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NAME OF ORGANIZATION
PAKISTAN TELECOMMUNICATION LIMITED
Situated at:- Sector G-8/4 center Islamabad.
Specialization: Human Resource Management (HRM)
Presented to:-Chairman
Department of Business Administration
Submitted by:-
Name; Mohammad Awais S/O Mohammad Ejaz
Roll No:- T-518592
Registration #: 02-PCL-2471
Mailing Address:-
Mohammad.Awais.7122@yahoo .com
Contact #:- 0332-5947822
Date of Submission:-
1
MBA INTENSHIP REPORT FORMAT
(HRM) Specialization)
Title page (format attached)
Internship completion certificate(From the organization)
Acknowledgement.
List of Table and content
Executive Summary.
1) Objective of Studying the Organization
2) Introduction to the Organization
3) Overview of the Organization.
3.1 Organizational Structure.
4) Org- Structure of the Human Resource Management Dep.
5) Human Resource Management process in the Organization
5.1 Human Resource Planning (HRM) & Forecasting.
5.1.1 HRM Process
5.1.2 Forecasting HR Requirements.
5.1.3 Methods to forecast HR needs.
5.2 Employee recruitment and selection:
5.2.1 Sources of candidates;
5.2.1.1 Internal Sources
5.2.1.1 External Sources
5.2.1.2 Employment Selection Process
5.3 Training and development.
5.3.1 Training need Assessment
5.3.2 Employee development
5.4 Performance Management;
5.4.1 Performance Standards and expectations
5.4.2 How performance reports are written
5.5 Employee compensation and benefits.
5.5.1 Types of compensation and benefits
5.6 Organizational Career management;
5.6.1 Employee job changes
5.7 Job changes within the organization:
5.7.1 Promotion.
5.7.2 Transfer.
5.7.3 Demotion.
5.7.4 Separation
5.7.4.1 Layoff
5.7.4.2 Termination
5.7.4.3 Resignation
5.7.4.4 Retirement
6) Labor Management Relations.
7) Critical analysis ( relate the theoretical concepts with your practical experience during
your internship in the organization.)
8) Weaknesses of the organization ( main focus on human resource management)
9) Conclusions & Recommendations
10) References & Sources used
11) Annexes/ Appendices.
2
Dedicated
PREFACE
It is no doubt that practice without theory is blind and theory with practice is sterile. It
gives me great pleasure to present the research report on Human Resource Management
Strategy of “Optical Fiber System” (OFSR) Sector, G-8/4 Islamabad and Region office
S/Town Rawalpindi. The main aim is to enlighten the HRM operations/ Functions of the
organization that is under study.
I have applied my best to meet the requirements of Internship report, what so Ever knowledge
gained from various subjects of MBA Programme and provided to me by my esteemed Tutors as well
as practically knowledge gain from the most experience persons of (OFSR)and that are the flair of
their professions. I hope that by the blessing of almighty Allah this report will fulfill the requirements
of the readers and certainly it will provide very helpful guidelines to other junior surveyors.
ACKNOWLEDGEMENT
He gave us a world full of challenges
And gave us ambitions to try…….
A world that holds marvelous secrets
And minds that would ask why
All praises and thanks are far Allah Almighty who bestowed upon me the ability to
complete this tiresome task and is always there to list in every crucial phase of my life and an
other invokes peace for Prophet Muhammad (PBUH) who is forever a touch of audience for
humility as whole.
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I am indebted to mentioned the names of those people without whom this report could
not possibly be written. I must acknowledge their valuable continuations in the form of time,
energies, mental exercises and moral supports that they forwarded voluntarily.
I owe my greatest gratitude to my esteem able tutors for their continuous support and
guidance through out the whole semester of MBA Programme as well as in completion of this
internship report, certainly they are great people who are playing vital role in the personality
development of new generation of my sweet homeland.
4
Sr.No Topic Page
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EXECTIVE SUMMARY:
1. OBJECTIVE OF STUDYING THE ORGANIZATION:
MBA Programme is a bookish study but the reality is that where to implement that
bookish based knowledge to know the results comprises of factual data rather than facilitates
data.
So that, It is global truth that knowledge is imperative in every sphere of life and
importance of knowledge in business organization is greater than other activities of life.
However, knowledge is only vital, which has practical utilization. It is only object, which is
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increased by its utilization and become ineffective if not utilized in appropriate manner.
Therefore, academic knowledge is worthless without its practical efficacy.
In scholastic sagacity, it is embedded that ideas provides basis for formulation of
theories, however, theories are useless, those have no practical utility. Therefore, theoretical
knowledge is rubbish if this cannot be implied in practical situation.
Main objective of study is to understand that how they are dealing with functions of the
HRM. How they are dealing with staffing, developing, retention of the employees. Likewise,
how they are managing the all changes in the operation of organization especially in regard to
human resource.
In the light of above, it is evident that practical study is prerequisite for
grooming my theoretical knowledge and abilities by studying any organization.
Therefore, I selected the Optical Fibre System for study, which is a department of
Pakistan Telecommunication Company Limited, with following objectives:-
To analyze the bookish based knowledge.
To know the business of the organization.
To study about the structure of the organization as well as the functional study of each
department to obtain the desired objectives.
To study about the compensation strategy of the organization.
To study the importance of functional strategy of HRM department.
Comparison of theoretical knowledge with practical situation.
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2). INTRODUCTION TO THE ORGANIZATION:
Every organization has to perform certain personnel functions in its own
capacity. Every organization must hire, train, pay, motivate, maintain and ultimately
separate employees. Every organization has its peculiar administrative structure,
which suits the function, objectives, strategies, rules and procedure of that
organization. Administration is the collective activity directed towards the attainment of
a specific goal. Administration and management are used interchangeably and have
no distinction. In the strict sense, Administration is execution of pre-determined
policies; while management is the determination, execution and evaluation of these
policies. Thus administration is defined as determination, execution and evaluation of
policies. The administrator may participate in the formulation as well as execution of
organizational policies. It is rationale action, an attempt to maximize one’s goals by
relating means to ends. Administration is one of the most complex and challenging
fields of endeavor.
Administration manager for that matter must be greatly concerned with the
expectations of both employees and society in general. Society at large proclaimed its
human resources to have vital needs that move beyond a “work force” status. The
Optical Fibre System Region has an Administration department, which involves the
organization and management of man and material in order to accomplish its goals.
Administration Manager is the heads of the Administration department; where as the
head of the overall Administration is GM Administration of the region. The
Administration Manager is directly under the control of GM of the respective region.
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departments. The communication of various decisions, policies, plans and strategies
to the various departments is the responsibility of the Administration department.
ADIMN
MANAGER
PA
ADMIN
9
The techniques and process of working and the interrelationship of various functions are
determined by the Administration dept: in (OFSR).
The Administration Dept: in (OFSR) provides the tools and material with the help of
which the operational work is carried out. This includes pens, ink, computers, papers, files,
cabin, furniture, air-conditioner etc.
The Administration dept: in (OFSR) also carry out the investigations and inquiries of
any office employee violating the rules and regulations, indiscipline and misuse of his/her
authority etc.
The arrangements for infrastructure like offices support services and the Administration
department maintains physical facilities for the human resources. The Administration of
(OFSR) through the maintenance of security staff ensures the security of the office, building,
furniture, fixture and supplies etc.
The uninterrupted communication and the maintenance of the means of communication
is the responsibility of the Administration department. It ensures the proper co-ordination
among the employees, management, rules, procedures and functions of different departments.
THE ADMINISTRATIVE PROCEDURE
The Administration is required to follow a specific procedure. Prof. Waldo defines
procedure as, “the prescribed or customary way of working together with the conduct of an
organization’s business.” It is the procedure that governs the internal and external relationship
between one individual and another, between one organization’s units and another, between
one process and another and between all combinations and permutations of these. The
Administrative procedure in (OFSR) is classified as follows.
1. Institutional Procedure
2. Working Procedure
Institutional Procedure
The institutional procedure pertains to staff service and auxiliary functions. The
institutional procedure in (OFSR) includes mails and communication, internal reporting,
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preparation, issuance and distribution of documents, space library services, files and records,
procurement and fiscal administration.
Working Procedure
The working procedure in (OFSR) includes matters like general functions and powers of
the committees, eligibility for the membership, appointment of the members, committee
officers and finance, meetings and recommendations.
MANAGER ADMINISTRATION
The Administration Manager, who is responsible to implement all the instructions of
G.M. All the matters of Administrative nature are routed through the Admin Manager for
onward submission to the head office and top management.
Specific Duties/Responsibilities of Administration Manager
For his administrative function, the Admin. Manager is directly responsible to the G.M.
He helps the G.M to perform his administrative functions too.
He takes all the disciplinary actions against the employees and has the power to demote
any employee according to the prescribed rules.
He does granting leave to employees.
He does all local transfers.
All the admin Orders, circulars, officer orders came through him and are implemented
accordingly.
Approvals of medical bills of the employees are done by the Admin Manager according
to the medical rules and are then sent to finance section for payment.
The Admin Manager issues tickets to the Military personnel and recover payments from
their concerned departments.
He deals with all legal cases on behalf of (OFSR) including accidental claims cases
from (OFSR)..
Admin. Manager makes all the contracts with hotels and restaurants and sanction of
bills for their payments.
He also deals with all those parties who have hired the (OFSR) buildings or
from whom OFSR has hired their building.
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3. OVERVIEW OF THE ORGANIZATION:
History of Pakistan Telecommunication Company Limited:
Having its origin in the post & telegraph Department established in 1947, the Pakistan
Telecommunication Corporation(PTC) was established in December 1990, taking over
operations and functions from the Pakistan telephone and telegraph department under the
Pakistan Telecommunication Corporation Act 1991.
The Government of Pakistan in 1991, announced its plans to privatize PTC, and in 1994
issued six million vouchers exchangeable into 600 million shares of the would be PTCL in two
separate Placements. Each had a par value of Rs. 10/- per share.
In 1995, the Pakistan Telecommunication (Reorganization) Ordinance paved the way
for the establishment of an independent regulatory regime, a milestone was crossed in 1996 as
the Pakistan telecommunication Company Limited (PTCL) was formed and formally listed on
all Stock Exchanges of Pakistan.
Since then, PTCL has been working vigorously to met the dual challenge of telecom
development and socio-economic uplift of the country. In keeping with the convergence of
technologies in the telecom sector PTCL’s mobile and internet subsidiaries were created in
1998.
Ufone,the country’s second largest mobile service provider, boosted its operations by
rolling out the country’s largest ever expansion of its network, worth US$ 525 million. The
new investment aims to expand capacity and coverage in existing and new cities, as well as
providing high speed cellular mobile and wireless data services. By mid-2008 the two major
expansions will give Ufone coverage in over 4,500 cities, towns and villages, and all major
highways in the country.
On the technical front, PTCL has laid an optical Fibre Access Network in the major
metropolitan centers of Pakistan and local loop services have started to be modernized and
upgraded from copper to an optical network.
Optical Fiber System was established in 1992, with the advent of first long distance digital
transmission system in the country.
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Presently more than 800 cities of the country have been connected through the O-ring
(Annex- ) on National Distance Fibre Cable Network including almost all the DTE’s of
Sindh, NWFP and Punjab.
