PROJECT

MANAGEMENT PRACTICES

COMSATS institute of information

technology Islamabad
STATEMENT OF THE PROJECT :
The Project that we were given by our instructor (Miss Ayesha
Ammanullah) was to select an organization and evaluate it on
the basis of the topics that will be covered every week in the
lectures and with the help of this evaluation form a Hypothetical
organization.
 The organization that we have selected is known as Rozan. A brief introduction of
the organization is as follows.
Overview of Rozan
Rozan is an Islamabad based NGO working on issues related to emotional and
psychological health, gender, violence against women and children, and the
psychological and reproductive health of adolescents. Most Rozan team members are
qualified psychologists who work to enhance the emotional health of people from all
sections of the society by conducting awareness raising activities, trainings and
counseling.
Rozan's Programs
Aangan :
Working to enhance the emotional health of children, dealing particularly with
the issue of child sexual abuse.
Pehchaan :
Working to promote the creation of a gender sensitive society, where the rights
of men, women and children are respected. [Note: Pehchaan is not an active program.]
Rabta :
Working to enhance the relationship between police and the community.
Youth Help Line :
Working to improve the emotional and sexual health of young people.
Zeest :
Working to improve the mental and emotional health of women, focusing on
issues of violence against women.
 Chapter 1
Hierarchy
Management Levels
Management roles
Management skills
 Hierarchy of Rozan

M .D
Zehra Kamal

Co-Director
Maria Rashid

Senior Coordinator
Senior Coordinator Babar Basheer
Saima Ashraf

Zeest Pehchaan Rabta Aagan YHL

Program Program Program Program

Program
Coordiantor coordinator coordinator coordinator
coordinator
Shabana Syed Ali Khuzam
Rabia
Saliha Ramay Arif Amir Salman Rizwan

Program
Program Program
APO’s officer
officer Officer
Management Levels :
The people who are working on different managerial levels are
Top Managers / Strategic Managers
As the responsibility of the top managers are to form general goals and devise strategies
to achieve those goals. The people who are formulating the strategies in Rozan are
1. Board of directors
2. Managing director
3. Co managing director
These are the people who form strategies and set general goals and objectives for the
Middle or Tactical managers.
Middle Managers / Tactical Managers
In Rozan Senior coordinators are performing the task of middle managers or tactical
managers. The Senior Coordinators take the general goals given be the top management
and develop specific goals with the help of these goals.
Lower level management / Operational managers
Operational managers or the lower level managers are those people who manage the
work of non managerial employees. In Rozan Program Coordinator handle the work of
non managerial employees.

Management Roles
Under this heading we have to figure out that what roles are being performed by the
different people at different levels of the management.
1. Interpersonal
1.1 Figure head
Maria Rashid is acting as a figure head in the organization. She takes care of matters of
legal and routine nature.
1.2 Leader
The role of leader is practiced more or less on all levels as people working at all the level
need motivation so managers working at each level are motivated to work efficiently and
effectively by the managers who are their ordinates. In case of the non managerial
employees Program coordinator acts as a leader.
1.3 Liaison
Senior Coordinator Babar Basheer is responsible for keeping
networks for the purpose of information seeking.
Informational
Miss Shabana Arif is fulfilling the role of an Informational manager. She
Monitors the information, Spread it among the other members of the organization
and act as a Spokes person
Decisional
The main decisions concerning the resource allocation and the negotiation and
disturbance handling is done by the Co director Maria Rashid because the organization is
not that big and complex.

Management Skills
The management skills are being practiced by the Rozan organization in the following
way.
Strategic Skills
As clear from the name these skills are being used by the top management of the
organization. These skills are being practiced by the Managing director and the co
director.
Work related skills
These skills are being used at the middle management level they understand how to make
use of the various resources available to the organization including finance, human power
and other resources.
People related skills
These skills are very important at the operational level of the management because it is
their responsibility to make their employees work.
Self Awareness skills
These skills can not be related to any level of the management because it depends on the
ability of the people that how good they are at recognizing their abilities
 Chapter 2
Early Management Thoughts
Bureaucratic management and systematic theory
As the organization that we are concerned with is a service providing not for profit
organization so the organization can be seen and evaluated under the headings of
bureaucratic and systematic theory. It means that our organization is taking output
(funding) from the external environment and providing output in the form of services and
knowledge to people.
Also in the Rozan organization the jobs have been broken down making each of the
worker a specialist in his work. Jobs are given to people irrespective of their caste, creed
and color.
 Chapter 3
Social Responsibility and Ethics
Code of Ethics
Managing Ethics
Whistle Blower
Ethical Dilemmas in a Workplace
Social responsibility
Ethics
As Rozan is working for spreading knowledge and information about the
eradication of violence and assuring a healthy environment, it has very strict code of
ethics
Ethics approach
Right and Justice Approach
Rozan is strictly following right and justice approach. According to Rozan every
person and few rights which should be respected and justice should be provided to
people. For that matter Rozan takes full care of the fact that whether common policies
and rules are being used or not in their organization and whether their employees are
obtaining their basic rights or not.
In the same way the employees of the Rozan organization take full carte of Ethics
and strictly follow policies and procedures.
Code of Ethics
Rozan has a specific code of ethics according to these codes of ethics
The responsibility of rozan employees is to work for the betterment of people and do
every thing that is ethically possible for the betterment of their customers.
Credo
The Credo of the Rozan organization states that
1. Our responsibility is to work for the purpose of spreading knowledge about
violence and tortures
2. Our responsibility is to work for the betterment of our own employees as well so
that they can get their right and can protect theirself against physical torture.
3. Our responsibility is to educate children so that they can protect their selves
against certain elements of the society.
4. Our responsibility is to teach our law authorities how to communicate in a better
way with people.
5. Our responsibility is to help youth through
counseling to solve their problems
6. Our responsibility is to make the best use of fundings that we obtain
for the betterment of people.

