RECORD NOTE / VISIT REPORT

WORKSHOPS ON 1. HOW TO PROCURE WITHOUT ADVERTISEMENT 2.SIDE EFFECTS

OF PROCUREMENT 3.PROBLEMS FACED DURING CONTRACT MANAGEMENT AND
nd
th
4.KPPRA RULES HELD FROM 22 to 25 OCTOBER, 2014 AT PC HOTEL RAWALPINDI
BY M/S INSTITUTE OF TENDER MANAGEMENT.
As per approval granted by the management of TCKP for participation of
st

undersigned in the subject workshop, the undersigned reached Rawalpindi on 21 of October

2014, evening and returned after obtaining certificates of participation, on 26/10/2014 evening
Peshawar. The contents / agenda items of the workshops are as following:
Workshop Title
HOW TO PROCURE WITHOUT ADVERTISEMENT
nd
22 October, 2014
What can be procured with advertisement
What can be procured without advertisement
Limited competitive bidding
Direct procurement methods
Justification of negotiated tendering
Discussion and Q&A.
Workshop Title
KPPRA RULES
th
25 October, 2015
Introduction of KPPRA Rules and General Provisions.
Procurement Planning, Advertisement and pre-qualification
Methods of procurement
Opening, evaluation & rejection of Bids
Award of procurement contracts and statement of disputes.
Discussion and Q&A.
2.

It is worth mentioning that workshops on 23

PROCUREMENT and 24

th

rd

title SIDE EFFECTS OF

title PROBLEMS FACED DURING CONTRACT MANAGEMENT

were not conducted due to absence of resource persons. Now M/s Institute of Tender
Management refunds the fee of these two days amounting to Rs. 24,600/- through cross cheque
No. 2781876 dated 1-12-2014 (enclosed original).

3.

The Accounts Section, TCKP may be directed to depositing the above cheque in

TCKP account and clearance / adjustment of amounting to Rs. 35,000/- , issued against TA/DA
as advance to undersigned, please.

Submitted please.
ADMN OFFICER
SENIOR GENERAL MANAGER /
GM (ADMN & PROPERTIES)

Inaugural Session
INTRODUCTION TO HUMAN RESOURCE MANAGEMENT
Definition
HRM is variously known as Personnel Management Manpower Management Industrial Relations
Employee Relations. Some standard definitions are:
a)
It is a method of developing potentialities of employees so that they get maximum
satisfaction of their work. (Pigors Myres)
b)
It is concerned with Planning, organizing, directing and controlling of the procurement
development, compensation, integration of people for the purpose of contributing to
organizational individual and social goals. (Filipo Edward B)
c)
According to Lewrence Appley former President of the American Management Association: It
is a function of guiding human resources into a dynamic that attains its objectives with a high
degree of morale and to the satisfaction of those concerned. It is concerned with getting
results through people. According to him all Management is Human Resource
Management as it deals with human beings.
Human Resource Management: Evolution
The early part of the century saw a concern for improved efficiency through careful design of work.
During the middle part of the century emphasis shifted to the employee's productivity. Recent
decades have focused on increased concern for the quality of working life, total quality management
and worker's participation in management. These three phases may be termed as welfare,
development and empowerment.
Human Resource Management: Nature
Human Resource Management is a process of bringing people and organizations together so that the
goals of each are met. The various features of HRM include:

It is pervasive in nature as it is present in all enterprises.

Its focus is on results rather than on rules.

It tries to help employees develop their potential fully.

It encourages employees to give their best to the organization.

It is all about people at work, both as individuals and groups.

It tries to put people on assigned jobs in order to produce good results.

It helps an organization meet its goals in the future by providing for competent and wellmotivated employees.

It tries to build and maintain cordial relations between people working at various levels in the
organization.

It is a multidisciplinary activity, utilizing knowledge and inputs drawn from psychology,

economics, etc.
Human Resource Management: Scope
The scope of HRM is very wide:
1. Personnel aspect-This is concerned with manpower planning, recruitment, selection, placement,
transfer, promotion, training and development, layoff and retrenchment, remuneration, incentives,
productivity etc.
2. Welfare aspect-It deals with working conditions and amenities such as canteens, creches, rest and
lunch rooms, housing, transport, medical assistance, education, health and safety, recreation facilities,
etc.
3. Industrial relations aspect-This covers union-management relations, joint consultation, collective
bargaining, grievance and disciplinary procedures, settlement of disputes, etc.

