2009

STAFFING
HUMAN RESOURCE MANAGEMENT
DOCUMENT CONSIST OF THREE ELEMENTS LEGAL COMPLIANCE DOCUMENT, HUMAN RESOURCE PLANNING AND JOB ANALYSIS ALONG WITH ORGANOGARAM OF GENERAL FAN COMPANY (PVT) Ltd.

MR. YASIR AFTAB FAROOQI

BALAWAL TEHSEEN ASHFAQ SADIA ANWAR KHUNSA SARWAR HAMAAD TARIQ

031 070 075 052 088

M.B.A III UNIVERSITY OF GUJRAT

TABLE OF CONTENTS

1. ORGANOGRAM 2. HUMAN RESOURCE PLANNING 3. JOB ANALYSIS DOCUMENT 4. LEGAL COMPLIANCE DOCUMENR (CONTRACT)

HUMAN RESOURCE PLANNING & FORCASTING

Planning & Forecasting in the modern age is a matter of life & death for organizations of modern age. The same is true for Fan manufacturing industry. Each & every consecutive day new research product is developed, deployed for trails & testing. All these effort require skilful, trained and experienced workforce. It is for this reason organization plan and forecast for human resource so as to remain competitive. The management of G.F.C Fan industry also uses planning & forecasting procedures to cope with human resource requirement and to maintain their top position in the industry but these planning are usually of short term. As a result when the management of G.F.C opened there audit Section, they faced a serious shortage of skilful, trained & experienced workforce. Although the management strongly believes that emplo yees are there supreme strength. But they are not adequately planning to anticipate the future need.
G.F.C Objectives & Strategies

External Environment Scanning

Internal Environment Scanning

Forecasting

Survey Of Employees Needed

Survey Of Employees Available

G.F.C HR Plans

FORECASTING HUMAN RESOURCE PLANNING PROCESS

G.F.C uses the information which was gathered from external environmental scanning and assessment of internal strengths and weaknesses is used to forecast HR supply and demand in light of there objectives and strategies. Forecasting in G.F.C contains information from the past and present to identify expected future conditions. Because of the rapid changes in the political, economical & global changes, G.F.C mainly emphasize on short term forecasting usually of 4 to 6 months durations. Despite the availability of vary sophisticated techniques, forecasting in G.F.C is still subjective judgment. The facts are some times evaluated and weighed by knowledgeable individuals, such as managers and HR experts, and some times not.

METHODS OF FORECASTING HUMAN RESOURCE NEEDS

HR at G.F.C uses two methods while forecasting the human resource need using judgmental methods and mathematical methods. So I also used the same techniques. G.F.C Forecasting Techniques

Judgmental Techniques

Mathematical

Estimates

Productivity Ratios

In Judgmental Techniques, G.F.C uses Estimates which are both top-down and bottomup, but mainly the HR & Management teams combinely interviewed the top level employees who are in a position to know that How many people will they need next year to cop with employees shortage and to increase productivity. After obtaining responses, the HR prepare forecast sheet and submit it to chief executive for approval. By using this technique I gone through top-down and bottom-up approach then ostensibly structure was
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looking ok but in some places, I observed that there were more burden on employees like as in AUDIT DEPARTMENT, while assigning the activities to be performed by the workforce. There was a serious problem in the department, where tow employees were working, but they were performing the double duties. Their productivity was decreasing, and also due to tough competition their responsibilities were increasing. That was clear that there is need of one or may be two employees. While In Mathematical methods, extensively used for lower level worker, but I used Productivity ratios which calculate the tasks performed by them. That was also a kind of observation that their assignments got late and too many errors were being made. So by forecasting need it got clear that skilled workforce is required.

FORECASTING HUMAN RESOURCE AVAILABILTY

I used surveys to find out the present employees, their strength and experience. This gives the organization the ability to know that who will be able in near future for succession planning or for promotion. As a result there is always a shortage of skilled, technical & experienced top level officers as indicated by the following table. And it is clear in the table that skilled workforce is required in different departments. In Audit department there are two employees are available and top level management is also thinking about promotion of both the employees. One is working as Internal Auditor, they decided to promote him to Senior Internal Auditor, and other one is Assistant Internal Auditor, he will be promoted to Internal Auditor. So there were two employees were needed to assist then. This indicates that there is need of a permanent employee how can share their burden.