Managing Ethics
Rozan organization has specifically assigned the duty of managing ethics to Babar basher
who acts as an ethical officer. Training sessions of ethics take under his supervision.
Whistle Blower
Any one who finds that rules and policies are being violated can report to Babar basher
about the problem. If in case one does not want to contact Babar basher than one can
directly contact the M.D of the organization to get the problem solved

Managing Ethical dilemmas

There are certain factors that an organization has to manage when it comes to its ethical
management following are a few steps that show how Rozan organization manage its
ethical dilemmas.
Performance appraisal
Rozan has got a firm system of evaluation in which all the members are evaluated on the
basis of their performance and no personal biases are allowed.
Employee Discipline
Rozan is also concerned about the discipline problems. It has given this responsibility to
Babar basher to properly form a system for training the employee about discipline.
Office Romance
Rozan has a fair system in which the employees are expected to have a typical
professional relation and no personal relation.
Giving gifts in the workplace
As far as gift giving is concerned it is a natural process and people are used to of giving
gifts to strengthen their bonds so it is not considered bad to give gifts but a fair difference
is there between a gift and a bribe and employees are expected to respect that.
Social responsibility
It is one of the most important factor and no organization can deny that every
organization is responsible for providing benefits to its employees and its outer or broad
society
The benefits and costs of Social responsibility
As Rozan is a not for profit NGO therefore it is the responsibility and obligation of Rozan
to work for the betterment of the society and hence we can say that there are no costs and
benefits rather it is the responsibility of the Rozan organization to facilitate its society.
Social responsibility towards stake holders
Rozan is fulfilling the following social responsibilities towards its stake holders
Owners
As it is a social welfare organization so it’s responsibility is to provide the right
incentives at the right time to its owners.
Employees
As the job that the people at Rozan are doing is
tough and often they have to face difficulties so Rozan is providing
full support to its employees.
Government
As the issues being handled by the Rozan organization are quite
sensitive therefore Rozan is fulfilling its responsibility towards the government by
handling these issues effectively and efficiently.
Customers
Customers are the people that the Rozan organization is facilitating. So rozan is being
responsible by providing reliable and correct services to the people.
Community
Rozan is being socially responsible to its community by setting seminars and guest
lectures for those people who live in the near by areas so that they can understand the
Actual motto of rozan.
Competitors
Rozan is being socially responsible to its competitors by not using any unethical means to
grab fundings.
Social activist groups
Rozan is being responsible to the social activist group by keeping a low profile.
 Chapter no 4
Organizational culture
Managing culture
Type of culture
Model for change in culture
How to manage those changes
Organizational culture
An organizational culture shows the overall environment of the organization. As far as
Rozan Is concerned it has the following culture
Visible culture
All the people in the Rozan organization are formally dressed there are rooms and people
or different departments like Rabta and Zeest sit in different rooms. Separate rooms have
been formed for their M.D and Co Director. The overall organization has a very orthodox
setting.
Espoused Culture
By having a look at the format of the rozan organization anyone can easily guess that its
is a organization that is working for the benefit of the society and for that it is trying its
best.
Core Values /beliefs
Rozan has a semi centralized format in which some of the decision are taken by the
higher authorities while other are taken by other employees. It has a flexible and adaptive
environment.
Hypothetical organization:
On the basis of the evaluation of the organization that we have done
now we are going to form a hypothetical organization and are going to apply the
information that we have gathered from the Rozan organization.
Overview of the hypothetical organization
The organization that we are going start is known as IQRA. Its main
function will be to work for the rights of women , help children in understanding the
importance of self protection , counseling of the youth that is frustrated youth , saving our
youth from the hazards of drugs and help the law enforcement authorities to have better
relations with the citizens of their country.
IQRA will have 5 main programs these will be
Hadood
Hadood will work for the rights of women and will help them understand their rights
and how and from where they will get their rights and how to protect their selves.
ILM
Ilm will help the children in understanding the importance f self protection and will
also teach them how to protect oneself in certain conditions.
Umeed
Umeed will help our youth by providing them the facility of counseling without any
charges and on telephone.
Jazba
Jazba will help those children who for some reason start using drugs and will help
them to stop using drugs by telling them about its bad effects and will help them to
rehabilitate.
Taaluk
Taaluk will help the law enforcement authorities to have better relations with the
citizens of their country. It includes teaching our police force how to deal with people and
how to help them in certain conditions.
 Hierarchy of IQRA