At present, Optical Fibre System Region, has been entrusted to maintain 10,000 KM
long National Distance Optical Fibre Cable laid along the Main and Alternate routes
including a number of spur and subsidiary Link.
NATURE OF THE ORGANZATION:
In 1995 Introduction of value added services also made headway Universal
Access Number (UAN Service), Free Phone Service (0800), Integrated
Services Digital Network (ISDN) service, Electronic Mail, Audiotex Service
and up-gradation of Public Data Network with backbone were introduced.
3000 E-Mail subscribers are already online and the Internet too is now
accessible in Pakistan. These services will be conducive to boost the business
activity in Pakistan. Further expansion and structural alterations to cope with
the future demand are also underway. In order to facilitate our valued
customers, new computerized billing centers have been established at Multan,
Gujranwala, Peshawar and Quetta and the existing billing centers are being
expanded to cope with the additional subscribers and generation of MIS
reports.
The duration of the billing cycle has been shortened, now a subscriber receives bill on
average within 15-days after the end of the billing cycle. The facility of duplicate bills has
been streamlined. To improve efficiency, Operations and Maintenance Centers have been
established to oversee the digital exchanges. As a part of this programme, Inquiry (17) of
Lahore has been switched on to computerized version.
13
New Optical Fibre System has been laid between Karachi and Islamabad. Under
privatization policy of the Government of Pakistan, on 31 December, 1995 PTC was converted
into a limited company as Pakistan Telecommunications Company Limited. PTCL shares have
been sold in domestic and foreign markets in the form of vouchers (convertible into shares)
and then converted into a Joint Stock Company under the Companies Ordinance 1984 as per
provisions of the Government of Pakistan.
In 1996, the Directors with much pleasure presenting the first report to the shareholders
on the results of PTCL for the six month’s period ended 30 June, 1996. It maintains and runs a
state of–the-art international subscriber dialing system comprising of digital gateway
exchanges operating through satellite earth stations and submarine cables.
In 1997, the company achieved a digitalization ratio of almost 80% of total, which is
one of the highest in the Region It also manufactures and markets telecommunication
equipment through its subsidiaries, namely Telephone Industries in Pakistan (TIP) and Carrier
Telephone Industries (CTI).
In 1998, PTCL successfully obtained a Cellular Mobile License for its subsidiary Pak
Telecom Mobile Limited (PTML) and selected the GSM 900 state of-the-art technology,
which is growing at a much faster rate internationally under the brand name “UFone”. PTML
incorporated on 18th July, 1998 was established to run this new business independent of PTCL
with full financial and management separation thus creating a level playing field for industry
competitors.
Business Volume Of the Organization:
About 180,000 mobile telephones were then in operation and the market had potential
to grow faster. PTCL also launched Private Sector data and Internet Service Providers (ISP)
(brand name Paknet) operating these services under license and revenue share arrangements.
Internet and Information Technology (IT) Services are now very popular in the market and a
number of new entrants are competing, providing PTCL an opportunity to lease capacity and
load its available IT and Internet infrastructure both for private sector license operators and
PTCL’s own customers. PTCL is launching a three-phased project for IT and Internet to
expand the service to take care of 300,000 customers including the needs of private licenses
for infrastructure.
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In 2000, PTCL has also launched its own Pre-paid Calling Card Service (domestic and
International) to provide better service to the customers. The customer response to this service
is encouraging. In view of developing technologies, some new projects like Tele-Housing,
Voice over Internet Protocols have also been initiated.
In 2001, PTCL following business-oriented policy to optimally exploit its infrastructure
potential associated private entrepreneurs for overall development of telecom sector.
In 2002, Telecom De-regulation Policy of the Government envisages a broad-based
open competition immediately after the exclusivity of PTCL ending December, 2002. PTCL
would then adopt multi-pronged strategies irrespective of the number of competitors.
In 2003, the monopoly of the company was technically over, and the sector is moving
towards liberalization, the company is ready to face this challenge and maintain its dominating
position, while guarding its revenue streams in the face of forthcoming competition.
In 2004, there has been a record reduction in tariff, many new services and technologies
were successfully introduced and a new Marketing and Customer Care Department headed by
a senior executive created to expand existing business and strengthen customer care. At the
same time a New HR structure was installed to administer “Change” using modern concepts.
In 2005, new services like Wireless Local Loop (WLL), New Generation Networks
(NGN), Boradband and Multimedia Networks are introduced for customers. WLL network
connect subscribers to the public switched telephone network (PSTN) using radio signals as a
substitute for copper lines for all or part of the connection between the subscriber and the
switch. The recent addition to its diverse portfolio is the V wireless service that was launched
with the purpose of empowering all the areas of the country by providing them with instant
connectivity. The formal launch of V wireless phone was inaugurated by Honorable Prime
Minister of Pakistan Shaukat Aziz at Sukkur on January 04, 2005.
PTCL has decisively positioned itself as a customer-centered organization by adding
new services in its portfolio. The various innovative moves have got tremendous response
from the corporate and the individual customer sector of Pakistan.
Service provisioning of telecom facilities has been under monopoly control everywhere
for almost a century, providing substantial market power to the incumbent operator (like
15
PTCL), due to these and other related factors, the entry of competitors raised issues that are
generally not encountered in other sectors of the country.
A series of development programs has been offered for management staff at executive
development center. Recently programs on “Communication and Presentation Skill” and
“Leadership Skills” have been successfully completed and which the Executive Vice
Presidents and General Managers attended. Executive Development Center is providing
training opportunities not only to its employees but also to outside professionals to assist them
to meet with their personal and professional challenges
Profile of Employees:
At present, 775 Officers and staff are serving in Optical Fibre System against various
posts, which comprises on engineers, skilled and technical staff and non-technical supporting
staff are mentioned below:-
Engineers…………………… 325
Skilled & Technical Staff……………………300
Non Technical supporting staff………………150
All employees of (OFSR) are well qualified. According to the nature of the job and running
upon round the clock in three shapes to maximize the production levels of the organization
according to the current situations and demands The employees are responsible for performing
different activities, however, their entire efforts are mainly responsible for the following,
which made the Optical Fibre System as backbone of PTCL:-
I. Maintenance of 10,000 km OF Cable and Systems laid through out Pakistan, thus
ensuring a flawless and interruption free communication system.
II. Provision of communication media to Cellular Mobile Operators (CMOs), Internet
Service Providers (ISPs), Banks and other corporate clients
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Organization: Pakistan Telecommunication Company Limited (HQs)
Situated at: Sector G-8/4 Islamabad.
Region office: S/Town Rawalpindi.
.Management
The President PTCL is responsible for running the day-to-day affairs of the company.
Engineers/General Managers and other staff members who are qualified and trained in
17
Mr. Pervaiz Mahtab
Company Secretary
18
President& Chief
Executive Officer
S. E. V. P S. E. V. P S. E. V. P S. E. V. P
(Finance) (HR & Admin) (Operation) (Corporate
Development)
S. E. V. P S. E. V. P Chief
G.M.
(Commercial (Technical) Information
PUBLIC
System
AFAIRS
S. E.V. P S. E. V. P
(Business Zone (Business Zone South)
North)
SVP SVP
SVP I.T. Marketing SVP
SVP SVP Finance HR &
Coordina Works Admin
tion
19
O R G A N O G R A M O F T R A N S M IS S IO N N E T W O R K R E G IO N IS L A M
G e ne ra l M a na g e r
T ra n sm is s io n N e tw o rk R e g io n
Is la m a b a d
(N a s ir Iq b a l)
S E (C o o rd ) M an a g e r (H R & A )
T N R Is lam a b a d T N R Is la m a b a d
( F ay y a-uz r-R e h m a n ) (H A R O O N )
SM O FS SM OFS S M T r a n s m is s ion S M T ra n s m is s io n
Is la m a b a d P esh aw ar Is la m a b a d P esh aw ar
( B e h r am S h ah ro k h A s la m ) (S h a h id A li K h a n ) (S a le em K h a lid) (M . H a m Q
id a yu m
)
S E O .F S ys te m S E O .F S ys t em S E R a d io T ra n s S E T ran s m is s ion
Is la m a b a d P e s h aw a r Is la m a b a d P esh aw ar
( M u h a m m a d Irs h a d) ( S h a h n aw a z K h a n ) (A s im u lh a) q ( T ariq A li)
S E ( O .F–T r a n s ) S E T ran s m is s io n
Is la m a b a d A b b o tta b a d
( M . Id re es
A f rid) i (K h alid N a w a z)
Socially Responsible.
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PTCL is working with number of hospitals, citizens’ organizations and telemedicine
initiatives to make it possible for poor patients to get improved medical care.
PTCL has set aside Rs. 300 million to support Pakistani students to achieve their
dreams of higher education.
PTCL is socially responsible company and it is active in supporting different community
projects.
Vision Statement
To achieve our Vision by having:
Any organizational environment that fosters professionalism, motivation and quality
An environment that is cost effective and quality conscious
Services that are based on the most optimum technology
“Quality” and “Time” conscious customer service
Sustained growth in earnings and profitability
Mission Statement
“To be the leading ICT service provider in the region by
achieving
Customers’ satisfaction and maximizing shareholders’ value”
Quality
“Customer satisfaction, team work and Company Loyalty”
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M. S (International Switching Maintenance Department)
22
v) Performance appraisal.
1.
Optical Fibre System Region is headed by General Manager with Deputy Genera Manager and
six Zonal directors. Organizational chart of OFSR is as under.
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H u m a n R e s o u r c e
A s s i s t a n t G e n e r a l M a n
A s s i s t a n t D i r e c t o r ( A
S u p e r i n t e n d e n t ( A d m n
A s s is t a n A t s( E s i s s t t t a ) An t s ( s S i s t t a a f nf ) t ( W e
K P O K P O K P O
U D C U D C U D C
L D C L D C L D C
N a ib Q a s N i da i b Q a s i dN a i b Q a s i d
Assistant General Manager (Staff & Estt) is responsible to control the all activities of
human resource and liable to report Director as well as Deputy General Manager. Presently
775 employees at all levels are working at Optical Fibre System, Islamabad.& Rawalpindi Out
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of 775, 30 are assigned the work of human resource department. Functions of human resource
are further categorized into three parts i.e. Assistant (Estt), Assistant (Staff), and Assistant
(Welfare). Their main duties are as under:
(1) Assistant (Estt)
Determination of requirements of new human resource.
Maintenance of record of recruitment of staff.
Maintenance of Seniority of all employees.
Process promotion cases of different levels of employees.
(11) Assistant (Staff)
Make transfer/posting of all levels of levels.
Process cases for nominating employees for different training courses both at local
institutions as well as foreign institution
(111) Assistant (Welfare)
Process cases for welfare of employees.
Collection of welfare fund from employees.
Helps the employees on special functions like self-marriage, son/daughter marriages
etc. by giving welfare fund.
Make proposals for welfare of employees.
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Total Employees-----------------------------------------------------30
26
Engineering category DAE Telecommunication diploma.
