable/applied in the departmental procedures

There is as such no specific tool that are using by the marketing department. After
making the final offer they send to the director of the department and they final the
offer by keeping profit margin but product quality and standard are not compromise at
any cost. They have proper set of format in document form which is according the
ISO 9001 2008 certified and use in the daily work operation. There are set standard in
the quality assurance department where material is checked as per requirement.

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5.1.2 Organizational/Departmental analysis with reference to the industries listed

on the stock exchange/ or industrial standards

All of the departments perform their work as per set standard that is approved by the
ISO 9001 2008and Pakistan best Al shafa international Hospital Goods company have
the authority to use the 4 ASME stamps due to its standard and quality work there is
as such no direct competitors which can compete with the Al shafa international
Hospital for the comparison I am here to include the ratio analysis of company from
period 2007 to 2012. It will give somehow the comparison look for the company.
5.1.3 Behavior of the studied organization in provision/production of various
services/products to different sectors of societies

Al shafa international Hospital Laboratories Limited is leading Al shafa international

Hospital goods manufacturing enterprise in Pakistan ISO 90012008 certified
manufactured according to ASME code. The manufacturing is backed by excellent
quality control and testing facilities to meet the product and customer quality
requirements. Thats why they are not only selling their products with in the country
and gets the order from all around the world. They have regular customer which can
never thought to get products from anyone else company mean they have the trust on
the Al shafa international Hospital made products.

5.1.4 Future prospects of the organization/Recommendations for future learning

Production facilities were established during 1960 and have become increase and

increase a lot of investment has been made in subsequent years to modernize installed
machinery. Though rehabilitation of major machines has been done on a regular basis
to increase plant production capability is more compatible.
It is planned to upgrade the plant and general purpose machinery, and material
handling equipment will be refurbished. New building has been constructed to
increase space for the production areas along with warehouse capacities and upgraded
by installing modern instrumentation, and by adding an induction furnace and vacuum
35

de-gasification stations to produce refined grade Al shafa international Hospital

products as per the requirement of marketing demand. Beside the coating capacity of
Al shafa international Hospital products are also increase and for this purpose new
coating machines has been imported from abroad and installed in new production
areas. This cover 3-4 batches quantity in one batch coating machine. This covers the
time factor.
The Al shafa international Hospital has a well-equipped product testing quality
control, with modern computer-based hardware and software facilities. Technology
acquisition and assimilation has been successfully done, through technology transfer
agreements and under joint ventures with foreign companies. This has not only
enabled Al shafa international Hospital to become a market leader in the supply of
products, but also placed Pakistan on the export map. To enlarge its scope of supply of
Al shafa international Hospital products, the Al shafa international Hospital
Laboratories Limited will develop further its design and production capabilities.
In future if anyone want to learn the company they get the all department information
instead of being focusing on one department of the organization because all
department work are interrelated with each other so to get the experience of all
department will help to better understand the company procedure and the way its
work

CHAPTER 6
6.1 Short-falls/weaknesses of the Department
As per management context there is issue of training and development of the staff
some of the employees dont have the exposure even how proper use of internet
facility and still paper base working are using in the organization
There is no proper system of maintaining the records of their customer enquiry files
when there is a need to review the previous record of the customer enquiry it can be
problem for that and also waste of time to search the concern customer file record.
There is another issue no product innovation they are just making those products
which are being developed from previous 15 to 20 years.

36

Lack of advertisement can be a problem decreasing their sales also because their
regular customers who make order to the company for their projects demand there is a
rare chance to get new customer.
There is a chance that in coming 5 to 6 year company faces the problem of skill labor
deficiency because their experience staff or you can say knowledge worker are going
to retired and also issue for placing the right skill employee on the right place.

6.2 Critical analysis of the management patterns of the organization

with reference to work related operations, weak areas that need to be
improved.
The problem Critical analysis of the management for the employees are job security
they hire the employees when their demand for the projects increases and after
completion of their projects again fire by the company.
Design expert engineer are working in the marketing department for making draft for
the customer enquiry.

7. Conclusions
This was very important and much beneficial for any individual studying any
subjects. With the help of internship, a student feels the practical application of his/her
knowledge. The overall organization is quite organized and applied standard
procedures.
I suggest that alshifa focus on their internal performance by first focusing on financial
statements for leading indicators and that intention consideration at providing their
employee high motivation and customer with competing services. The following
conclusions have been identified during my internship
All work carried out on standard procedures of ISO 9001 & 2008.
Good Working environment.
Educated staff with professional approach.
Need improvement on communication process throughout organization

37

8. Recommendations
The HR department is not taking active role for the motivation of employs. The
balance of payment is not aligning with the current inflation for that reason the
standard of lower level employs is not reasonable.
The managers from different department should read the financial statements which
organization external and/or internal accounting department prepares on every quarter
and yearly. These financial statements will assist as a comprehensive sign when
compared to past financial statements as well as with the main competitors of the
organization. Which show where you are, how you are doing, and where they are
going? Once you see that you have an opportunity to assess your value proposition
and your processes, you can work to improve both.
They should implement proper appraisal system in the organization. There is no
record maintained about the performance of the employee. The said should also
increase the interest and employee will be informed that management is looking to
their performance. Good performance receives good response from management due
to which employee motivation and interest increase in the organization.
There is communication gap between the administration and production personnel,
which is very harmful for the business which should require improving by proper
communicating all related information throughout the organization by adding
different personnel in the loop.
The trend in ratio is much swayed due major changes in assets and sales. FLL need to
maintain its position in this regard. The graph clearly identifies the variation in the
ratio. FLL has High ratio & healthy ratios in 2010, there should be balance in
purchasing assets, and allocation of funds to various sector. Planning area seems to
weak point of FLL and needs to be improve, there should be no one man show in
planning.
Human Resource is also main assets for any organization, so Al shafa international
Hospital needs to motivate and use HR more efficiently. High fixed assets turnover
ratio may denote that FLL in 2010 cannot afford to buy enough assets but in 2012 it
has high assets than previous year. There should be a balance to maintain fixed assets
along with non-fixed assets to maintain a sufficient level of non-fixed assets to help
out in clearing its routine business transactions. The ROA ratio also indicates that
company assets are not fully utilized, which is another point to improve.
38

Net profit margin indicates the profit generated out of entire revenue. It is mostly used
to compare companys result over time. FLL has high revenue as compare to 2010 but
low net profit margin due increase in the expenses. FLL should also work on
controlling financial expenses as there is large amount risk involve due inflation.
Similarly increasing operating profit margin indicates the company is growing more
efficient but FLL has decrease operating profit margin in 2012 as compared to 2010
thats also need to improve.
Working capital ratio also decrease from previous year but still it is on positive side so
FLL currently is able to meet its short-term liabilities with its current assets.
Financial Statements for the Year Ended (June 30, 2012) Retrieved from
http//www.Al shafa international Hospital-labs.com
Muhammad Shafiq, Strategic Management Lahore, Hand Book
Financial Statements for the Year Ended (June 30, 2010) Retrieved from
http//www.Al shafa international Hospitallabs.com
The Visual Collateral section provides photographs of production and
manufacturing. Al shafa international Hospital labs, Pakistan, K.P.K Mr.
Sohail Haider.

References
Muhammad Shafiq, Strategic Management Lahore, Hand Book
Financial Statements for the Year Ended (June 30, 2013) Retrieved from
http//www.Alshifaeye.com
Alex Miller, Gregory G. Dess, (1996) Strategic Management (Reference Book),
McGraw-Hill
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Financial Statements for the Year Ended (June 30, 2014) Retrieved from
http//www.Alshifaeye.com

40