CEO
Mohibullah khan

Director
Salman khan

Senior Supervisor
Senior Supervisor Muhammad Ali
Naiber hussain Raza

Hadood ILM JAZBA UMEED TAALUK

Program
Program Program Program Program
Supervisor
Supervisor Supervisor Supervisor Supervisor

Assistant Assistant Assistant Assistant

Assistant
supervisor supervisor supervisor supervisor
supervisor
Management levels
Top Managers /Strategic managers
The responsibility of the top management will be performed by CEO
Mohibullah khan and Director Salman khan. It will be their responsibility to devise
strategies and set overall goals for their organization.
Middle Managers / Tactical Managers
Senior supervisors Salman khan and Muhammad Ali Raza will be
responsible to define the goals given by the top management in a more specific way so
that it is able for the lower management to achieve their respective goals.
Lower managers / Operational managers
Program supervisors will be responsible for performing the tasks of an
operational managers or lower level managers.

Management roles
Interpersonal
CEO Mohibullah khan will be responsible for carrying out the role of a
interpersonal manager. It will be his responsibility to motivate people obtain info through
outside sources and represent the organization on different occasions.
Informational
Muhammad ali raza has been assigned with the duty of carrying the role of
informational manger. He will be responsible for receiving outside information and
spreading it in the organization and acting as a spokes person for the organization.
Decisional
Salman khan will be responsible to make the major decisions and take care of
problems and form budget to make proper use of resources.

Management Skills
As the organizations is decentralized so the management sklills will be used on and
off at different levels of the management.
Early Management thoughts
IQRA is an organization that will be working for the rights of people there fore we
can be defined using the Bureaucratic management in which the people will be working
for the rights of people and all the people working ion the organization will have equal
rights. Also in our organization every person has been assigned a particular task by using
the concept of division of labor
More over we are going to have an open environment in which we are going to
interact with our environment and as it is quite clear that our organization will depend
upon the funds that will be given to us by the different donators.
Ethics
Ethics is one thing that our organization is not going to compromise upon. We
are very much clear about the concept that the fields in which we are going to provide
services in , people are either hesitant or reluctant because such matters are not discussed
in open in our environment. For that matter we will try our best to provide the best
possible environment to the people that we are going to facilitate. For that we have
formed our code of ethics
Code of ethics
The first and the foremost responsibility of our organization is to provide full
comfort to people that we facilitate.
Ethical approach
Just like Rozan we are also going to use the two approaches those are
1. Rights approach
2. Justice approach
Ethical policy statement
IQRA has formulated a clear ethical policy statement according to this statement
1. The employees of IQRA will do the best that is in their power to help people deal
with the problems that they have at hand.
2. NO employee by any mean will demoralize the victims of physical abuse as they
are already very much conscious of the accident that has happened to them.
3. The Employees will provide a relaxed environment to the victims of different
problems so that they can communicate in a better way
4. All the information shared by the representatives of IQRA by their victims will be
contained in order to protect their ego and conscious.

Besides the above Ethical policy statement our organization also has a credo. According
to this credo
CREDO
1. Our organization is going to work for the well being of those people who are
affected by drugs, abuse and other social factors
2. We will try our best to make full use of the money that is being given to us as
funds so that our fund giving agencies are fully satisfied.
3. We will try our best to rebuild the confidence of people that have been victims of
these problems.
4. We are also concerned about the rules and policies of the government and will try
our best to be completely abide by them.
Managing ethics
IQRA organization is completely aware of the fact that the ethics can simply not
be implemented by just forming them therefore we have decided to form an ethics
committee that will work on implementing this statement.
Moreover session of ethical training will be held on half yearly basis in order to
ensure that our employees are fully updated with the new trends of ethics.
Whistle blower
Whistle blower is one who is responsible for raising voice against the people who
are not following policies or procedures. We think that every one has a right to report the
violations of rules and unethical activities. For that matter we have got a whistle blower
box installed in our organization where people can anonymously report against any
violations of rules and polices and ensured action within 10 days will be taken.
Managing Ethical dilemmas
As we are running an organization that is quite sensitive and is handling issues that are
quite sensitive so we have to be very much careful about the ethical problems that we are
going to face. Below some such problems are discussed.
Employee’s performance evaluation / appraisals
As we have discussed before that we are following a rights and justice approach in which
the rights of all the employees will be respected and protected so keeping the above point
in view we will be evaluating the performance of the employees on the basis of their
contributions and not on some personal biases or likings. With the help of such
evaluation we will be able to keep the satisfaction level of our employees at maximum.
Employee’s discipline
We have created some strict rules and procedures that we expect our employees to follow
however we are not trying to make the environment rigid. If some employee will be
caught violating the rules than first he or she will be notified and if no change in
employees actions will be observed than final warning will be given followed by
termination.
Office romance
As human nature is unpredictable so to avoid any complication we have decided to notify
our employees to maintain a strict professional approach while working in office. If
mates are working in the organization than they will not be allowed to work in the same
program in order to protect the image and dignity of the organization.
Gift giving in a work place
As it is a part of human nature that when people work together they care for each other
and this care is shown in the form of gifts. So our organization does not stop our
employees from giving gifts to each other however there is a clear distinction between a
gift and a bribe and we expect this from our employees that the gifts would be given only
from colleagues to colleague relation point of view. The maximum amount of gift that
can be given from one employee to another can be of 1000 RS.