27
3. Interview Procedure There are some qualities that can be judged only in interview-
manner, neatness, appearance and initiative, presence of mind, ability to meet other people
pleasantly and to make a good impression at once are very important factors for job.
In (PTCL), those qualifying the written test are called for an interview administered by
the selection board assisted by the Administration department to judge some of many qualities
mentioned above.
4. Physical Examination
There is usually a formal physical examination of the candidates qualifying interview.
Another requirement is the submission of a formal medical fitness certificate from an authentic
doctor.
5. Approval By The Competent Authority
After going through the whole process of selection, the list of recommended applicants is
sent to the competent authority for approval.
6. Offer for Appointment
After the approval, the administration department notifies the decision to the candidates
through a “letter of appointment”.
7. Orientation Period
After appointment, the employees go through an orientation period i.e. probation. For
MBA/MPA as executives the period is 5 weeks and for employees of under-office class, the
period is 3-6 months.
8. Confirmation
After the successful completion of the orientation period, the employees apply for
confirmation to competent authority.
9. Training
Training is acquiring skills and increasing the knowledge to do a specific job. It is
continuous process and brings about changes in the behavior of the trained employees
resulting ultimately increase in the performance and improvement in quality. Training is
actually an application of knowledge. (OFS) has its own training center known as PTC located
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in Karachi. It works under the supervision of Administration department. It offers training in
different capacities.
The Management of (PTCL).Knows that recruitment and selection is one of the most
critical and important process upon which the structure and success of any organization
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depends. Main Power Planning is a first stair towards success. Actually, strategic HR Planning
is the mobilizing the human resources an organization towards accomplishment of overall
organizational goals. HR Planning is always inline with the vision of the organization and
every step taken in this regard is towards the fulfillment of the organizational goals (long term
as well as short term). Here we can also add that one important objective of the HR Planning is
to optimize the usefulness of the workers for their line manger so that line manager can
manage the work and employees effectively. The plans may be short term or they may be long
term in nature, but to have a meaningful impact on future operations, business plans and
human resource plans must be integrally related to each other.
Optical Fibre System Region is following this strategy that recruitment begins with a
clear statement of objectives and goals, based on types of knowledge, skills abilities and
other characteristics that an organization need. Model of Human resource planning is at
Annex.111.
The Demand for Human Resource
Causes of Demand
External Challenges
Economics
Inflation
Unemployment
Change in Workforce Patterns
Social, Political, and Legal
Technology (Introduction of computing machines caused reorganizing or downsizing)
Competitors (To suppress the costs of labor competitors do reduce number of
employees)
Organizational Decisions
Strategic Plans (The strategic plans commit an organization to long range objectives
such as growth rates and new products, market, or services)
Budgets (In the short run strategic plans become operational In the form of budget)
Sales and Production Forecasts
New Ventures (Business enterprise) these become in case of merger or acquisition
30
Organizations and Job Design (jobs are reorganized or redesigned due to mergers,
acquisitions, or spinning off divisions)
Workforce Factors (demand of HR is modified due to following factors)
Retirements
Resignations
Terminations
Deaths
Leaves of Absence
1) Issues Analysis
Business needs
External factors
Internal supply analysis
Management implications
2) Forecasting Requirements
Staffing levels
Staffing mix (qualitative)
Organization and job design
Available/projected resources
Net requirements
3) Action Plans
Staffing authorizations
Recruitment
Promotions and transfers
Organizational changes
Training and development
Compensation and benefits
31
Labor relations
1. Expert Forecasts
Informal and Instant Decisions (Normally organizations made casual decisions)
Formal Expert Survey (Large organizations conduct formal surveys)
Nominal Group Techniques (NGT)
32
Group of five to fifteen managers is formed
They are given a problem in form of a statement
They write down answers as many as possible
After 10 to 15 minutes theses ideas are shared in round-robin fashion until all ideas are
recorded
These ideas are screened and ranked
Ideas having majority of votes are chosen for decision making
Delphi Techniques
If same process is run in form surveys instead of their interface.
HR planners play role of intermediary to collect ideas and to give feedback to managers
Four to five surveys are enough to make decision
33
1. The candidate must be the citizen of Pakistan.
2. The age limit of the candidate should be between 18-26
3. The educational qualification of the employee.
4. Officers (Executive Category) Masters Degree MBA/MPA.
5. Assistant Officers/below category, matriculation to B.A/B.Sc.
Recruitment Process:
Recruitment is the process of finding and attracting capable applicants for employment
Human
Resource
Planning
Job
Job
Analysis
Information
Job Satisfactory
Affirmative Methods of
Requirem- Pool of
Action Plan Opening ents
Recruitment
Recruits
Managers’
comments
Identified
Specific
Request of
Managers
34
■ Shortage in specific skills
■ Labor laws
■ Economic changes
Leading Economic Indicators (These economic indexes suggest the future course of the
national economy, which may affect recruitment plans)
Predicted Vs Actual volume of business (difference between them make an impact on
recruitment)
Want ads index (increase in this index leads to tough competition among applicants)
Organizational Policies
■ Compensation policies
■ Employment status policies (part time jobs instead of permanent)
■ International hiring policies (Local staffing in foreign jobs)
■ Promote-from-within policies (recruitment out of existing employees)
Recruiters’ Habits
■ Time consuming decisions
■ Biases
■ Influenced from someone
Job Requirements (recruits should posses the relevant skills)
Costs
Incentives
Recruitment channel
1. Internal Recruitment
Job Posting Programs
Job openings (These are displayed on notice board so that interested employees
are given opportunities to be promoted)
Self Nominations (Employees or their immediate super ordinates nominate for
vacant post)
Departing Employees
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Buyback (it takes place when an employee resign to take another job and the original
employer outbids the new job offer)
a) Extensions (Contractual appointment of an old employee after retirement)
2. External Recruitment
Employee Sources
Walk-Ins & Write-Ins (Walk-Ins are job seekers who arrive at the HR
department & Write-Ins, who send written inquiry)
Employee Referrals (employees who refer their friends)
Advertising
□ Blind ads (in which name of employer is not mentioned)
□ Want ads (in which name of employer is mentioned)
Referral Sources
State agencies (Like unemployment offices etc.)
Job Bank (HR department notifies every job opening, weekly or fortnightly)
Websites (like www.pkjobs.org)
Private Agencies
Search Firms (who charge some fee and communicate openings)
Other Institutions
Educational Institutions (Like IBA and LUMS)
Professional Associations (PEC, MBBS house jobs etc.)
Labor Organizations (of plumbers, carpenters, electricians, security guards)
Military Operations (Askari Welfare Trust – AWT )
Government Programs (e.g. Iqra Pilot Project)
□ Structural Unemployment (it occurs when people are ready, willing, and able
to work but their skills do not match the jobs available)
Miscellaneous
Temporary Help Agencies (they provide supplemented/additional workers)
Leased Employees (agencies and some organizations provide skilled employees
on lease)
36
Open House (To invite people on refreshment and to tell them about one’s
organization so that they are attracted)
International Recruiting (cultural aspect be considered).
Model of Recruitment Channel is at Annex.1V.
Job Application Blanks/Forms
Application form
Employment Status
Education and Skills
Work History
Military Background
Memberships, Awards, and Hobbies
References
Signature Line
Optical Fibre System Region HR Department begins with the requirement proposed by
various departments than HR department planned to fulfill the requirements in a stipulated
period and following steps are being carried on in this whole process.
Publication of advertisement.
Advertisement for hiring manpower according to the required criteria i.e a candidates shall
not normally be less than 18-years and more than 35-years, Educational requirement for the
said post along with experience with clear statement of salary package, financial incentives,
last date for submission of applications with a complete address of the organization send to the
various national newspaper for publication.
Receipt of applications.
Applciations received against advertisement are then send to the concerned department for scrutiny
and short listing the eligible candidates.
37
After proper scrutiny, a list of short listed candidates along with their complete bio-data is
sent to the HR Department for further issuance of call letters for test/interviews. The
concerned department is also responsible to prepare a question paper as per its own
requirements and further submitted to HR department for conducting tests on due dates.
Test/ Interviews.
All eligible candidates are called for test/interviews on due dates. Tests are normally
prepared keeping in view the skills knowledge abilities, required for the job. In this regard,
general intelligence test, personality tests are also being utilized accordingly. In PTCL test
normally comprises on 100 to 150 marks in which subject related, general knowledge, current
affairs, English essay types questions are being asked. The candidates scored maximum marks
according to the criteria are selected for interview. Selection Board is formulated by the
competent authority to recruit the competent personnel according to the requirement. Finally,
the candidates who have qualified the written tests are called for interview and selection board
which consists on most experienced and senior officers interviewed the candidates and finally
prepared merit list by calculating the marks obtained by the candidate in written as well as in
interview, the candidate’s scored maximum marks declared successful.
38
Use of public employment services declines as required skills levels
increase
The internal market is a major recruitment source except for entry- level,
unskilled, and semiskilled workers.
Larger firms are the most frequent users of walk-ins, write-ins, and the
internal market.
Formal recruitment sources( employment agencies, advertising ) rather than
informal ones ( walk-ins, write-ins, employee referrals).
Which recruitment sources are most effective, According to a survey firms,
newspaper advertisements are the most effective sources for recruiting office/clerical,
professional/technical, and commissioned sales workers. For recruiting managers,
promotion from within is most effective, followed by newspaper ads. Walk-ins are the
most popular method for recruiting production/service workers.
Recruiting source explained only five percent of the variation in applicant
quality, one percent of the variation in the survival of new hires, and none of the
variation in commissions. If sources do not differ appreciably on these important
characteristics, organizations probably should rely on those that are less costly
( newspaper ads) and produce higher-quality applicants ( informal sources ) than
more expensive sources ( employment agencies) Thus, regardless of the recruitment
sources used generate applicants, once a final applicant pool has been assembled,
organizations can maximize the economic returns of selection by ignoring recruitment
sources and using a top- down( rank order from best to least qualified) selection
strategy)
Various sources of information ( on campus interviewer-recruiter, friend, job
incumbent ,professor) about a jab opportunity
The various recruitment sources. are
Cost of operations, that is, labor costs of company recruitment staff, operational
costs ( recruiting staffs travel and living expensed, agency fees advertising
expenses
Cost per hire, by source
Number and quality of resumes by source
39
Acceptance-to-offer ratio
Analysis of post visit and refection questionnaires
Salary offered
1.Internal Sources
Following are the main internal sources are
Candidates
Database
Requisitions
Optical character recognition
Information/Skills extraction
Automatic categorization
Scan
Fax
E-mail
Resumes
2.External Sources:
1) Employee Sources
Walk-Ins & Write-Ins (Walk-Ins are job seekers who arrive at the HR department &
Write-Ins, who send written inquiry)
Employee Referrals (employees who refer their friends)
Advertising
Blind ads (in which name of employer is not mentioned)
Want ads (in which name of employer is mentioned)
2) Referral Sources
State agencies (Like unemployment offices etc.)
Job Bank (HR department notifies every job opening, weekly or fortnightly)
Websites (like www.pkjobs.org)
Private Agencies
40
Search Firms (who charge some fee and communicate openings)
3) Other Institutions
Educational Institutions (Like IBA and LUMS)
Professional Associations (PEC, MBBS house jobs etc.)