Human Resource Management: Beliefs

The Human Resource Management philosophy is based on the following beliefs:
Human resource is the most important asset in the organization and can be developed and
increased to an unlimited extent.
A healthy climate with values of openness, enthusiasm, trust, mutuality and collaboration is
essential for developing human resource.
HRM can be planned and monitored in ways that are beneficial both to the individuals and the
organization.
Employees feel committed to their work and the organization, if the organization perpetuates a
feeling of belongingness.
Employees feel highly motivated if the organization provides for satisfaction of their basic and higher
level needs.
Employee commitment is increased with the opportunity to discover and use one's capabilities and
potential in one's work.
It is every manager's responsibility to ensure the development and utilization of the capabilities of
subordinates.
Human Resource Management: Objectives
To help the organization reach its goals.
To ensure effective utilization and maximum development of human resources.
To ensure respect for human beings. To identify and satisfy the needs of individuals.
To ensure reconciliation of individual goals with those of the organization.
To achieve and maintain high morale among employees.
To provide the organization with well-trained and well-motivated employees.
To increase to the fullest the employee's job satisfaction and self-actualization.
To develop and maintain a quality of work life.
To be ethically and socially responsive to the needs of society.
To develop overall personality of each employee in its multidimensional aspect.
To enhance employee's capabilities to perform the present job.
To equip the employees with precision and clarity in transaction of business.
To inculcate the sense of team spirit, team work and inter-team collaboration.
Human Resource Management: Functions
In order to achieve the above objectives, Human Resource Management undertakes the following
activities:
* Human resource or manpower planning.
* Recruitment, selection and placement of personnel.
* Training and development of employees.
* Appraisal of performance of employees.
* Taking corrective steps such as transfer from one job to another.
* Remuneration of employees.
* Social security and welfare of employees.
* Setting general and specific management policy for organizational relationship.
* Collective bargaining, contract negotiation and grievance handling.
* Staffing the organization.
* Aiding in the self-development of employees at all levels.
* Developing and maintaining motivation for workers by providing incentives.
* Reviewing and auditing manpower management in the organization
* Potential Appraisal. Feedback Counseling.
* Role Analysis for job occupants.

* Job Rotation.
* Quality Circle, Organization development and Quality of Working Life.

Human Resource Management: Major Influencing Factors

In the 21st century HRM will be influenced by following factors, which will work as various issues
affecting its strategy:
Size of the workforce.
Rising employees' expectations
Drastic changes in the technology as well as Life-style changes.
Composition of workforce. New skills required.
Environmental challenges.
Lean and mean organizations.
Impact of new economic policy. Political ideology of the Government.
Downsizing and rightsizing of the organizations.
Culture prevailing in the organization etc.
Human Resource Management: Futuristic Vision
On the basis of the various issues and challenges the following suggestions will be of much help to the
philosophy of HRM with regard to its futuristic vision:
1. There should be a properly defined recruitment policy in the organization that should give its focus
on professional aspect and merit based selection.
2. In every decision-making process there should be given proper weight age to the aspect that
employees are involved wherever possible. It will ultimately lead to sense of team spirit, team-work
and inter-team collaboration.
3. Opportunity and comprehensive framework should be provided for full expression of employees'
talents and manifest potentialities.
4. Networking skills of the organizations should be developed internally and externally as well as
horizontally and vertically.
5. For performance appraisal of the employees emphasis should be given to 360 degree feedback
which is based on the review by superiors, peers, subordinates as well as self-review.
6. 360 degree feedback will further lead to increased focus on customer services, creating of highly
involved workforce, decreased hierarchies, avoiding discrimination and biases and identifying
performance threshold.
7. More emphasis should be given to Total Quality Management. TQM will cover all employees at all
levels; it will conform to customer's needs and expectations; it will ensure effective utilization of
resources and will lead towards continuous improvement in all spheres and activities of the
organization.
8. There should be focus on job rotation so that vision and knowledge of the employees are
broadened as well as potentialities of the employees are increased for future job prospects.
9. For proper utilization of manpower in the organization the concept of six sigma of improving
productivity should be intermingled in the HRM strategy.
10. The capacities of the employees should be assessed through potential appraisal for performing
new roles and responsibilities. It should not be confined to organizational aspects only but the
environmental changes of political, economic and social considerations should also be taken into
account.
11. The career of the employees should be planned in such a way that individualizing process and
socializing process come together for fusion process and career planning should constitute the part of
human resource planning.