Social responsibility
As we are running an NGO and its core motto is to work for the betterment of the people
so we do understand the responsibility of an organization towards it employees and
environment or society we will be fulfilling our social responsibilities in the following
ways.
Owners
As the people who are running this organization are working for the benefit of the society
therefore it is the responsibility of the society to give them something in return. So a fair
amount of money will provided to the owners of the organization for their effort to create
the environment a better place.
Employees
We will be socially responsible to our employees by
1. Providing them the right incentives
2. By respecting their individuality
3. By rewarding them on the basis of their contribution
 4. By using the same policies and procedures for the evaluation of employees
5. No discrimination among the employees with different financial and religious
backgrounds
Government
As the issues that we are dealing with are quite sensitive so will be socillaly responsible
towards our environment by
1. Not exaggerating the issues
2. Appreciating the funds and help that our government is going to provide
3. Providing free training to the governmental employees.
4. Providing support to the government in coping with problems like Drugs and
violence.
Customers
Customers in our case are quite unique and unorthodox because we are not going to
charge our customers so we will be socially responsible to our customers by
1. Providing them with the right piece of advice
2. Helping them to build confidence
3. Helping them in understanding their rights
4. Keeping their information confidential
5. Providing them the moral support they need.
Community and Social activist groups
As already discussed problems occur with the issues that we are going to attend to
because such issues are considered taboo and are not discussed in open in our
environment so
1. we will keep a low profile
2. we will create awareness in the community about their rights and the other topics
under discussion in our Organization
3. We will try our best not to commit indulge in activities that are pain causing to
different groups
Competitors
As at the end of the day Other NGO’s that are working are also trying to help people so
1. We will not hit or prompt our competitors directly.
2. We will not criticize them in media
3. We will not try to grab all the funding sources of our competitors.
4. We will work unanimously with our competitors to solve the problems of people.
Organizational culture of IQRA
The organizational culture of IQRA is based on the very motto of IQRA that is “WE
RESPECT THE RIGHT TO LEARN”. We will respect the people and will try our best to
solve their problems in our best possible limits.
Visible Culture
We will establish such a culture that will help our customers feel free and be able to
express their feelings. We will have a very casual and simple surroundings that will help
the customers feel at home. Rooms will be provided to different programs so that they are
able to work and not get in the way of other people. The dress code of our organization is
not limited to dress shirt and dress pant. Our employees will be allowed to wear t shirt
and jeans so that our customers can feel the intimacy that we wish to develop with them.
We will not have very much furnished and lavished rooms instead a simple table with a
computer on the top setting will be used. We have also allocated a hall close to the
building of our organization that we will use to hold counseling sessions. We will have
pictures and posters pasted on different walls that will help people in understanding the
different colors of our organization. The working hours of our organization are from 9 to
4. Core beliefs
Our core belief is that we have to educate people by being some one who they can trust
and can share their problems with so we will have a overall flexible environment in
which employees will be given the authority to handle different cases on the basis of their
nature.
Managing Culture
In order to have a strong culture an organization needs to keep reminding the employees
about that culture. IQRA is going to help its employees to learn the culture with the help
of following means
1. SYMBOLS
IQRA as clear from its name means to study and to learn and what better thing to
describe learning than the house of learning for muslims that is a mosque. So we have
decided to use mosque as a symbol for our organization and this very symbol will reflect
our motto and our mission and vision that is “WE RESPECT THE RIGHT TO LEARN”
2. Shining Employee
IQRA has decided to reward one employee from the organization on monthly basis as
shining employee of the month. This employee will be rewarded with bonuses and
allowances so that motivation to work hard can be generated in the other employees as
well.
3. Leadership
Just to verbally communicate the culture does not get the job done. IQRA understands
this in the fullest sense. There fore the managers of the IQRA organization will act as a
benchmark for the employees and will first practice the culture themselves so employees
are also induced to do so.
Type of culture
The type of culture that IQRA is going to adopt is
Baseball team culture
As we know that in NGO’s jobs are provided on contract basis so we are more interested
in having people with lively personalities, people who can deal with the dynamics of the
problems and people who are willing to take risk but in a positive way.