Labor Organizations (of plumbers, carpenters, electricians, security guards)
Military Operations (Askari Welfare Trust – AWT )
Government Programs (e.g. Iqra Pilot Project)
Structural Unemployment (it occurs when people are ready, willing, and able to work
but their skills do not match the jobs available)
4) Miscellaneous
Temporary Help Agencies (they provide supplemented/additional workers)
Leased Employees (agencies and some organizations provide skilled employees on
lease)
Open House (To invite people on refreshment and to tell them about one’s organization
so that they are attracted)
International Recruiting (cultural aspect be considered)
External Needs
Labor Market Analysis (It is a market where organizations recruit from)
Guest workers (Foreigners who are granted work visas but not citizenship)
Community Attitudes
Demographics
Trends in jobs
Immigration
41
in particular job. It is important to note that all executives should know about techniques of
selection to which they may help in making decisions.
The Selection process is series of specific steps used to decide which recruits should be
hired. Recruiting and selection are combined and called the employment function
Selection: An Overview
Internal Selection: Succession planning identifies potential internal candidates, which shorten
the selection process
Selection Ratio: It is a relationship between the number of applicants hired and the total
number of applicants available
Number of Applicants Hired
Selection Ratio =
Total Numb er of Appl icants
S(PCM)
A(PCM)
=
S(MAJ)
A(MAJ)
Where
A(PCM) = Total Number of applicants from protected class
S(PCM) = Number of applicants selected from protected class members
A(MAJ) = Total Number of applicants from the majority class
S(MAJ) = Number of applicants who are members of the majority group
Types of Errors
False-Negative Error (People are not hired who performed well)
False-Positive Error (People are hired who failed to perform)
42
Step – 1: Preliminary Reception Of Applications
Two Way Street
Organization selects employees
Applicants select organization
Courtesy Interview (before formal interview an introductory meeting for public relation)
Step – 2: Employment Tests
Paper and Pencil tests (like GMAT, SAT, GRE, BCAT, CCAT, etc.)
Research (84% employers include testing in their employment decision making process)
Test Validation:
Validity: It means that test scores relate significantly to job performance or to another
job relevant criterion
Types of Validation
Empirical Validation (Experiential): It relates to performance. The criterion exhibits the
correlation from 0 to 1
Predictive Validity
Test Score ≅ Performance
Concurrent Validity
Test Score = Performance
Rational Validation
Content Validity: Related to job only
Construct Validity: Related to substitute jobs also
Differential Validation: To test validity for subgroups like women, minorities
Reliability: It means that the test should yield (give in) consistent results each time an
individual takes it
Testing Tools and Cautions:
Psychological Tests: (To measure personality and temperament)
Knowledge Tests: (They determine information and knowledge)
Performance Tests: (Job related e.g. typing test for post of typist)
43
Graphic Response Tests: (polygraph – lie detector)
Attitude and Honesty Tests: (Honesty)
Medical Tests: (drug test, AIDS, HIV etc.)
Step – 3: Selection Interview
Selection Interview: This is a formal in-depth conversation conducted to evaluate an
applicant’s acceptability. The interviewer seeks to answer three questions
Can the applicant do the job?
Will the applicant do the job?
How does the applicant compare with others who are being considered for the job?
Interviews can be:
One to one
Two or more to one
One to two or more
Two or more to two or more
Types of Interviews:
Unstructured Interviews (Interviewers develop the questions as the interview proceeds)
Structured/Directive Interviews (predetermined set of question are asked)
Mixed Interviews (Blend of structured and unstructured questions)
Behavioral Interviews (focus on a problem or hypothetical situation that the applicant is
asked to solve)
Stress Interviews (attempt to learn how applicant will respond to job pressures)
The Interview Process/ Stages in an Employment Interview:
Interviewer Preparation
Job application should be reviewed
Should be informed about Job description
Creation of rapport (relationship)
Information Exchange
Termination (wrapping up)
44
Evaluation
Interviewer Errors:
Halo Effect (If rater allows an information to disproportionately prejudice the final
evaluation)
Leading Questions
Personal Biases
Interviewer Domination
Interviewee Errors:
Job Related Weaknesses
Nervousness
Playing Games
Talking Too Much
Boasting (Boldness)
Not Listening
Being Unprepared
45
It involves showing the candidate the type of work, equipment, and working conditions
Step – 8: Hiring Decision
Final Decision is normally made by supervisor or otherwise
The selection process is concerned with the securing relevant information regarding the
applicant. The selection procedure uses the screening devices so that the most efficient and
professional employees should be available to the organization. The selection procedure of
PIAC is based on following three principles:
1- Competence
2- Equality of opportunities
3- Neutrality
The following screening devices are used in (ptcl) during the selection process
. Application Blank
Each applicant is required to fill an application form provided by the Administration
department. The application form has to be filled by the applicant in his own writing and
submitted to the admin Department before a specific date. In application farm personal data,
educational qualifications and experience etc. of the applicant is sleeked out.
Test
These applications are scrutinized and the candidates passing through the scrutiny are called
for a written test. A board from the head office conducts the test with the assistance of the
administration department at the concerned station.
Interview
and initiative, presence There are some qualities that can be judged only in interview-manner,
neatness, appearance of mind, ability to meet other people pleasantly and to make a good
impression at once are very important factors for job.
In (OFSR), those qualifying the written test are called for an interview administered by the
selection board assisted by the Administration department to judge some of many qualities
mentioned above.
46
Physical Examination
There is usually a formal physical examination of the candidates qualifying interview. Another
requirement is the submission of a formal medical fitness certificate from an authentic doctor.
Approval By The Competent Authority
After going through the whole process of selection, the list of recommended applicants is
sent to the competent authority for approval.
Offer for Appointment
After the approval, the administration department notifies the decision to the candidates through a
“letter of appointment”.
Orientation Period
After appointment, the employees go through an orientation period i.e. probation. For Telecom Eng/
MBA/MPA as executives the period is 5 weeks and for employees of under-office class, the period is
3-6 months.
Confirmation
After the successful completion of the orientation period, the employees apply for
47
development are interrelated with each other. Training is the best way for polishing of existing
as well as desired knowledge of employees on every stage. HRD is following this strategy to
capture the maximum market shares with the support of train manpower. It shows that (PTCL)
is given emphasize on the training and development programe of all its employees. This
training includes on job training, in house training and in form of workshops enhanced for the
fulfillment of the organizational goals.
, Training is acquiring skills and increasing the knowledge to do a specific job. It is
continuous process and brings about changes in the behavior of the trained
employees resulting ultimately increase in the performance and improvement in
quality. Training is actually an application of knowledge. PTCL has its own training
center known as PTC located in Karachi& Rawalpindi. It works under the supervision
of Administration department. It offers training in different capacities.
48
Need Assessment: Needs assessment diagnoses current problems and future challenges to be
met through training and development
There are her levels of analysis for determining the needs that training can fulfill.
Organization Analysis: focuses on identifying where within the organization training is
needed, objectives ,resources, Allocation of resources.
Operations Analysis: attempts to identify the content of training – what an employee must
do in order to perform competently.
Individual Analysis: determines how well each employee is performing the tasks that make
up his or her job,(knowledge, Skills, and Attitudes).
At the general level, it is important to analyze training needs against the backdrop of
organizational objectives and strategies. It is also essential to analyze the organization external
environment and internal climate, In summary the critical first steps to relate training needs to
the achievement of organizational goals. If you cannot make that connection, the training is
probably unnecessary. However, if a training need does surface at the organizational level, an
operations analysis is the next step.
Operations analysis requires a careful examination of the work to be performed after
training. It involves, a systematical collection of information that describes how work is done,
so that standards of performance for that work can be determined; second, descriptions of how
tasks are to be performed to meet the standards; and third, that the competencies necessary for
effective task performance. Job analyses, performance appraisals, interviews ( wit jobholders,
supervisors, and higher management), and analysis of operating problems ( quality control,
downtime reports, and customer complaints) all provide important inputs to the analysis of
training needs.
Individual analysis, at this level, training needs may be defined in terms of the
following general idea; the difference between desired performance and actual performance is
the individuals training need. Performance standards, identified in the operations analysis
phase, constitute desired performance. Individual performance data; diagnostic ratings of
employees by their supervisors, peers, or customers; interviews; or tests ( job knowledge, work
sample, or situational) cancroids information on actual performance against which each
employee can be compared with regard to desired performance standards. A gap between
actual and desired performance may be filled by training.
49
However, assessing the needs for training does not end here. It is important to analyze
needs regularly and at al three levels in order to evaluate the results of training and to assess
what training is needed in the future.
At the organizational level, senior managers who set the organization goals should analyze
needs.
At the operations level, the managers ( teams ) hospecify how the organizations goals are
going to be achieved should analyze needs.
The individual level, the managers and workers who do the work to achieve those goals
should analyze needs, keeping in mind that performance is a function both of ability (hence,
training ) and motivation the desire to perform well.
50
Desired Program Content
Learning Principles
Appropriateness of the Facilities
Trainee Preferences and Capabilities
Trainer Preferences and Capabilities
Job Instruction Training: It is received directly on the job, and so it is often called “on-the-
job” training (OJT)
Job rotation: To cross train employees in a variety of jobs, some trainers move a trainee from
job to job. Cross training helps the organization when vacations, absences, downsizing, or
resignations occur
Apprenticeships and Coaching:
Apprenticeships: Apprenticeships involve learning from a more experienced employee
or employees, though it may be supplemented with off-the-job classroom training.
Assistantships and internships are similar to apprenticeships
Coaching: Coaching is similar to apprenticeships because the coach attempts to provide
a model for the trainee to copy
Lecture and Video Presentations: Television, films, slides, and filmstrip presentations are
similar to lectures
Vestibule Training: Separate areas or vestibules (Entrance hall) are set up with equipment
similar to that used on the job. This arrangement allows transference, repetition, and
participation
Role Playing and Behavioral Modeling:
Role Playing: Role playing is a device that forces trainees to assume different identities
Diversity Training: It aims to create a work environment conducive to a diverse
workforce
Behavioral Modeling: Modeling is one of the fundamental psychological processes by
which new patterns of behavior can be acquired, and existing patterns can be altered
Vicarious process: Modeling is a vicarious (explicit) process which implies sharing in
the experience of another person through imagination or sympathetic participation
51
Case Study: By studying a case situation, trainees learn about real or hypothetical
circumstances and the actions others take under those circumstances
Simulation (Mock-up or Recreation): simulation exercises come in two forms
one involve a mechanical simulator that replicates the major features of the work
situation. Like driving simulators for divers’ training
Computer simulators are the other form. Like games leading towards decision making
Self-Study and Programmed Learning:
Self-Study: Self-study techniques range from manuals to prerecorded cassettes or
videotapes. Several learning principles are included in this type of training
Programmed Learning: Programmed learning materials are another form of self-study.
Usually these are computer programs or printed booklets that contain a series of
questions and answers
Laboratory Training: Laboratory training is designed to enhance interpersonal skills.