No.
1 2 3 4 5 6 7 8

Ranks
Managers Engineer Auditors Ware House Officers Accounts Sections Godown Staff Inventory Control Production Officers Total Officers

Available
08 13 02 02 04 19 07 08 55

Required
08 13 04 03 05 21 08 10 77

MATCHING THE NEED AND AVAILABLE WORKFORCE

After matching I found there is shortage of workforce means there is gap. So to cover gap I did external and internal environmental analysis.

ENVIRONMENTAL ANALYSIS
G.F.C HR Planning are usually of short time in nature usually of 4 to 6 months. Because of shortage of skill workers and because of fan industries competition which is very high so the HR Department of G.F.C continuously looking for skill workers. For this purpose I scanned internal environment to find out suitable employee and promote to fill the vacancy, and secondly is there any person who can perform the responsibilities and have reasonable KSAO which they are having and using. I found there were no such employees available, then I scanned external environment for skilled and experienced employees. I also saw that will there be same sort of employees having same sort of KSAO in this era of globalization, technology, economic condition etc.

ACTION PLAN
When that was clear that there will be a permanent employee for that job, so I started to create a place in the AUDIT DEPARTMENT. And selected permanent alternative because it suits the organization, it was clear that there was a long term planning required and also there were no such employee available who can perform the same work by using same sort of KSAO. I decided to choose new hiring. For that purpose o started gathering information about job, so definitely job analysis was required. It is a specific job and demands specific KSAO that is why I choose requirement base job analysis. To perform job analysis i conducted unstructured interview with Internal Auditor as well as Assistant Internal Auditor. To get exact information about job I also observed their work at work place. Questions were about their activities, which they perform, and about their education, qualification and experience etc.

JOB ANALYSIS
Malik Tafheem Azmat Assistant Internal Auditor (Audit Department) Job Summary: The job summary includes the matters related scrutinizing or assessing and maintaining the internal control on Sales, Tool Store, and Material used, General Purchase, Rejection Material, and Scrap Material of all SBUs.

RESPONSIBILITIES
General purchase Obtain the duly approved material requisition slips for purchase. Purchase of machine, tools, parts, equipments stationary & all other material. Have a check of repair or replacement for defected/damaged machinery parts and materials. Get approval of purchase bills & maintain record/account of general purchase. General sales Provision of demanded product to the customer & deposit of payment/bill to cash room. Updating and verifying the daily product sale record in three heads i.e cash, credit and replacement. Issuance of gate passes to the customer for product discharge through factory gate. Compiling a daily sales list and updating and verifying the monthly sale record. Verification and approval of sales gate passes from Managing Director. Reconciliation of sales list with finish goods product issuance record. Tool Store Maintain considerable quantity of electrical goods, tools/equipment, stationary and other consumable items. Dealing matters related to purchase and proper storing of all consumable items. Keep the proper record of tools issued and received inefficient store items.

 Update the tools register for proper stock taking. Prepare a monthly products status regarding tools and other store items. Ensure the quality of raw material to reduce the cost of production tools. Rejection Material Verification and preparing a report regarding rejected fans and spare parts and other material in terms of quantity & suppliers. Coordination with suppliers for withdrawal of rejected fans, scrap or inefficient material. Make the adjustment of scrap material or rejected fans against the bills of suppliers. Scrap Material To ensure the exact market rates of all different types of scrap materials. Verify and confirm the types & physical position of scrap material for sale. Yunas Corporation Dealing with all matters related to purchase of raw material, sale of finished goods, record handling, accounts maintenance, party ledgers, annual audit and Legal matters related to Govt. Institutions. Yunas Electronics Dealing with matters related to accounts maintenance, annual audit and Legal matters related to Govt. Institutions & banks. Gate Pass Record Keeping Gate-Out Pass record for the goods which needs to be repair & maintenance or sent any where on Management order Relationships: Information Input: CEO, Purchase Manager, Sale Manager & Marketing Manager, Production Manager Supervisors and Store keepers. Information Output: CEO, Directors, Store, Accounts & Finance, Human Resources Management