How to bring and manage change in our culture

We have decided to bring change in our culture with the help of the following aspects
Communication and education
As we know that a change can not be implemented at once we therefore have decided to
use a process to implement change in the culture of our organization. For that the change
that will be felt is required will be communicated with the employees about a month
before the implementation. Moreover stimulated practices will be done to see how the
employees perceive that change and whether they are able to adopt that change or not.
Employee’s involvement
We will also give a chance to our employees to find solutions to the problems and the
changes required to solve those problems. For this a common problem will be shared
with the employees of all the 5 programs and than they will asked to find possible
solutions to these problems and every program should give one best solution. In order to
motivate the employees the employees of the whose solution will be best among the
proposed ones will be rewarded.
 Chapter no # 5
Planning
Steps in planning
Planning :
Planning in an organization is something whose importance cannot be ignored.
We are going to define our plan process on the basis of the four steps plan that has
been given in the book we are following.
1. Objectives
As we have five programs that are working on so we are going to define their objectives
independently after defining the objectives of the whole organization
Objective of our organization
The main objective of our organization is to educate people and make this country a
better living place for everybody. People should have knowledge about their own rights
and the rights of the other people that are related to them in one way or another.
Now the objectives of programs individually
Hadood
To help women in dealing with the problems that they have in a society that is male
dominant especially rape, fornication, attempt to rape, wanni, watta satta, satti, walwar,
marriage with Quran or any object and dowry problems.
Ilm
To help children in understanding how to protect their body in certain conditions. It main
focus will be on pre mature forced adultery, sexual exploitation, small age marriages, pre
mature sex workers and trafficking.
Umeed
To help stressed out youth due to various reasons. It includes exam pressure,
psychological pressure, family problems and love and infatuation.
Jazba
To help our children fight against drugs. It’s main focus will be on garbage collecting
children and those children that are working in workshops and other places.
Taaluk
To improve the relations of law enforcement agencies with citizens. It includes
counseling of police, traffic police and other agencies.
Now the second step is actions
2. Actions
The actions that we are performing to achieve the above stated objectives is that we have
maintained a strong network with different people working in different fields of life to
help us pin point the people having different problems that we can help them with and
than bringing them to our organization to solve their problems. Moreover we have also
formed a website and UAN number to help the people who want to contact us.
To achieve the objectives that have been discussed in the above 5 programs, IQRA shall
HADOOD
Introduce a system in which people will be educated and provided complete
information about the legal and religious rights related to women. For this purpose IQRA
has hired professional counselors that are working under hadood.
ILM
Clips and movies will be made that will help children in understanding how to protect
their body without tempering with their innocence.
UMEED
 IQRA has hired professional psychologists that will provide counseling to the youth
and will help them understand that depression and frustration are such problems that can
be controlled with the help of a strong will.
JAZBA
We have formed a group working under Jazba that will go from one place to another
and will help children especially Garbage picking to get rid of drug addiction.
TALLUK
IQRA has with the help and cooperation of law enforcement agencies form a relation
cell room inside which people from law enforcement agencies will be trained how to
behave ethically in different situations.
3. Resource allocation
As we are not producing any thing instead we are providing services so our main
resource is funding
We receive our funding directly from UN. More over we have a account number in which
people can deposit money as much as they can to take part in this noble cause.
4. Implementation
We have started implementing our actions by opening the main head office of our NGO’s
in Islamabad.