Participants seek to improve their human relation skills by better understanding themselves
and others. This involves sharing experiences and examining the feelings, behavior,
perceptions, and reactions that result
Action Learning: Action learning takes place in small groups that seek a solution to real
problem confronting the organization, aided by a facilitator who is either and outside
consultant or a member of the firm’s in-house staff
52
Trained Or
Evaluation Transfer Of Follow-Up
Criteria
Pretest Developed Posttest The Job Studies
Workers
PERFORMANCE MANAGEMENT/APPRAISAL
Performance appraisal strategy.
Performance Appraisal is a process of evaluating individuals in order to arrive at
objective human resource decisions. In (PTCL) this strategy is also in practice and functioning
accordingly. Performance appraisal is carried out normally on yearly basis. IN this connection,
a proper section is functioning where performance appraisal record of all employees are in the
safe custody.
53
In order to improve the process, an d productivity a great need is being felt for more
frequent appraisal system for that matter a decision regarding quarterly review on performance
appraisal system is under active consideration on the other hand, the departments in which
work is being carried out the performance appraisal are carried out in more frequent intervals
depending upon the modules and break up of the projects i.e after every module/ break up of
the project, the employees are assessed in terms of their contribution in the project, their
learning curve, their technical skills etc. In this way, all the employees are provided the chance
to have a close interaction and communication with the upper management A model of .
Performance appraisal is at Annex.V1.
It helps in improving the employees work performance by realizing them their current
status of work in relation to achieve the organizational objectives.
It provides timely information to the employees and managers for further utilization to
make work related decisions.
It provides feed back to the employees thus serving as a vehicle for the personal and
career development of the employees.
On development needs are assessed, it can help to establish objectives of the training
Programme.
Uses of Performance Appraisal:
Performance Improvement
Compensation adjustment
Placement decisions
Training and development needs
Career planning and development
Staffing process deficiencies
Informational inaccuracies
Job-design errors
Equal employment opportunities
External challenges
Feedback to human resources
Elements of Performance Appraisal System
54
Following are key elements of performance appraisal.
360-Degree Evaluations: An employee is being evaluated from all directions – immediate
super-ordinates, peers and even subordinates
Practical System: A practical system is understood by evaluators and employees
Standardized System: A standardized system within the organization is helpful because it
allows the establishment of uniform practices
Performance Standards: Appraisal system requires performance standard, which serve as
benchmarks against which performance is measured
Performance Measures: Performance evaluation also requires dependable performance
measures the ratings used to evaluate performance
Objective measures: These are indications of job performance that are verifiable by
others and are usually quantitative
Subjective measures: These are rating that are based on the personal standards or
opinions of those doing the evaluation and are not verifiable by others
55
The beginning of the performance year, supervisory officer/appraiser will plan the
yearly performance objectives for the appraise. In addition, standards for performance
measurement, assessment and deadlines will be established at this stage. The Appraise will
participate in this process of planning objective sad setting performance standards.
At the end of the relevant performance period, the appraisee’s target related performance
would be assessed against these objectives. This section of the appraisal instrument carries
60% weight. The next section of the appraisal instrument includes behavioral instrument and
trait related performance dimensions. For the overall eight of the Executive group, these
performance, dimensions carry different weights. The objective and behavioral performance
indicators; objectives are given more weight due to the nature of the work of (PTCL)
Past-Oriented Appraisal Methods
Following are past-oriented appraisal approaches
Rating Scales: Rating scales requires the rater to provide a subjective evaluation of an
individual’s performance along a scale from low to high
Checklists: The checklist method requires the rater to select words or statements that describe
the employee’s performance and characteristics
Weighted Checklist: The result is called weighted checklist
Forced Choice Method: The forced choice method requires the rater to choose the most
descriptive statement in each pair of statements about the employee being rated
Critical Incident Method: The critical incident method requires the rater to record statements
that describe extremely good or bad behavior related to job performance
Accomplishment Records: Primarily professionals use these. These are employee-produced
listings of accomplishments such as publications, speeches, leadership roles, and other
professionally related activities
Behaviorally Anchored (Attached) Rating Scales: These are family of evaluation
approaches that identify and evaluate relevant job-related behaviors. Following two
approaches are well known:
Behavioral Expectation Scales (BES): BES use specific named behaviors as
benchmarks to help the rater
Behavioral Observational Scales (BOS): BOS use specific named behaviors as
benchmarks and require the rater to report the frequency of those behaviors
56
Field Review Method: In this method, skilled representative of the HR department goes into
the “field” and assists supervisors with their ratings. The HR specialist solicits from the
immediate supervisor specific information about the employee’s performance. Then the expert
prepares an evaluation that is based on this information. The evaluation is sent to the
supervisor for review, changes, approval, and discussion with the employee who was rated
Performance Tests and Observations:
Pay-for-knowledge
Pay-for-skills
Comparative Evaluation Approaches: These are collection of different methods that
compare one person’s performance with that of coworkers. Usually comparative appraisals are
conducted by the supervisor
Ranking Method: The ranking method requires the rater to place each employee in
order from best to worst
Forced Distribution: It requires raters to sort employees into different classifications,
usually with specified proportions in each category
Roll-Up Meetings: Adjustments are made through “roll-up” meetings, which allow
supervisors to meet with their common manager to explain why their evaluations
should be allowed to deviate form the expected distribution
Point Allocation Method: It requires the rater to allocate a fixed number of points
among employees in the group
Paired Comparison: It forces raters to compare each employee with all the other
employees in the same group who are being rated
Future-Oriented Appraisals
Future-oriented appraisals focus on future performance by evaluating an employee’s potential
or setting future performance goals
Self-Appraisal: It is the employee’s involvement in and commitment to the improvement
process
Management By Objectives (MBO): Participation of staff and managers for goal setting
Psychological Appraisals: When psychologists are used for evaluations, they assess and
individual’s future potential, not that individual’s past performance
57
Assessment Centers: Assessment centers are a form of standardization employee appraisal
that relies on multiple types of evaluation and multiple raters
Implications of the Appraisal Process
Training Raters and Evaluators:
Definition of key terms
Use of Video tapes
Mock (Role playing) sessions
Evaluation Interviews: Evaluation interviews are performance review sessions that give
employees essential feedback about their past performance or future potential.
Emphasize positive aspects of employee performance
Tell each employee that the evaluation session is to improve performance, not to discipline
Conduct the performance review session in private with minimum interruptions
Review performance formally at least annually and more frequently for new employees or
those who are performing poorly
Make criticisms specific, not general and vague
Focus criticism on performance, not personality characteristics
Stay calm and do not argue with the person being evaluated
Identify specific actions the employee can take to improve performance
Emphasize the evaluator’s willingness to assist the employee’s efforts and to improve
performance
End the evaluation sessions by stressing the positive aspects of the employee’s performance
58
Annual confidential report is highly subjective and various personality traits with no
mechanism to quantify or assess individual characteristics. Moreover, some of the questions
are irrelevant to performance of a job. The concept of pen picture is very vague and not
properly understood. the report does not take into Transmission & overall (PTCL)
performance parameters such as cases of transmission services created.
Performance dimensions used are also ambiguous, For example, the section on personal
traits comprises parameters such as intelligence, perseverance, and devotion to duty The
assessment of these traits may vary across appraisers thus making their evaluation both
difficult and subjective.
The employees performance report are assessed in terms of their contribution in the
project, their learning curve, their technical skills etc. In this way, all the employees are
provided the chance to have a close interaction and communication with the upper
management. Report that are being assessed in the organization that under maximum point &
points to achieved.
59
S.No Factors assessed Maximum Points
points achieved
1 Technical experience:- 10
Do he/she have sufficient knowledge of his/her
work? Is he /she knowledge about the current
development in relevant field.
2 Productivity 10
What is the quality of his/her work? Is out put
reasonable
3 Management skills 10
How does the individual mange the work and
personnel ? does he/she effectively delegate the
responsibility? Does he/she effective supervise the
work
4 Creativity 10
Does he/she show innovativeness in approaching
and solving the problem?
5 Initiative and drive 10
How does he/she take necessary action without
being told? Does he/she do more than assigned ?
does he/she functions independently with guidance
6 Interpersonal skills. 10
How does he/she gets along with his/her colleague
and team mates? His he /she cherry and optimistic
or temperament?
7 Integrity 10
Is he/she honest fair and straight forward?
8 Reliability 10
Can he/she be trusted to carry out the assigned task
without fear of mishandling ?
9 Communication skills 10
Does he/she speaks and write effectively
1 Discipline 10
0 Punctuality, neatness and organization
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EMPLOYEE COMPENSATION AND BENEFITS
Compensation: Compensation is what employees receive in exchange for their contribution
to the organization.
Personnel /compensation strategy
As soon as the inductions formalities are completed, the “P” Files (Personal files) of the
candidates are sent to personnel branch, where necessary office order for their induction is
issued along with all compensation detail according to prevailing rules and regulations. The
terms and conditions of the appointment is also mentioned in the office order and finally this
office order is dispatched to Finance Department for disbursement of salary per month
accordingly.
Each employee who has appointed against contract vacancy, is on probation for a
period of one year, after that afresh order is issued for further attention in service. If the
performance of the employee is not satisfactory, the probation period can be extended for next
six months. Personal strategy of(PTCL) is also updating the personal data of all employees on
61
computer, and complete history of each employee is entered in the HRM Programme.
Employees are expected to inform HR department regarding any change in their academic
records, addresses, marriage status etc., to have an upto date information of each employee.
In any organization, effective compensation design is to assign a minority value to each
job or skill and to establish an orderly procedure for increasing the base rate. The objective of
a successful compensation system is to attract, retain and motivate employees to achieve
internal, external and individual equity and in return to achieve the organizational goals
Pay Dissatisfaction: It harms productivity and affect the quality of work life. A model
of the consequences of pay dissatisfaction is at Annex.V11.
Objectives Of Compensation Management
Equity:
Internal Equity: It ensures that more demanding, positions or better qualified people
within the organization are paid more
External Equity: It assures that jobs are fairly compensated in comparison with similar
jobs in the labor market
Objectives Sought Through Effective Compensation Management: Compensation
Objectives are guidelines, not rules
Acquire qualified personnel
Retain current employees
Ensure equity
Reward desired behavior
Control costs
Comply with legal regulations
Facilitate understanding
Further (Broaden) administrative efficiency
Major Phases Of Compensation Management
Phase – 1: Evaluate every job, using job analysis information to ensure internal equity
based on each job’s relative worth
Phase – 2: Conduct wage and salary surveys to determine external equity based on the
rates paid in the labor market
62
Phase – 3: Price each job to determine the rate of pay based on internal and external
equity.