REQUIREMENTS
Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and Experience 1. Master degree with Finance, major course work in accounting or related field. Two to three years of progressively responsible accounting and auditing experience; or equivalent combination of education and experience may be acceptable to the hiring authority. Ability to understand and apply state laws, regulations and federal compliance requirements. Language Skills 2. Ability to read, analyze, and interpret common scientific and technical journals, reports, and legal documents. Ability to respond to common inquiries or complaints from customers, business officials or members of the business community. Ability to effectively present information to top management, public groups, employees of organizations and/or administrators. Mathematical Skills 3. Ability to work with mathematical concepts as they relate to auditing and fiscal analysis to include accounting and the budget. Reasoning Ability 4. Ability to define problems, collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form. Physical Demands and Working Conditions The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate. The employee frequently is required to sit and use hands for finite movements such as typing and other office functions. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds. The employee is required to travel. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time.

LEGAL COMPLIANCE DOCUMENT

This document is a contrct between employee and employer to balnce the power and rights of both parties. There are mainly four section of that document 1. OFFER SECTION

CONFIDENTIAL
No.: HR/OFL/001 Date: 21st DEC 2009 Mr. Malik Tafheem Azmat S/o Azmat Mehmood, Vill. & P.O. Sarooki, Tehsil & Distt. GUJRAT Subject: CONTRACT OF SERVICE

Dear Malik Tafheem Azmat We are pleased to offer you employment in the capacity of Assistant Internal Auditor subjetc to the acceptence of the followingTerms and Conditions. 2. TERMS & CONDITION SECTION 1. Your contract will commence fom the date you join on duty i.e. 21/12/09 2. Your grade will be M-1 3. The contract may be extended on mutual consent 4. You shall be on probation for a period of 3 months, on successful completion of probationary period you will be confirmed in your position. During probation either side can terminate this contract on twenty four hours notice. 5. After confirmation your employment may be terminated without assigning any reason, by either party, by giving one month notice in writing or one month salary in lieu thereof. However, no salary in lieu of Termination Notice will be payable in the event of termination of your services due to misconduct, of which we shall be the sole judge.

6. You will follow all policies, rules and regulations of the company as amended as amended from time to time with or without notice. 7. You should undertake that you will not any time either during the continuation of your employment with us or thereafter divulge or use any information which you may acquire in the course of your employment in any manner, which may be directly or in directly determinantel to our intrest.

8. You will not accept any assignment with or without honorarium with any other
person / organization without the written consent of the management during the legality of this employment.

3. COMPENSATION AND BENEFITS SECTION 9. Your salary brake up will be as follows: Particulars Basic Pay House Rent Utility Allowance Total: Amount (Rs.) 19580.00 7832.00 1958.00 ============= 29370.00 =============

10. You will be entitled to other benefits as per Companys Prevailing Policy, which are as follows: Particulars
Medical Allowance

Amount (Rs.) 1750.00 1500.00 5380.00

Credit Limit Petrol

11. In case of separation during the contract period you will be not entitled for any benefit from company.

12. Please signifie your acceptence of the above terms & conditions by signing and retutn to us the attatched copy of this letter within a week from the issuence of this letter

Yours Truly For General Fan Company (Pvt) Ltd.

Hamaad Tariq Directort

4. ACCEPTENCE I Malik Tafheem Azmat hereby declare tat I have carefully read / understood the terms and conditions of this Contract. I confirm that the terms and conditions of this Contratct are acceptable to me.

Segnatures Malik Tfheem Azmat

Date

Chief Executive
Managing Director

Director Purchase

Director General

Director Production

Manager Import

Purchase Manager

Manager Human Resources

Manager Export

G.M Finance

General Foreman

Electrical Engineer Electrical Supervisor

Machinical Engineer

Officer Import

Officer Export

Assistant Import

Manager Sale

Manager Marketing Executive Marketing

Head Reaserch & Development Incharge Ceiling Fan

Production Co-ordinator

Incharge General Purchase

Incharge Stores

Officer Sale

Incharge Pedestal Fan

Incharge Bracket & Circo Fan

Incharge Material Checker

Purchase CoOrdinator

Assistant Manager Accounts

Accounts Executive

Cashier

Incharge Die Casting

Incharge Moulding

Incharge Auto Press Shop

Incharge Wire Plant

General Fitter W/P

Ind Relation Officer

Admin. Officer

Pay Roll Officer

Dicipline Officer

Incharge Exhaust & Louver Fan

Incharge Washing Machines

Network Administrator

Internal Auditor