Study On

Human Resources Planning in

Citygroup
 Prepared for:
Md. Mahabubuzzman
Course Instructor
Human Resources Management
School of Business Studies
Department of Business Administration
Southeast University, Bangladesh

Prepared by:

Sumaiya Ahmed ID - 2010110005135

Md. Abdur Rakib Mridha ID – 2010110005147
Syed Saifur Rahman ID – 2010110005148
Harich Mohammed ID - 2010110005160
Rahat Bashir ID – 20101100051
Reaz Ahmed Sumon ID - 2010110005129

Date: 11 March, 2011

Md. Mahabubuzzman
Course Instructor
Human Resources Management
Southeast University
Bangladesh

Subject: Letter of Transmittal

Dear Sir,

We are pleased to submit the study report on “Human Resources Planning in any
organization” that you instructed us to prepare as a part of “Human Resources
Management” course assignment. we chose “Citygroup” to focus the Human
Resources Planning in this organization. And hence our report is been prepared
entitling, “Human Resources Planning in Citygroup”.

The experience of the whole process of conducting the study on such an exceptional
topic and preparation of this report has been quite new and rewarding for us.

We are grateful to you for giving us such opportunity. We also expect your continue
support to make this course a successful and rewarding for us.

Sincerely yours,

Students of MBA (Friday)

Batch – 03, Section – D

Name ID No. Signature

Sumaiya Ahmed 2010110005135

Md. Abdur Rakib Mridha 2010110005147

Syed saifur Rahman 2010110005148

Harich Mohammed 2010110005160

Rahat Bashir 20101100051????

Reaz Ahmed Sumon 2010110005129

 ACKNOWLEDGEMENT

All of our reverence to ALLAH, Almighty, who has given us the strength to undergo
Masters of Business Administration course at Southeast University. With His divine
blessings, being completed two semesters and in the process of completing third
semester, for the requirement of submitting course assignment we have prepared this
report. The completion of this challenging task to conduct the study on “Human
Resources Planning in Citygroup” owes credit mainly to our respected teacher Md.
Mahabubuzzman, Course Instructor, Human Resources Management, for his full
time guidance, all out support and encouragements. It will be incomplete if we do not
make a mention of all the members of this team for their hard work and sincerest
endeavor for the task well done with a solid team spirit. Once again we would like to
express our thanks and gratitude to our course instructor for taking us through this
challenging task.

We also thank our parents because of their trusts and endurance which led us to
become what we are now.

We also thank Mr. T.U.M Karimdad (Head of HR & Admin) Citygroup, and all other
people who helped us providing information to accomplish this report.
 TABLE OF CONTENTS

Serial Contents Page No.

1. Executive summery
2. Introduction
3. Objectives of this studies
4. Methodology
5. Limitation
6. Body of the report.
7. Findings
8. Recommendation
9. Conclusion/Focusing
 Executive summery
City Group is committed to hire skilled and competent people at all grades.
It is its belief that individuals with talent can significantly contribute to the
achievement of business goals. Therefore all out measures are taken to
make sure that qualified and competent people are recruited.

All recruitments are made through competitive selection process.

City Group recruitment policies are applied fairly and uniformly. There
are no discrimination or preferential treatment to anyone at any stage of
recruitment process.

City Group attempts to make sure that equality of opportunity is an integral

part of the whole recruitment process. No discrimination shall be made on
considerations of individual race, color, age, religion, sex, or disability
during the selection process.

City Group executes recruitment process in a planned and structured

manner. All recruitments are undertaken as per annual HR planning.

It is one of the policies of City Group to develop the employees from within
so that they may take the challenges ahead.
 Background of Ciygroup

The date 6th February, 1972 marks the journey of a valiant effort in Gandaria, Dhaka -
one which marked the beginning of the company known as "CITY OIL MILLS" - the
founder Chairman; Mr. Fazlur Rahman started the group from scraps virtually. The initial
period was marked with a lot of hardships due to the post war era when the country
faced economic fallout. Initially the mission of the company was to produce mustard oil
for the local market consumption. The overwhelming demand for the product
propagated and the company soon found its way into the business arena.