Model of these three phase is at Annex.V111
Job Analysis And Evaluations (Phase – 1):
Job Analysis
Position Description:
Job Description:
Job Standard:
Job Evaluation
Job Ranking: Specialists review the job analysis information and then rank each job
subjectively according to its relative importance in comparison with other jobs in the firm
Job Grading or Job Classification: It is slightly more sophisticated than job ranking but
still not very precise. It works by having each job assigned to a grade by matching standard
description with each job’s description
Factor Comparison: These compensable factors are the job elements common to all jobs
being evaluated, such as responsibility, skill, mental effort, physical effort, and working
conditions. This method involves following five steps:
(Step – 1) Determine the critical factor:
(Step – 2) Determine Key Jobs
(Step – 3) Apportion current wages for key jobs
(Step – 4) Place key jobs on a factor comparison chart
(Step – 5) Evaluate other jobs
Point System: This system evaluates the compensable factors of each job, but instead of using
wages as the factor comparison method does, it uses points This system involves following six
steps:
(Step – 1) Determine critical factors:
(Step – 2) Determine the levels of factors
(Step – 3) Allocate points to sub-factors
(Step – 4) Allocate points to levels
(Step – 5) Develop the point manual
(Step – 6) Apply the point system
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Wage And Salary Surveys (Phase – 2):
These surveys discover what other employers in the same labor market are paying for
specific key jobs. Wage and salary survey data are benchmarks against which analysts
compare compensation levels. Following are the sources of compensation data
State Unemployment Offices:
Employer Associations:
Professional Associations:
Self-Conducted Surveys:
Pricing Jobs (Phase – 3):
In pricing jobs, the job evaluation worth is marched with the labor markets worth. Job
Evaluation Worth Match Labor Market Worth
Pay Levels: To set the right pay level, the internal rankings and the survey wage rates are
combined through the use of graph called Scattergram. The vertical axis represents pay rates
and horizontal axis is used for points. Using statistical technique called as least squares
method of regression can draw wage-trend line.
The Compensation Structure:
Setting a framework:
Job classes: Jobs are grouped in predetermined categories
Merit increase: A rise in pay for performance
Rate ranges: These are the pay ranges for each job class.
Broad banding or career bands: Pay levels are grouped into small numbers of wide
ranges of bands
Challenges Affecting Compensation
Strategic Objectives: If some organizations are having same objectives
Prevailing Wage Rates: Market Wage Rates
Red-Circle Rate: The term “red-circle rate” arises from the practice of marking out-
of-line rates with a red circle on the chart. Pay raises for red-circle rate jobs are
often frozen when the supply of talent catches up with the demand
Union Power: When unions represent a portion of the workforce, they may be able
to obtain wage rates that are out of proportion to the relative worth of the jobs
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Government Constraints:
Wage Compression: It occurs when the starting salaries of newly hired workers rise
faster then do those of incumbent (current) employees
Child labor laws
Equal Pay Act
Comparable Worth and Equal Pay: “Equal pay for equal work” is the idea of “Comparable
Pay for Comparable Work” called “Comparable Worth”.
Comparison Strategies and Adjustments:
International Compensation Challenges:
Globalization: Means greater movement of employees among countries
Productivity and Costs:
Two-tiered wages: Two wage structures one for current employees and other for
future recruits
Compensation Innovations: Instead of increments that raise the wage permanently,
employers give bonuses
Fringe Benefits: Like medical facility
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Merit Raises: These are pay increases given after an evaluation of performance. These raises
are usually decided by the employee’s immediate supervisor
Pay-for-Knowledge/Pay-for-Skills Compensation: Pay levels are based not on what an
employee does but on the range of jobs the employee can do
Non-Monitory Incentives/Non-cash Rewards:
Recognition programs: In which employees receive plaque (like shield), novelty (unique)
items (from key chain to baseball caps)
Certificates
Time off
Vacations
Executive Incentives:
Stock Options: The right to purchase the company’s stock at a predetermined price
Weighted Incentive System: It reward executives on the basis of improvements in multiple
areas of business performance
Deferred Stock Incentive System: These award stock to executives gradually over several
years
International Incentives:
Foreign Allowances: These are incentives for international employees
Gain sharing Approaches
Employee Ownership: Many companies have stock purchase plans that allow workers to buy
shares in the company, thus “owning” a fractional part of the firm and sharing in its success
Production Sharing Plans: Production Sharing Plans allows groups of workers to receive
bonuses for exceeding predetermined levels of output
Profit-Sharing Plans: Profit-sharing plans share profits with the employees
Cost Reduction Plans: Cutting costs by sharing saving
Scanlon Plan: Giving bonuses to improve labor costs and/or quality
Rucker Plan: Giving bonuses to improve labor and/or material costs
Improshare Plan: It reduces labor hours
Incentive Matrix Summary: It comprises of all kind of Individual, group, cash, and noncash
incentives
BENEFITS AND SERVICES
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Indirect compensation: Benefits and Services are sometimes called indirect compensation
and “fringe” benefits
Elements of Compensation:
C o m p e n s a t i o n
D ir e c t
C o m p e n s a t io n
C o m p e n s a t i o n MI n ac ne an gt i ev me s e An tn d G a i n s h a r i n g
( B a s e W a g e s A n ( dP a S y a - Fl a o r ir e- Ps )e r f o r m a n c e )
I n d ir e c t
C o m p e n s a t io n
B e n e f i t s A n d S S e e r c v ui c r ie t sy , S a f e t y , A n d D e a l t
( " F r i n g e " B e n ( eL f e i t gs a) l l y , M a n d a t e d B e n e f it
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(Total number of casual advisable during calendar year to all employees 20 days and maximum
casual leave can be granted ten days at a time)
Earned Leave:
(Each employee is entitled for four days of earned leave on full pay for every calendar month,
duty periods of 15 days are less in a calendar month being ignored however, more than 15 days being
treated as a full calendar month for the purpose, the maximum period of leave on full pay that may be
granted at one shall be as follows:-
Without medical certificate- 120 days
With medical certificate 180 days
Study Leave
Study leave is admissible to permanent employees to the Officers of Grade-16 & above for the
study of scientific technical and similar purpose. Study leave should not ordinary be granted to
government servant of less than 5 years service or to govt. servant within three years of the date at
which they have the option of retiring or to the servant retiring on proportionate pension.
Ex-Pakistan Leave
Ex-Pakistan leave be regulated and be subject to the same limits and conditions as prescribed
in the rules i.e. leave on full pay, leave on half pay, and leave without pay respective. In Optical Fibre
System Region HRM Departments all such leaves record of all employees is being up to dated to
compensate the individuals.
Overtime shift allowances record of each employee is being processed for further payment by
Finance Department regularly. Service record of employees are also being up to dated for their further
adjustement, promotion within prescribed time frame.
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Issuance of warning letters, transfer of employees issuance of NOCs as per requirements is also being
up to dated day to day in the light of business laws.
In any organization, effective compensation design is to assign a minority value to each job or skill
and to establish an orderly procedure for increasing the base rate. The objective of a successful
compensation system is to attract, retain and motivate employees to achieve internal, external and
individual equity and in return to achieve the organizational goals.
Insurance Benefits
Health-Related Insurance:
Medical Insurance: It pays for sickness, accident, and hospitalization expenses up to a
Rs. Limit (as fixed by the companies)
Managed Care:
Well Care: Such as free or “low cost” physical examinations and usually have a small
charge for office visits, called a co-payment
Vision Insurance
Dental Care
Mental Health Insurance
Life Insurance:
Disability Insurance:
Other Insurance Benefits:
Legal insurance
Employee Security Benefits
Employment Income Security:
Severance Pay: Severance pay benefits entitle the worker to a lump-sum payment at the
time of separation from the company. The payment is either a flat amount equal to a
few weeks pay or a graduated amount based on salary and length of service with the
employer
Retirement Security:
Developing a retirement plan:
Noncontributory plans: The employer pays the entire amount
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Contributory plans: The employer and employee both contribute to pay the entire
amount
Un-funded plans: Some companies pay pensions out of current income when
employees retire. This is called an un-funded plan
Funded plans: Funded plans require the employer to accumulate moneys in advance so
that the employer’s contribution plus interest will cover the pension obligation
Defined contribution: Defined contribution plans occur when the employer agrees to
contribute a specific amount into an account. Often this amount is a percentage of
employee’s pay.
Defined benefit plans: It obligates the employer to pay the retiree a specific amount at
retirement
Trusted plans: a trusted plan calls for all moneys to be deposited into a trust fund,
usually a bank
Insured plans: With an insured plan, the pension moneys are used to buy employee
annuities from an insurer. Each annuity represents an insurance company’s pledge to
pay the worker a given amount per month upon retirement
Portability: It allows the pension credits earned in one employer’s retirement plan to be
transferred into another retirement plan when the worker changes companies
Early retirement:
Retirement Counseling:
Preretirement Counseling: The purpose of Preretirement Counseling is to encourage
an employee to plan for retirement emotionally and financially
Postretirement Counseling: It is designed to ease the transition from worker to retiree
Time-Off Benefits
On-The-Job Breaks: Like rest breaks, meal breaks, prayer breaks, and wash-up time
Sick Days And Well Pays:
Well Pay: Payments for unused sick leave is sometimes called well pay
Personal leave days: It allows an employee to skip work for any reasons and get paid
up to a specified number of days per year
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Sick leave banks: Sick leave banks allow employees to borrow extra days above the
specified number when they use up their individual allocation. Then, when they earn
additional days, the borrowed days are repaid to the sick leave bank
Holidays And Vacations:
Stretched holidays: Accumulation of holidays e.g. 8 days continuously instead of
2days + 2days + 2days + 2days = 8days
Working holidays: That pay employees to visit vendors as a bonus for long service
Contingent Time off: It is in the form of paid “holidays” to workers who meet
productivity or other goals
Leaves Of Absence: Often granted for pregnancy, extended illness, accidents, military reserve
call-ups, jury duty, funeral services etc.
Work Scheduling Benefits
Shorter Work Times: A shorter workweek compresses forty hours of work into less than five
full days
Flextime: The introduction of flextime from Europe apparently resulted in slower growth of
four-day workweeks.
Core Hours: Core hours of 9 A.M. to 3P.M.