Budget
As we don’t have an exact amount of funding and it varies from year to year there fore
we have decided to form a specific proportion in which we divide this budget among the
different departments. About 60% of our funding is divided among the 5 programs
equally and the rest of the 40 % is saved for other objectives like salary of director and
CEO. We also have some ceremonies and other events which are funded from this 40%.
About 5% is used for vehicles and food and different utility bills of the company and the
remaining is saved for future concerns.
Implementation of plan
Authority
The authority of implementing the plans has been vested in the C.E.O and director. More
over the program supervisors of the different programs have been provided with the
authority to control and influence the concerned parties.
Persuasion
It is up to the program supervisors of different programs to persuade their employees in
the interest of the organization and the society.
Policies
IQRA is fully aware of the policies that are required for the smooth functioning of an
organization so IQRA has made such policies and procedures that will help the program
supervisors to act in an appropriate and timely manner and also make the employees do
the same.
Feedback mechanism
IQRA has adopted an open door policy for the employees to function so it always
motivates its employees to provide the organization with the feedback and help the
organization to be a better place for its employees.
 Chapter no # 6
Decision Making
Managing decisions
In an organization decision making is some thing that is an integral part and it is practiced
from top above of the organization to the bottom low. It is very important on the part of
an organization to formally write down the policies and procedures that they are going to
use for decision making. The decision making technique that Iqra is going to use is
NGT. Under this technique the problems that the organization will be facing will to
handed to supervisors of 5 programs and they will further communicate this problem to
their program members. A joint session of the whole organization will take place in
which each program will provide the 3 best solutions that their employees suggested.
Than a single solution will be chosen from these proposed solutions.
Devils advocate
Just to make our decision making more efficient Muhammad Ali Raza the Supervisor of
JAZBA has been assigned with the job of criticizing the solutions proposed to the
problems and hence he will act as a devil’s advocate.
 Chapter no # 7
Strategic Management
In this part of the project we are going to develop a proper strategy for our organization
for that we are going to do SWOT analysis and perform a number of steps.
First we are going to do the external analysis.
External Analysis
Scanning
As we are funning an NGO that can be affected by a number of external factors that are
1. Economic Factors
The crisis situation that we have in Pakistan has made it difficult for us to gather any
substantial funds from with in the country that is why we are now completely dependent
on the primary fundings that we are receiving from U.N. if such conditions persist in
future than we have to be careful and will have to look for fundings from some othr
sources as well.
2. Demographic forces
As we know that the problems that we are dealing with have increased at a massive speed
in Pakistan. Problems regarding women protection, children education and youth
frustration have been the lime light topics in Pakistan in the past few years and if such
conditions persist in future than we as an NGO have one hell of a job to do.
3. Political and legal factors
As we know that Pakistan has always been affected by political instability and same is
the case in today’s scenario. The current situation that is residing in Pakistan that is
political and legal condition make it extremely difficult for us to operate. If such
conditions would persist in future than we have develop a separate department to deal
with these matters.
4. Demographic factors
As an NGO we have to deal with factors like age and occupation and education on every
occasion. We are trying our best to divide very carefully the people that we have to deal
with on demographic basis.
5. Social factors
Our society is rapidly evolving things that were considered taboo few years ago are now
being dealt with in an open environment. Problem like Sexual harassment, children
physical exploitation, premature drug addicts and these problems are finally being dealt
with. If the process of enlightenment that has started will continue than it will give us a
big boost and will help us to work in a better way.
6. Globalization
Globalization has helped us to improve our current condition. People from different parts
of the world have started coming to Pakistan and they are also interested in working for
the human rights in Pakistan. This will also have us to avail from this opportunity and
take help of these people for the betterment of Pakistan.
7. Technological factors
We are not very much related to any advance technology that is being used instead will
have given more importance to other factors.
Monitoring
All the discussion that we have done till now has shown a very prominent and proper
pattern that is people of Pakistan are getting aware of the concepts that we are dealing
with so it shows that NGO’s like us are going to receive support from people who want
Pakistan to be a better place.
Forecasting
As discussed above we have got a very hectic and hard future in front of us in which we
will be required to open more branches and welcome more people on board for the
process of helping people.
Assessing
As discussed in the previous heading we are heading towards a future where there are lot
of opportunities for us to enlighten people. In order to do so we will INSHALLAH open
branches of our organization in all the provinces of Pakistan to help them understand
their rights and have a better and prosperous life that is full of learning.
Scope of external analysis
Industry environment
As we have discussed before that the opportunity are multiple for us in the future so is the
threat that new competitors will emerge in future. To cope with this we have decided to
form alliance with some of the other organizations working in Pakistan. Few of them
include Sangi, aurat and Falah foundation. We will have a central location form where it
will be decided that what organization can take funds from where and how to cope with
the new NGO’s that are being formed day by day.
Competitor’s analysis
Although we have formed a strategic group but we are also aware of the fact that we can
not trust other people all the times so we have decided to also monitor the activities of
our competitors. For that one of our employees will act as an informer and will all the
times provide us with the information that will help us to keep an eye on our competitors.
Resources
In Tangible
The main resources of IQRA that are going to help us obtain a competitive edge are
1. Central location in the middle of Islamabad and Rawalpindi that is in reach of people
of both cities
2. Friendly and open environment that will help people to communicate in a better way.
3. Experienced staff
4. Affiliation of people from different fields of life with our organization.
5. Help of big organizations like U.N.
6. Flexible working hours.
7. People with vibrant and dynamic personalities who know how to deal with different
conditions effectively and efficiently.
Analyzing Firms capability
Rozan has five main programs that are trying their best to rehabilitate the affected people.
So in order to analyze the performance of our organization we have decided to use
Functional analysis to observe our organization. As said prior we have five programs. We
have evaluated the performance of these five departments and have come to a conclusion
that all the five departments are working a different parts of our organization therefore
instead of assigning priority to a single department we have evaluated all the five
departments and have come to the conclusion that our basic capabilities are our good
intentions for the people of our society and our relation with them.
Strategic Intent and Mission
Strategic intent
“It is us the people of IQRA who whole heartedly are devoted to serve the people of our
society and for that we intend to go as far as we can.”
Strategic Mission
“We the people of IQRA are devoted to the wellbeing of people and will try in our best
limits to educate the people of our society so that they can overcome the desperation,
frustration, anxiety, lack of confidence, lack of security and lack of knowledge. We make
this promise to our society that we will not sit with poise until each and every member of
our society is able to overcome the problems stated prior.”
Strategy formulation
Corporate level strategy
Our whole infrastructure and corporate level strategy is based on one thing
“We are here to help and respect the right of knowledge of every individual.”
Using BCG matrix we have divided our organization in the following pattern.