RECRUITMENT AND SELECTION AS A FUNCTION

OF HUMAN RESOURCE MANAGEMENT
PERSONNEL MANAGEMENT
Human Resource Management (HRM) is a new subject which is basically a substitution of previously
used and practiced as personnel management.
CONCEPT & DEFINITION
a) Personnel management is an administrative discipline of hiring and developing employees. It
includes; Conducting job analyses, planning personnel needs and recruitment, orienting and
training, determining and managing wages and salaries.
b) Administrative discipline of hiring and developing employees so that they become more
valuable to the organization. It includes;
i.
Conducting job analyses,
ii.
Planning Personnel need, and recruitment,
iii.
Selecting the right people for the job,
iv.
Orienting and training,
v.
determining and managing wages and salaries,
vi.
Providing benefits and incentives,
vii.
Appraising performance,
viii.
Resolving disputes,
ix.
Communicating with all employees at all levels.
a) Human resource management (HRM, or simply HR) is the management of
an organization workforce, or human resource. It is responsible for
the attraction, selection, training, assessment, and rewarding of employees, while also
overseeing organizational leadership and culture and ensuring compliance with employment
and labour laws. In circumstances where employees desire and are legally authorized to hold a
collective bargaining agreement, HR will also serve as the company's primary liaison with the
employees' representatives (usually a labour union).
b) HR is a product of the human relation agreement of the early 20th century, when researchers
began documenting ways of creating business value through the strategic management of the
workforce. The function was initially dominated by transactional work, such as
payroll and benefits administration, but due to globalization, company consolidation,
technological advancement, and further research, HR now focuses on strategic initiatives
like mergers and acquisition, talent management, succession planning, industrial and labour
relations, and diversity and inclusion.
RECRUITMENT & SELECTION
Recruitment and selection is an essential tool/ instrument of HRM as a part of hiring of staff/
employees by an organization/ institution/ department/ unit/ cell/ section etc. etc. Every organization
is required to formulate as H.R Policy for effective and sustained HRM.
The hiring (recruitment & selection) is made by;
i.
Pure private sector (industry/ business/ commercial venture).
ii.
Private corporate sector (industry/ business/ commercial venture).
iii.
Pure public sector (Federal Govt./ Provincial Govt./ Local Govt./ Routine & Specialized
selections).
iv.
Public Sector (Statutory Organizations, autonomous and semi-autonomous bodies).

v.
vi.

Corporate public sector (industry/ business/ commercial venture).

Forces and various intelligence / surveillance/ security/ law enforcement and allied agencies.

PROCESS
STEP-I

STEP-I
RECRUITMENT

SELECTION

1. Availability of posts / positions/ jobs.

i.

2. Job description/ functions & duties / TORs

of each position.

ii.

Aptitude tests

3. Approval of filling of posts.

iii.

Psychological tests

4. Preparing and issuing of an advertisement

iv.

Medical tests

I.Q Tests

in the press / Employment Exchange /

circulation

with

in the

organizations

departments / administrative sections etc.

(The

add

should

contain

all

relevant

information for the job seekers (prospective

candidates) and also meeting the interest of
the organizations calling applications)

5. Application received in the organizations is

entered / diararized and lists are prepared on
the closing date.

v.

6. All applications are minutely and thoroughly

scrutinized and final lists of suitable candidates
as per requirements are prepared for short
listing of the candidates.

vi.
Written tests
a) General Questions for written
tests.
b) Objective Questions for written
tests.
c) Mixed general and objective
questions for written tests.

7. A Selection Board(s) / Selection Committee(s)

is / are constituted.

vii.

Marking of papers

8. Dates of tests and interviews are finalized and

notified.

viii.

Final lists of candidates qualifying

all tests given to them.

9. Call letters are issued to all the suitable short

listed candidates as per schedule of tests and
interviews to be conducted.
STEP-III

1. The marking sheets after the completion of

interviews are authenticated through signatures
by each member of the Selection Board(s) /
Committee(s) and handed over to the Chief HR
section.

ix.
a)
b)
c)

Physical fitness tests

Interviews
General interviews
Specific interviews
Focused interviews

STEP-IV

2. After joining contracts containing

pay / salary, allowances, privileges
and perquisites are settled.
3. Combined briefing and
orientation of all the new
employees / staff by the HR
Section.

2. The totaling of marks obtained by each

candidate is made and a final lists according
to the merit of each candidate is prepared
which is further authenticated and signed by
each member of the Selection Board(s) /
Committee(s).

3. Short / long pre-service

training of the new
employees.

4. The merit list is finally approved by the top

management.

4. Placement of each candidate

with the senior persons of
the respective sections /
departments for on the
job training as an
apprentice/ probationer.

5. Appointment letters are issued by the HR

Section to the candidates directing them to
report for duty before the specified date. A
copy of the appointment letter is also
endorsed to the concerned head / chief of the
department / section etc.

5. In-service training of the

employees/ staff.
6. Post-service training of
employees / staff.

STEP-V

1. Posting and transfer of the employees / staff.

2. Counseling of difficult employees.

3. Performance evaluation of employees/ staff by the Supervisors, Manager,

General Managers, Head of section / department is made on daily,
weekly, monthly, quarterly, half-yearly and annually.
4. Promotions / up gradation of employees.

5. Rewards and punishments as part of HR Policy of the organization.

Rewards (Incentives)
i.
Speedy promotion
ii.
Increase in pay
iii.
Special increments
iv.
Honoraria
v.
Higher education
vi.
Foreign training
vii.
Special recreation leaves at the expenses of the organization.
Punishments
i.
Lowering of position
ii.
Lowering of pay scale / grade
iii.
Stoppage / forfeiture of increments
iv.
Demotion

v.
Termination of the employees
vi.
Dismissal of the employees
Hiring (recruitment & selection) is not a one time activity but it is a continuous process of the living
organizations etc.)
It was a disciplined and well thought assignment wherein the undersigned learned a lot and
remained motivated throughout besides participating on special invitation of the DG NCRD/NIM
in the concluding ceremony of 14th NIM Course wherein the Chairman Senate was the chief
guest.

CPO/GM
Secretary / MD