Job Sharing: Job sharing involves one or more employees doing the same job but working
different hours, days, or even weeks
Employee Services
Educational Assistance: These programs partially or completely reimburse employees
expenses borne for education
Financial Services: Like, Stock purchase programs
Social Services:
Child care:
Elder care:
Relocation programs: These consist of the support in rupees or services that a
company provides to transferred or new employees. At a minimum, this benefit
includes payment for moving expenses
Social service leave programs: These give fully paid leaves to employees
who wish to work full-time in a community program
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Cafeteria/Flexible Benefits: These programs allow employees to select benefits and
services that match their needs
72
Career Planning Benefits:
Aligns strategy and internal staffing requirements
Develops promotable employees
Facilitates international placements
Assists with workforce diversity
Lower turnover
b) Taps (Regulator) employee potential
Further personal growth
Reduces hoarding (It is about selfish managers/supervisors who hoard key
subordinates)
Satisfies employee needs
Assist affirmative action plans
Career Education: Employee should be aware of career planning through
Speeches
Memorandums
Position papers from top executives
Workshops
Seminars
Information About Career Planning:
Job Families: When different jobs require similar skills, they form job families
Job Progression Ladder: Job Progression Ladder is a partial career path where some
jobs have prerequisites as:
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S u p e r in t e n d e n t
U D C Job
Progression
Ladder
L D C
Career Counseling: The career counselor provides the specific job related information
Employee self-assessment: Career is simply a part of one’s life plan
Life plan: life plan is the often ill defined series of hopes, dreams, and personal goals
that each person carries through life
Self-Inventory: It gives a detail of personal profile to an employee so that he/she can
plan his/her career
Environmental assessment: A career plan that matches employee interests with likely
career paths actually may do a disservice to the employee if environmental factors are
overlooked
Career counseling process:
Stalled (Slowed down) Careers: A particularly difficult issue in career planning assistance is
addressing stalled careers
Burnout: Burnout is a condition of mental, emotional, and sometimes physical
exhaustion that results form substantial and prolonged stress
Career Development
Career Development: Career development consists of the personal actions one
undertakes to achieve a career plan
Individual Career Development: Following personal career development actions are useful
for Individual Career development
Job Performance: Career progress rests largely on performance
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Exposure (Being Known): Exposure means becoming known (and, it is hoped, held in
high regard) by those who decide on promotions, transfers, and other career
opportunities
Networking: Networking means gaining exposure outside the firm. Personal and
professional contacts
Resignations: When greater opportunities exist outside the organization, a resignation
may be the only way to meet one’s career goals
Leveraging: Resignations to further one’s career with another employer has been called
leveraging
Job Hoppers: Astute (Shrewd) managers and professionals use this technique sparingly
(carefully) because too many moves can lead to the label of “Job Hoppers”. Those who
leave seldom (not often) benefit the previous organization because they almost never
return with their new experiences
Organizational Loyalty: In some organizations people put loyalty to career, above
loyalty to the organization. Normally fresh graduates do the same. Organizations take
remedial actions like:
To buy the employees by offering high pay
Filling Bonds or contracts with employees
Lifetime employments are provided e.g. In Japan
Mentors and Sponsors:
Mentor: A mentor is someone who offers informal career advice
Sponsor: a sponsor is someone in the organization who can create career development
opportunities, usually an immediate supervisor used to be sponsor
Key subordinates / Crucial Subordinates: Subordinates who aid performance of their
immediate supervisors
Shelf sitters: Immobile supervisors who are not able to be promoted and blocks
opportunities of their subordinates too.
Growth Opportunities: When employee expand their abilities, they complement the
organization’s objectives
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Old-Boy Networks: only such people who are members of clubs and so do not rely on
organizational growth because they can get growth through their social contacts
Glass Ceiling: In this syndrome women or minorities have less opportunities to grow
International Experience: For those who aspire (desire) to senior operating or staff
positions, international experience is becoming an increasingly important growth
opportunity
Human Resource Supported Career Development:
Management Support: Firms are showing support for career development activities is
by monitoring the progress of fast trackers
Fast Trackers: Those who seem destined to make rapid career progress
Feedback: Without feedback about their career development efforts, it is difficult for
employees to sustain the years of preparation sometimes needed to reach career goals.
This feedback have three objectives:
TO ASSURE by passed employees that they are still valued and will be considered for
future promotions if they are qualified
TO EXPLAIN why they were not selected
TO INDICATE what specific career development actions they should undertake
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also fall into the last category, but we will consider them in the context of disciplinary actions
and procedural justice, Briefly, let’s consider each of these patterns of change.
5.7.2 TRANSFERS
Transfers to different jobs either to fill definite vacancies or to perform assignments to
develop individuals are made. Promotions and transfers to all categories and grades are made
by the head office in accordance with promotion and transfer policies of(OFSR). The
Administration department helps the head office in coordinating these activities.
5.7.3 DEMOTIONS
If any violation of rules and regulations, procedures and misuse of authority and
functions on the part of an employee takes place, Employee demotions usually involve a cut in
pay, status, privilege, or opportunity. It could be a disciplinary action, inability employee to
handle the requirements of a higher-level job, health problems, or changing interests.
Demotions project leaders, technical specialists, or internal consultants. The Administration
dept: would ask for show cause and explanation through the show cause notice. If found
unsatisfactory, inquiry is carried out and if found guilty, penalties are given in the form of:
1- Decrease in pay
2- Discharge
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3- Suspension
4- Dismissal
5.7.4 SEPARATIONS:
Separation is an outward advancement in an organization to a position, which layoffs,
retirements, terminations, and resignation. These are all involve employees moving out of the
organization.
5.7.4.1 LAYOFF
Layoff involve employees moving out of the organization. Involuntary layoffs are never
pleasant, and management policies must consider the impacts on those who leave, on those
who stay on the company. Layoff policies should consider the company’s reputation and
image within the community, in addition to the impact of the layoff on the local economy and
social service agencies. Although layoffs are intended to reduce costs, some costs may in fact
increase, as noted in the following.
Recruiting and employment cast of new hires
Training and retraining
Increase n unemployment tax rate
Potential charges of unfair discrimination
Low morale among remaining employees
Administrative processing costs
5.7.4.2 TERMINATION:
Termination is one of the most difficult tasks a manager has to perform. Sometimes
termination is done for disciplinary reasons, sometimes for economic reasons. Before deciding
to dismiss an employee, managers should conduct a detailed review of all relevant facts,
including the employees side of the story. To ensure consistent treatment, the supervisor
should also examine how similar cases have been handled in the past. Once the decision to
terminate has been made, the termination interview should minimize the trauma for the
affected employee.
Terms of Termination:
Resignation
Transfer to special assignment
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Early retirement
Outright termination
5.7.4.3 RESIGNATIONS:
Resignation, or voluntary worker turnover, has been increasing steadily over the
organization, particularly professional workers. Employees who resign should avoid burning
their bridges behind them, leaving anger and resentment in their wake instead, they should
leave gracefully and responsibly, stressing the value of their experience in the organization.
5.7.4.4 RETIREMENTS/PENSION:
The age of retirement in (PTCL)is the completion of 25 years of service or attaining the age of
sixty unless they are otherwise not fit for work and an employee can opt for pension. For selected
employees, early retirement is a possible alternative to being laid off. Early retirement programs take
many forms, but typically they involve partial pay stretched over several years, along with extended
benefits. Early retirement programs are intended to provide incentives to terminate they are not
intended to replace regular retirement benefits. The Administration Dept maintains the record of each
and every employee of its home station, which after the retirement of employee is sealed and stored.
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Activities of all other departments are directly or indirectly reliant on human hands,
therefore, Human Resource is prerequisite for all operations.
Without Human Resource, all other resources cannot be utilized in effective manner,
however, extent of involvement of human resource in different activities can be different.
Different Wings of Optical Fibre System are assigned different tasks, efficient support
of Human Resource Department helps them to concentrate on the goals. In case of human
resource problems, they cannot focus on their real tasks.
The rate of change facing organizations has never been greater and organizations
must absorb and manage change at a much faster rate than in the past. In order to
implement a successful business strategy to face this challenge, Human Resource
Department ensures that they have the right people for right jobs, who are capable of
delivering the desired strategy.
The market place for talented, skilled people is competitive and expensive. Taking
on new staff can be disruptive to existing employees. HR department is also engaged in
training their employees through their own Training Institute as well as external.
Human Resource Department tries to ensure that at all times, all other
departments are correctly staffed by the right number of people with the skills relevant
to the business needs, that is, neither overstaffed nor understaffed in total or in respect of
any one discipline or work grade.
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institutions of our society. It is also one of the operation of HRM. There are so many types of
labour management relations such as open conflict, in which both sides not cooperate with one
another work activities are affected. Similarly, in armed truce, two sides view each other as
opponents and are prepared for open conflict. In working harmony each sides respects the
other and conflict is limited. Finally in labour management cooperation each side not only
respect other but looks to the other to help, resolve common problems. For employees, labour
management relations, affect the wages and conditions of their job and for managers it is very
essential for to know about all the relevant relation of labour and management.
HRM experts knows very well that if labour and management learn to accommodate
one anotehr’s needs rather than repudiate them. By doing so, management and labour can
achieve two goals at once, increase productivity and improve quality of work life.
Labour Management relations are key to the success of each and every well known
organization little bit or ignorance in this regard can demolish the whole productivity process.
However, according to the situation, labour and management should know about their main
responsibilities accordingly and HRM department should also provide all necessary assistance
according to the rules and regulations. If any kind of conflict arises, HRM department solve it
keeping in view all the compensation strategies of the respective organizations as well as in the
light of labour and business laws within a limited span of time.
Concept of Labour & Management Relations is entirely encircled around collective
bargaining, which pave the way for establishing and maintaining friendly relations between
management and unions. Bargaining is part of our daily lives both at work and at home.
Collective bargaining, however, is an institutionalized process that involves unions and
employers and is designed to provide a means for determining the terms and conditions of
employment for a specified period of time. The important characteristic of bargaining is that it
is a dynamic not a static process.
In order for bargaining to work, both parties must believe in the process and have a
mutual interest in reaching an acceptable agreement. Various strategies and tactics that can be
used to achieve this goal are required to use. These strategies primarily use to achieve a
mutually acceptable, legally binding agreement that the parties can live with for the duration
of that agreement. An important part of achieving this objective is to come to the table
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prepared to discuss all of the issues of concern to the parties. This does not mean, however,
that a contract is expected to cover every situation that might occur in the workplace during its
term since situations may arise that neither party could have anticipated.
It is understood that collective bargaining process has laid the foundation for labor-
management relationships for many decades. However, this process is not self-sustaining.
Bargaining requires commitment, time, diligence, skill, and innovation to produce workable
and responsible results that the parties can live with and prosper. Union representatives must
learn how to effectively use this process to provide members with the quality representation
they deserve and that is essential for unions to succeed.
CRITICAL ANALYSIS
It is globally accepted that organizations cannot exist without people and people also
cannot demonstrate desired results without organizations, therefore, people and organizations
are dependent upon each other. Existence of huge capital and other requirements for operation
of business cannot underestimates the importance of human resource because all other
functions of an organization are dependent on human resource. Likewise, all small businesses
must staff their operations. This involves bringing new people into the business and making
sure they are productive additions to the enterprise. Effective Human Resource Management
(HRM) matches and develops the abilities of job candidates and employees with the needs of
the firm.
In the present competitive market scenario, role of human resource in the success or
failure of any type of organization is imperative. However, HRM is facing challenges like
global competitiveness, population growth, workforce diversity, ethical, medical/food/housing,
social responsibility challenges, unemployment.
Entire human resource management accentuates on productivity, quality of work life
and profits. Productivity means ratio of an organization’s outputs (good and services) to its
inputs (people, capital, materials, and energy). HRM contributes to productivity in the
following ways:-
Directly by finding better & more efficient ways to meet objectives.
Indirectly by improving the quality of work life for employees
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It is impossible to find any time in the history of man and business, when human hands
were not involved in the operation of any kind of business, however, extent of involvement
can be diverse at different times. Unfortunately importance of HRM was ignored in the past
due to misunderstanding of the functions of management. With the better understanding and
utilization of improved ways and means of operation of businesses, importance of HRM has
been realized. Presently it is considered view of the successful managers of the multinational
companies that HRM is key and prerequisite for achieving the long-term objectives as well as
short-term.
It has been apprehended that no doubt that higher profit is main objective (financial or
non-financial) and dream of all organizations, however, efficient people can only make this
dream reality by making better use of other available resources as all other resources are
directly or indirectly dependent on the human resource. Presently there is sharp shift towards
better management of human resource. There is significant change in the thinking of Optical
Fibre System’s management in regard to human resource management that they are trying
to provide maximum opportunities for training to their employees through their own
institutions as well as private. Likewise, opportunities are also provided for foreign trainings
to their employees.