Fig : Logo of Citygroup

Logo of Citygroup

For the next 18 years, the company operated within the vicinity of the Dhaka city and
met the demands of the local market. The revenue generated from this soon gave away
for the entrepreneur to evolve the company, which was by now one of the largest
mustard oil producing plants in the country.

A vision - to transform the company to a 21st century conglomerate of the country

started. "City Vegetable Oil Mills" was established at Rupshi, on the outskirts of Dhaka
city. This effort evidenced an accelerated growth of City Group and the the company
was soon found to open two more sister concerns by the year 1994 - "Hasan Vegetable
Oil Mills Limited" and "City Fibres Limited".

Within this period the founder also devised new production units and soon brand was
born - "TEER", the name itself captivating the hearts and minds of the people.
Appearing in this banner was the flagship product, "TEER SOYABEAN OIL", which
soon found a good market share.

The overwhelming revenue generated and the unprecedented popularity of the products
of City Group soon found its way into the hearts of the people. City Group was by now
one of the emerging industries of the country with an ever-expanding business, which
led to 21 sister concerns by the end of the year 2006.
Presently, the company focuses on meeting and responding to the ever-changing needs
of the consumers both home and abroad. Till now City Group is one of the largest
company in the country, and business reaching foreign countries making it one of the
best conglomerates of the country. Years of meticulous work have paid off and
by now CITY GROUP OF INDUSTRIES has started its alteration towards an
International Standard Company along with its 21 sister concerns.
Our journey till now remains an epic adventure with more yet to come and we strive with
a quest - "A Quest for Excellence!"
In recognition to his excellent contribution to the business arena of Bangladesh, Mr.
Fazlur Rahman, Chairman of City Group received the most prestigious business award
"Business Person of the Year 2005" given by DHL-Daily Star Business Award and also
achieve super brands award 2010.
Table 1.1: List of the 21 sister concerns of Citygroup by the end of the year 2010.

Sl# Name of Company Name of Product Year of Establishment

1 City Oil Mills Mustrard Oil 1972

2 City Rerolling Mills MS Rod 1985

3 City Vegetable Oil Mills Limited Refined Soyabean & Palm Olein June 1990

4 City Fibers Limited P.P. Oven Bag October 1992

5 Hasan Plastic Industries Limited HDPE Containers September 1994

6 Hasan Flour Mills Limited Atta, Flour & Semolina December 1995
Hasan Printing & Packaging Industries
7 Paper Carton September 1999
Limited
8 Hasan Containers Limited Tin Containers September 1999

9 City PET Industries Limited PET Bottle and Mineral Water February 2001

10 Shampa Oil Mills Limited Mustard Oil April 2001

11 Farzana Oil Refineries Limited Refined Soyabean & Palm Olein April 2001

12 City Dal Mills Limited Beans June 2001

13 Grainmark Indenting 2001

14 Rahman Synthetics Limited P.P. Oven Bag August 2001

15 Deepa Food Products Limited Refined Soyabean & Palm Olein October 2003

16 VOTT Oil Refineries Limited Refined Soyabean & Palm Olein February 2004

17 City Hair Oil Limited Refined Coconut Oil May 2004

18 City Feed Products Ltd. Poultry & Fish Feed November 2004

19 City Seed Crushing Industries Ltd. Soyameal & Rapeseed Cake February 2005

20 City Salt Industries Ltd Salt March 2005

21 City Sugar Industries Ltd Sugar July 2006

The Mission of this company is: “To provide high quality health and food
consumables for the consumers in an affordable price and raise awareness in
the Local & International market for manufactured consumables from
Bangladesh.”

Keeping this goal ahead the company embarked on a mission. Along the stages
achieving a lot and the key milestones provides the information of the
establishments.

Why we took “Citygroup”?

As a part of accomplishment of the course “Human Resource Management” to submit a
Term paper relating “Human Resources Planning” in an organization. The members
tried to start from a common point where each member can involve his or her
perception on the organizational process as well as to relate the practical implications of
what they have learned all through the course.

Besides, Citygroup is a huge vegetable oil producing company producing near about
45% of national demand and supply to consumer.