Stars ILM Q
Umeed marks

Hadood
Cash Jazba
cows Talluk Dogs

Three of our programs are operating at full capacity and are fully facilitating the affected
people while the other two still need some more investment and we have assigned an
extra amount of 2 million from our fundings to make them work at full capacity.
Business level strategy
We have decided to work on niche market of our society that is those people who don’t
have the financial ability to pay heavy fees of counselors and psychiatrist. So by doing
we are focusing on market niche.
Strategy implementation
We have implemented our strategy, for that we have started working on different areas
especially the slum areas of Islamabad and Rawalpindi and are bringing people from
these areas to facilitate.
Strategic outcomes
We have received a very warm and mind boggling response from people the number of
people we expected to help were round about 800 to 1000 per week but we are now
facilitating around 2500 people pre week we hope we will continue this way in future as
well and many people are willing to denote as well, so it seems that our strategy is
working well.
 Chapter no 8
Entrepreneurship
As we know that there are so many NGO’s working in Pakistan so we it is not possible
for us to say that we are entrepreneurs but one thing that we cold say about our
organizations is
Intrapreneurship
That is we are looking for new programs and we want to expand our organization. For
that matter we have given the freedom to our employees to come and discuss concepts
and ideas that can help us to amplify our cause and the work that we have been dong.
 Chapter no # 9
Organizational structure and design
Organizational Structure
The total number of people working on our organization are about 35 to 40, so we have a
very small organization and hence not a very complex hierarchy.
Unity of command
As already discussed we have different programs and these different programs are headed
by senior supervisors .Below these senior supervisors are the program supervisors. All
the people working in a program will be answerable and will be headed by their
respective program supervisor and these supervisors will report to senior supervisors.
These senior supervisors will report to director and the director will ultimately report to
the CEO of the organization.
Authority, responsibility and Accountability
As said before all the decisions related to a certain program will be taken by the
supervisor of that particular program. The APO’s working under the supervisor will be
responsible to the supervisor of the program and the supervisors will be responsible to
carry out the actions given to them by the senior supervisor.
The responsibility to the senior supervisors will be provided by the director of the basis
of the responsibility and task assigned to him by the CEO of the firm.
The process of accountability is same as the flow of unity of command. All the
supervisors will be answerable and will justify their actions to the senior supervisors and
the senior supervisors will forward this to the director and ultimately to the CEO of the
organization.
Span of control
The supervisors of the 5 programs will have a narrow span of control. They will only
control the APO’s working under them. The Senior supervisors will control the
respective programs working under them. The director will have control of the 2 main
senior program supervisors that is Naiber hussain and Muhammad Ali Raza. The CEO
will have control of all the five departments. It is he who has the ability to intervene when
it is felt necessary.
Decentralization
IQRA has a much decentralized environment when it comes to dealing with the
customers which in our case are the people that we are going to facilitate.
However there are certain decisions that will be taken by the people on the specific
designations. Like if it comes to allocation of funds to different programs than it is a
decision that will be taken by the CEO of the organization.
Functional Departmentalization
As we have five programs that are dealing with problems that are different in natire as
compared to each other so we are following the Functional departmentalization where
people with different skills related to a specific field are grouped together. Like
psychologists for the counseling of the youth have been gathered in the department of
UMEED and so on.
Coordination Mechanism
Meetings
IQRA has decided to meet 4 times a year to see whether the organization follows the path
that was highlighted in the beginning of the year.
Organization design
Organic organization
We have a organic design at IQRA it means that we have flexibility and we are also
trying our best to empower employees to make decisions and are focused on the smooth
functioning of the programs than to enforce centralization and formalization.
 Chapter no #10
Human Resource management
Human resource management and planning of IQRA
As we are dealing with problems that are very fragile and sensitive in nature therefore we
are paying special importance to the type of people that we hire at IQRA. The
requirement of HR in IQRA is as follows
1. For the program JAZBA we need 2 counselors for counseling the child suffering
from drug addiction. We will also require two social workers who will help theses
children.
2. For the program of HADOOD we need two lawyers one male and the other
female who will help the women in understanding their rights. We will also
require 2 social workers who will work for the rights of women.
3. For ILM we need 3 psychologists who will also have some experience in
counseling and they will help children in understanding how to protect their body.
4. For UMEED we require 5 counselors who will communicate with youth on
telephone and will provide them with counseling facilities.
5. For TALLUK we are looking for people who have served in the government
agencies for some time and who will work on improving the relation between
citizens and law enforcement agencies.
HR planning
As we have outlined the technical staff needed at this point of time in our organization.
Now will we start the process of staffing by recruitment.
Recruitment
We have decided to give advertisement in the news paper and will look for people who
will be able to fulfill the requirements of various positions for which we are in search of
people with certain qualifications which are as follows
1. For the seat of counselor Masters Degree in psychology or psychiatry from some HEC
affiliated institution.
2. For the seat of social worker we need a B.A or masters in Social work from some HEC
recognized institution.
Job analysis, description and specifications
We have already discussed program wise the requirement of our jobs however the
functions of our employees are 2. First one is counseling and second is working for the
rights of people.
Selection and process of selection
We will first have a written test of people who will turn out. Then we will call a list of
selected people for interviews. After that we will further narrow down the people and will
call the final selected people to an informal interview and a tea party.
Orientation
In orientation we will narrate the shining past of IQRA to the new people who will enter
the organization. We will also tell them about the excellence and the hared work that is
expected from them in order to work fort the betterment of people.
Employee training
In our employee training we will hold training sessions for our employees during the
working hours so that they don’t fell the burden of over work. We will invite different
people who from time to time will upgrade the knowledge of our employees and will help
them to stay updated to the current situation.
Career Development
In Career development we will provide opportunities to our employees by giving them a
chance to work in all the 5 programs and than select for tem selves the field or the
program that is suited to them. We will also provide them with the opportunities to travel