Generally it is considered that organizations and employees are two different things.
Both have different objectives. Organizations want to gain higher profits. On the other hand,
employees want better reward for their efforts. This situation warrants holistic approach for
establishing collective objectives/goals of organizations and employees. This approach helps
to achieve the desired objectives to both stakeholders. For handling this situation in effective
manner, better management of human resource by the organizations is the only effective
solution and better option. This dilemma has increased the importance of HRM as never in the
past. For making HRM more effective and manageable, it has been divided into different parts,
which helps to understand the problems of employees and benefits as well as of organizations
in easy and better way. These parts are:-
Planning and Recruitment of human resources. (This must be started from the stage of
idea generation of business/organization).
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Training & Development of Human Resource (How to utilize the employees in better
way by improving their skills)
Business & Labour Laws (How to settle the grievances of employees in amicable style
both at internal and external levels).
Analysis of theoretical study and practical situation helps to understand that in theoretically
human resource is central and key element in any kind of organization. Conversely in practical
situation especially in Fibre Optical System, human resource is given secondary importance.
Under the academic point view, better management of human resource is better
management of entire activities of an organization, which is actually true in real perspective.
However, practically this aspect of better of management of human resource is ignored.
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Practice and use of Job Analysis is ignored.
Ignorance of real duties and responsibilities by the employees at the time of selection,
the same are told/assigned at the time of joining of jobs.
There is job evaluation in the shape of Annual Confidential Report but lack of its use
for future improvement of performance of the employees.
Activities in regard to human resource are performed without any proper planning and
lack of coordination.
In the light of above, it can be concluded that all organizations must staff their
operations, by bringing in new people and by training new and current employees. Effective
HRM matches and develops the abilities of job candidates and employees with the needs of
85
the firm. A responsive personnel system helps to manage this process and is a key ingredient
for business's growth.
HRM is a balancing act: hiring qualified personnel who are well suited to the firm's
needs and training and developing employees to meet the firm's needs are the endpoints of the
continuum. Most expanding small businesses fall in the middle of this continuum including
Optical Fibre System i.e. they hire the best people they can afford, but they also recognize the
need to train and develop current employees as the firm grows.
During practical study of the Optical Fibre Human Resource Department and discussion
with relevant employees, I observed that the management of Optical Fibre System is thinking
in the right direction for improvement of the human resource, however, due some imposed
restrictions of government rules/regulations, they cannot implement the new theories of HRM
in their organization. The decision of privatization of PTCL creates hope for a lot
improvement in the HRM in PTCL as well as in Optical Fibre System. Presently, in my
opinion, management of Optical Fibre System must consider to take following steps for
making Human Resource Department more effective:-
Practice of Job Analysis must be ensured, which is prerequisite for all activities of
Human Resource Management.
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Recruitment process must be planned in advance and right people must be hired for
Practice of Training Need Analysis must be ensured for training process, which is
Confidential Report must be replaced with form like Personal Development &
Review, which make accountable both report writer and under report persons.
There must be internal arbitrator in Optical Fibre System for solving the
11. BIBLIOGRAPHY
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Mr. Najeeb Ullah Marwat, Assistant Manager (Admin & Personnel).
company Ltd.(2003)
Khan Sultan .Dr, Personnel Administration, with special reference to Pakistan, Lahore,
Guidelines from various thesis / internship reports written by my esteem able superiors.
Annex.1
88
System Of Human Resource Management
Output
Input Organizational
Information Skilled People
People Transformation Satisfaction
Process
Qualification Productivity
Inception Motivated People
Skills
Development Minimum Turnover
Cultural Attitude
Workforce Diversity Motivation Rate
Maintenance Discipline
Feedback
Employees’
Relation
Assessments
Appraisal
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Annex.11
E l e m e n t s o f J o b D
O r g a n i z E a n t iv o i r n o a n l Bm E e el e h n ma t av e il o n E r t a sl
M e c h a n E i sm t i p c l o A y Ap e p u e r t ooA an b c o i lh mi t i
W o r k F al on wd A v Va i a l a r bi e i tl i y t y
W o r k P S r ao c c t i i a c l e a Ts n a ds k I d e n
E r g o n o Cm u i c l t s u r a T l aE s x k p eS c i g t an
F e e d b a c k
Techniques of Job Redesign
J o b R e d e s i g n
U n d e r s p Oe cv ei a r l s i z p a e t ci o i an l i z a t
W o r k S i Jm o p b l i Rf i c o a t at i ot i on n
R e e n g i n J e o e b r i nE gn l a r g e m
J o b e n r i c h m e
A u t o n o m o u s W
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Annex.111
H u m a n R e s o u r c e P l a n n
D e m a n d S f o u r p H p u l y m o Ia f m n H p Ru l e m e m s a o e n u n Rr t c a
C a u s e s Eo fs t i m a t e Hs R o f S u r p l u
D e m a n dI n t e r n a l S u p p l y
H R S h o r t a
E x t e r l H u n a m a n R e s o u r c e
C h a l l n g A e us e d i t s
O r g a i z a S t i uo n cn c a e l s s i o n
D e c i s i o n Ps l a n n i n g
W o r k f o r c Re e F p a l a c c t oe rm s e n t C h a
a n d S u m m a r i e s
F o r e c a s t i n g
T e c h n i q uE e s s t i m a t e s o f
E x t e r n a l S u p p l y
E x p e r t F o r e c a s t s
T r e n d P r Eo jx e t ce t r i n o a n l N e e d s
F o r e c a s t Ls a b o r M a r k e t
O t h e r F o Ar e n c a a l ys s t i i n s g
M e t h o d s C o m m u n i t y
A t t i t u d e s
H R D e m o g r a p h i c s
R e q u i r e m e n t s
S t a f f i n g / M a n n i n g
T a b l e s
91
Annex-1V
R e c r u it m e n t C h a n n e ls
I n t e r n a l R e c r u it m e n t C E h xa t ne nr n e a l sl R e c r u it m e n t C h a n n e ls
J o b P o s t in g P r o g r a m s E m p lo y e r S o u r c e s
J o b O p e n in g s W a lk - I n s & W r it e - I n s
D is p la y o n N o t ic e B o a r Ed m p l o y e e R e f e r r a l s
S e lfn o m in a t io n A d v e r t is in g
D e p a r t in g E m p lo y e e s R e fe r r a l S o u r c e s
B u y b a c k S t a t e A g e n c ie s
E x t e n s io n in T e n u r e P r iv a t e A g e n c ie s
S e a r c h F ir m s
O t h e r I n s t it u t io n
E d u c a t io n a l I n s t it u t io n
P r o fe s s io n a l A s s o c ia t io n s
L a b o r O r g a n iz a t io n s
M ilit a r y O p e r a t io n s
G o v e r n m e n t P r o g r a m s
M is c e lla n e o u s
T e m p o r a r y H e lp F ir m s
L e a s e d E m p lo y e e s
O p e n H o u s e
I n t e r n a t io n a l R e c r u it in g
S t e p - 8 H i r i n g D e c i s i o n
S t e p - 7 R e a l is t i c J o b P r e v ie w s
S t e p - 6 S u p e r v is o r y In t e r v i e w
S t e p - 5 M e d i c a l E v a l u a t i o n
S t e p - 4 R e f e r e n c e s A n d B a c k g r o u n d C h e c k s
S t e p - 3 S e le c t i o n In t e r v i e w
S t e p - 2 E m p lo y m e n t T e s t
P r e l im in a r y R e c e p t i o n o f A p p li c a t i o n s
S t e p - 1
92
Annex- V
C a r e e r D e v e l o p m e n t
I n d i v id u a l C a r e e r HD Re v - Se l uo pp pm o e r tn e t d C a r e e
J o b P e r f o r m a n M c ea n a g e m e n t S u p
E x p o s u r e
F a s t T r a c k e r s
N e t w o r k i n g
F e e d b a c k
R e s ig n a t i o n s
L e v e r a g i Jn og b H o p p e r s
O r g a n iz a t i o n a l L o y a lt y
M e n t o r s a n d S p o n s o r s
K e y s u b o r d in a t e s
S h e l f s i t t e r s
G r o w t h O p p o r t u n it i e s
O l d - B o y N Ge lt aw s o s r k C s e il i n g
I n t e r n a t i o n a l E x p e r i e n c e
93
P e r f o r m a n c e A p p r a i s a l
E l e m e n t s O f P e r f o r m a n c e
P e r f o r m a n c e A p p r a i s A a pl p r a i s a l C h a l l e n g e s
3 6 0 - D e g r e e E v a l u a t io n s L e g a l C o n s t r a in t s
P r a c t ic a l S y s t e m
W r o n g f u l D is c h a r g e
S t a n d a r d iz e d S y s t e m
R a t e r B ia s e s
P e r f o r m a n c e S t a n d a r d s
P e r f o r m a n c e M e a s u r e s T h e H a l o E f f e c t
T h e E r r o r o f C e n t r a l T e n
O b j e c t iv e M e a s u r e s
L e n ie n c y a n d S t r ic t n e s s
S u b j e c t iv e M e a s u r e s
C r o s s - C u l t u r a l B ia s e s
P e r s o n a l P r e j u d ic e
T h e R e c e n c y E f f e c t
P a s t - O r i e n t e d F u t u r e - O r i e n t e d
A p p r a i s a l A p p r a i s a l
R a t in g S c a l e s S e l f - A p p r a is a l
C h e c k l is t s M a n a g e m e n t B y O b j e c t iv
F o r c e d C h o ic e M e t h o d P s y c h o l o g ic a l A p p r a is a l s
C r it ic a l I n c id e n t M e t h o d A s s e s s m e n t C e n t e r s
A c c o m p l is h m e n t R e c o r d s
B e h a v io r a l l y A n c h o r e d R a t in g S c a l e s
F ie l d R e v ie w M e t h o d
P e r f o r m a n c e T e s t s a n d O b s e r v a t io n s
C o m p a r a t iv e E v a l u a t io n A p p r o a c h e s
I m p l i c a t i o n s O f
T h e A p p r a i s a l P r o c e s s
T r a in in g R a t e r s a n d E v a l u a t o r s
E v a l u a t io n I n t e r v ie w s
94
Annex-VII
Performance
Strikes
Desire for
more pay
Grievances
Absenteeism
Search for a
higher-paying
job
Psychological
Turnover Withdrawal
Job Dispensary
Lower dissatisfaction visits
Pay
Attractiveness
Dissatisfaction
of job
Poor mental
Absenteeism health
95
96
97
Pages
1. Introduction
1—2
2. Introduction of topic/Classification of Jobs 3
3. Pay System 4
4. Characteristics of Job Analysis 5—6
5. Methods of Job Analysis 7
6. Steps of Job Analysis 7—9
7. History & Present Status of Unilever 10—11
7. SWOT Analysis of Unilever 12
8. Theoretical & Practical Situation 13—14
9 SWOT Analysis in regard to Topic 14
10. Conclusion 15
11. Recommendations 15
98