Being a part of the organization, most of the members are working in different
departments such as IT, HRM, Marketing and Engineering-Department. Though all of
them are not related to HRM Department, it was challenging as well as exciting to get in
touch of the Human Resource Planning. It was a new dimension of learning how Human
resources planning concept works in an organization and how the perceptions reflect on
it.
 Recruitment and Selection

The recruitment and selection process of citygroup is done by performing several steps.

As all recruitments are to be undertaken as per annual HR planning & forecasting.

Every year each department arranges some departmental meeting to set some annual
tasks. In that meeting the main goal is to find out the existing manpower and the
workload and the capability to reach the departmental goals with the existing
manpower.

After such analysis, if it is required to hire some new persons then they inform the HRD
by filling up a requisition form where the specification of the duty for a new employee is
mentioned.

A demo requisition form is shown in the following figure.

Sample of Requisition from

From the requisition, listed out position, Academic Qualification, Required Experience,
number of posts is prepared and goes for advertise by print media (News paper) &
Company web site.
Below here is a format of job vacancy announcement for print media.

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Sample of advertisement

The next step is to receive applications( i.e. CVs and other required documents) from
candidates.

After a shorting out suitable application & CV for building up a candidates pool.

And then, calling the candidates (over the phone call) for interview.

After setting up the time with the candidates, and the candidates are placed to sit for a
written exam by which each candidate’s merits, personality, general knowledge is
tested.

And completing the written exam, their papers are verified and from the written exam,
the top scorers are informed to face an interview which is arranged by the department
for which the candidate applied.

For technical persons, they are placed to perform some technical tasks within a logical
time frame to perform. And on the basis of their individual performance, their efficiency
is marked.

The next step is arranging a viva board by company’s MD/DMD/Directors, Head of

HR&Admin, and Expertise of related position employee or, out sourcing or sometimes
both the individuals are called.
Generally in the interview session are taken only verbal interview.
After completing the interview prepared a selecting candidates list in order to top score
in merit. The list may contain more persons than the required post.

Then conducting the selected candidates for negotiation salary and final selection.

Here is a demo copy of the interview assessment sheet.

Citygroup

Interview Assessment Sheet

Position:_________________________________ Date Interviewed: ____________
Name of the Candidate:_________________________________________________
Total Score (out of ____)
Interviewer’s overall comments :
Name of the Interviewer:_____________________________
Signature, date _____________________________

Assessment criteria/ Rating Scale (Please put tick mark on the

competencies scale below)

1 Dress and appearance 1 2 3 4 5 6 7 8 9 10

2 Presentation 1 2 3 4 5 6 7 8 9 10
3 Communication 1 2 3 4 5 6 7 8 9 10
4 Business awareness 1 2 3 4 5 6 7 8 9 10
5 Job knowledge 1 2 3 4 5 6 7 8 9 10
6 Problem solving 1 2 3 4 5 6 7 8 9 10
7 Flexibility 1 2 3 4 5 6 7 8 9 10
8 1 2 3 4 5 6 7 8 9 10
9 1 2 3 4 5 6 7 8 9 10
10 1 2 3 4 5 6 7 8 9 10

[ SL # 8, 9. 10 criteria/competencies could be put by the board before interview

session based on position requirements]

Interviewer’s overall comments :

Name of the Interviewer:_____________________________

Signature, date _____________________________

After then issue Offer letter for the selected candidate(s).

Here is the format of the appointment letter.

Training & Development
City Group encourages and supports employees training and development opportunities
within available resources. The intent is to enhance employees’
Citygroup arrange in house orientation program and required basic training or any other
training for new employee.

Some time allow to go out side for development program.

Allowances and Benefit Plan

Daily Allowances: During travel outside office, employees will be reimbursed
accommodation and daily allowances on the basis of different job grades

Citygroup provides regular allowance for transportation, health care, telephone,

On duty any kind of accidental issue treatment cost bear by company.

Special benefits employees of citygroup are most of the employee get residence facility
without deducting house rent.

Special Accommodation Facility

A free accommodation facility is provided to certain employees whose jobs are
considered essential and who may be called up any time by the Chairman/Managing
Director. They will also receive the usual house rent allowances.