to different cities so that they can have experience of field work as well.
Performance appraisals
We have established a special system for the purpose of performance appraisals. For this
we will get self evaluation forms filled. We will also use 360 performance evaluation
systems to evaluate the performance of our employees.
Compensation
We have devised a special grade system in which the APO’s (counselors and social
workers) will be provided with starting 14000 salaries and the pay scale will increase by
10000 for every promotion.
 Chapter no #11
Managing Workforce diversity
Managing diversity
IQRA has a very clear and fair concept about the rights of minorities and women.
Empowering Women
As we are actually working for the rights of women so we have made it a part of
our strategy that at least 50% of our work force will comprise of women.
Encouraging diversity
We are also very optimistic about having people in organization from all the possible
religions that are followed in Pakistan. For that we have developed a quota system. These
people will have us to have view points of different religions and schools of thought
regarding the problems that we will face.
Accommodating family needs
In order to help our employees focus fully we have also formed a day care centre where
single fathers and mothers or those duos that are both in some profession for the
achievement of a better life can have their children taken care of at the day care centre.
Maternal leaves
We have also decided to give maternal leaves to those women who are expecting and will
also provide them with medical assistance as much s we can.
Internship programs
We are also providing opportunities to fresh graduates and those who are still getting
education to come and have internship from our organization for which they will be paid
up to 7000 so that they can fell the taste of practical life.
Chapter no # 12
Motivation
We the people of IQRA have very special focus on the motivation of our employees. Few
of the models that we have been following for the motivation of our employees are as
follows
ERG
1. Existence
We are well aware of the fact that every person in this world has some basic needs that
are supposed to be satisfied. Among these basic needs are the needs of shelter, food
safety. Keeping this in mind we are providing our employees with free medical facility
and also financial assistance for their children.
2. Relationships
We are also aware of the fact that people look for affection and attention from other
people so we have developed a very friendly environment to our employees in which all
the employees are treated equally and no one has the right to mentally or emotionally
demoralize any other employee of the organization.
3. Growth
Every individual wants to excel in life and want to achieve what he thinks he is capable
of achieving. So here we are giving opportunities to our employees to think creatively for
the organization and their on sake. This will help us and the individual him or herself to
excel.
Goal setting theory
We are also into setting goals and making specific short term missions it helps us as well
as the member of the organization to perform in a more enthusiastic and better way.
Other means to motivate the employees
Job rotation
We have decided that the employees working in the 5 programs will switch their jobs
after every 1 year. This will help our employees not get bored and at the same time
understand and learn from all the 5 programs.
Informal get-together
We have also decided to arrange on quarterly basis a get together for our employees
where they will be relaxed and will not be concerned about the hectic routine. This will
help us to withhold our employees from emotional and mental stress as the problems that
we are dealing with and quite depressing and frustrating.
Chapter no #13
Leading
As we know that a leader is an important part of any organization therefore we have
developed a very professional and modern kind of strategy when it comes to leading
Power and leadership
The top 5 powers that are discussed worldwide have divided according to the
designations in our organization. With the CEO having all the 5 powers these powers
than are divided according to the span of control of a certain person. Example the
program supervisors are bestowed with the powers like coercive, expert and legitimate. In
the same way the powers have been distributed.
Leadership style
As already have been discussed on number of occasions before. We (IQRA) are using
democratic style where all the employees are allowed to provide the organization with
their input and the organization will consider the relevant ideas and will also award the
employees generating those ideas.
Type of leader
As beholding the dynamics of the environment we prefer the combination of all the types
that are supportive, participative and etc. it depends upon the certain condition that our
organization is going to deal with.
Substitute of leadership
We are not only concerned with empowering our leaders and managers but we are also
concerned with empowering our employees that are not on executive positions so we are
also providing training to our employees so that they can take decisions on their on.
Behavioral dimension
We are following the initiating structure and consideration combined. It means that we
are also concerned about outcomes and we set goals for ourselves but at the same time we
are also concerned about the grooming of our employees and are looking forward to
empower them. In short we are at 5,5 on the managerial grid and want to achieve
outcome and at the same time are facilitating our employees.
 Chapter # 14
Managing teams
Types of teams
The teams that are made in IQRA are of 2 basic types
1. Project teams
2. Parallel teams
Project teams will be made to fulfill the projects that the organization opts on yearly or
half yearly basis. On the other hand parallel teams are made to deal with the seminars and
functions that happen from time to time and people on the basis of requirement of the
occasion will be selected from different programs.
More over we are also willing to introduce the concept of virtual teams as we are also in
affiliation with some international organizations and are working on that as well.
Basic structure of team
A Conventional team would contain 5 members depending on the requirement of the
people form different departments. 4 of these people will be responsible to act as task
facilitator and work on project. As said earlier in parallel structure people are also
engaged in other jobs so the 5th person will act as a communicator whose responsibility
will be to communicate with all the 4 members and monitor the progress. In other words
this person will give full time to the project and act as a group leader.
Team management reward system
On one hand IQRA is honoring the best employee of the month, but we have also decided
to reward the best team of the month. The team standing out from the rest of the pack will
be rewarded with a half day off and lunch at holiday inn. This settlement is only for
Project teams.
Conflict management
IQRA has an open door policy where everyone has a right to speak, so if problem will
occur in between the members of any group. Than the group leader will report the
problem if not able to solve him/her self to the director of the organization. The director
will have a personal investigation done and will find a solution to the conflict.
No room for free riders and high performance
As said earlier the ultimate power lies with the director to solve the conflict and therefore
if faced with the problems of free riders and non conforming high performers IQRA has
zero tolerance for such people. People who will be performing well but creating problems
according to the policy of the organization have no right to in any way torture the rest of
the group members and will be strongly dealt with.