Bonus: All confirmed employees of City Group will get two festival bonuses each
equivalent to one basic salary in a calendar year.

Leave encashment facility on earn leave.

Provident Fund: City Group will introduce contributory provident fund for its
employees. All existing permanent employees of City Group can join the contributory
provident fund by filling up a declaration form duly signed by the concerned employee.

The employees who will be permanent after successful completion of the probation
period can also join this fund.

All eligible employees shall contribute a certain percentage of their basic salary which
will be decided by the committee and City Group will also contribute an equal amount.

Disciplinary Action

The main objective of disciplining is to punish the wrong doers and help employees to
improve their behavior that lead to improvement of performances. City Group
emphasizes that there are rules and regulations that protect each individual’s rights as
well as those of it. The objective of disciplinary action should be to motivate the
employee to the extent possible to improve performance. Disciplinary actions are not
taken just to alienate the employee from the organization.

City Group may at any time terminate any regular employee without assigning any
reason by giving 4 (four) months notice or payment of a sum equal to the four months
basic salary in lieu of notice. This benefit will be given before the expiry of the second
working day from termination date.
Sufficient ground should be recorded in the employee’s file for future reference and
demonstrate transparency in all actions.

The following acts on the part of an employee shall be considered as misconduct

Theft, fraud or dishonesty in connection with City Group business and property.

a. Habitual “Absence without Leave” or absence without authorized leave.

b. Habitual late attendance.
c. Riotous, disorderly or indecent behavior of the employee.
d. Habitual negligence or neglect of work.
e. Tampering with records and registers of City Group.
f. Unauthorized removal of records and registers of City Group.
g. Drug abuse.
h. Destroy image of City Group.
i. Sexual harassment

When a complain is received against an employee that is serious in nature and that falls
under misconduct a chargesheet be prepared and an employee is issued a show cause
letter.

The show cause letter shall ask the employee to explain his/her side why disciplinary
action will not be taken against him/her.

The show cause letter must mention the charges, time, date and place of the incident.
The letter should be issued by Head of HRD.

Enquiry and Investigation

A formal enquiry will be conducted to conclude whether the accused is guilty or not.

The inquiry officer must be at least one grade higher than the accused employee. The
inquiry committee must be constituted with neutral person. The supervisor or anyone
who has conflict of interest with the accused employee cannot be included in the inquiry
committee. The inquiry committee will collect all information and collect written
statement from the accused employee and other witness. The inquiry team will obtain
signature in each pages of recorded procedures by the concerned persons and prepare
a written report for management action.

Dismissal
Based on the report of the enquiry committee, the Chairman/Managing Director will
decide whether the accused will be dismissed or not.

Dismissal would take place when an employee is convicted of an offense or is found

guilty of misconduct.
Procedure of Suspension
An employee charged with misconduct may be suspended pending an enquiry into the
charges against him/her, but the period of such suspension shall not exceed sixty (60)
days unless the matter is pending before any court recognizable under the laws of
Bangladesh.

The suspended employee must be paid 50% of his/her basic salary and full house rent
during the period of suspension. This payment is not refundable, even if dismissal
occurs.

The employee should be issued a Suspension Order which shall take effect immediately
on delivery.

If the employee is not found guilty, he/she shall be deemed to have been on duty for the
period of suspension for enquiry, and shall be entitled to his/her unpaid balance of basic
salary and other benefits (if applicable) for the period of suspension.

A suspended employee cannot attend the office or sign any official documents unless
authorized to do so.

Retirement
A permanent employee will retire from services when he/she reaches the age of 60.
However, the Chairman/Managing Director may make exception. Employees who
served at least 20 years of continuous services with City Group and age is below 60
may also opt for voluntary retirement which is subject to the approval of the
Chairman/Managing Director. In case of voluntary retirement, the employee should give
at least 60 days prior notice.

City Group may consider re-employing a retired employee on contractual basis as per
its requirements.

On retirement/voluntary retirement, an employee will get 3 months gross salary as

retirement benefits and other usual benefits as admissible (CFP, gratuity, payment for
unveiled leave etc.)

HR Department will issue retirement letter to the employee before one month time.