huda report management
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Tariq Gardens Housing Scheme
Tariq Gardens Housing Scheme
HEAD OFFICE:
12-Ahmed Block, New Garden Town,
Lahore.
Tel: +92 42 3584 4230-3
FAX: +92 42 3584 4236
Email: [email protected]
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Submitted by:
Huda Naeem
MBA (Management)
Student ID: Mc080403110
Session: 2008-2010
Dated: July 30, 2010
Virtual University of Pakistan, Defence Road,
Off Raiwind Road, Lahore.
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Dedication:
I Dedicated to The HOLY PROPHET (PBUH)
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Acknowledgement
In the name of Allah, the most merciful and beneficent
First and foremost, I am expressing my thankfulness and praise to Allah for His guidance
and blessings throughout my entire Internship training. I would also like to sincerely
thank to Hesham Usama Khan CEO of Tariq Gardens Housing Scheme for giving me this
wonderful opportunity to undergo internship training in their organization.
My appreciation and gratitude is extended to the all Head of Department, Miss. Huma
Haroon, Mr. Aman Mirza, Mr. Mohsin Khan, and Mr. Mansoor Mirza for their guidance,
generosity to share their tremendous knowledge, for giving continuous and unlimited
motivation from the starting of the internship until the end of the program. My next
gratitude will to the all of the staffs Tariq Gardens Housing Scheme, Mr. Numan Amjed,
Mr. Khurram Bhukari for their willing to accept me into their family. Then, I would like
to express my gratitude to Site Staff, for their help, support and advices during my time at
Tariq Gardens Housing Scheme.
Last but not least, I would thank to my Parents, all of my Teachers of Virtual University
of Pakistan colleagues, Friends for their comforting supports.
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Executive Summary
This is the final report of the internship program. The report is on the Internship program
in Tariq Gardens Housing Scheme.
First of all, in the report, the introduction of Tariq Gardens is given. For this purpose a
brief introduction of the Scheme is given in the start. Then its brief history, business
philosophy, vision and mission statement are discussed.
After introduction comes management system of Tariq Gardens in which its
Organizational Chart is drawn, corporate profile and managerial policies are included.
Then next its brief introduction of Tariq Gardens where I did my internship is given.
Training Program is done in detail. Then the whole internship program is discussed in
detail. In this section all the departments in which I have worked during my internship areexplained in detail. The working of the departments is mentioned and also at the end, my
analysis of the environment in that department is also mentioned. The function of
Management is also discussed in detail, critical analysis is done at last and SWOT
analysis of Tariq Garden is also done.
Tariq Gardens Housing Scheme is providing Service to its members. Apart from its
competitors; its services it is a land development organization, I join this organization for
the internship of my program. Our provincial capital Lahore is the heart and soul of
Punjab, a city which symbolizes the aspirations of a young and dynamic nation that looks
forward to a glorious future for its people and welcomes modern ideas but at the same
time recognizes and cherishes its traditional values and its history. Tariq Gardens location
in Lahore augments its national value, provides a complete range of facilities to its
residents. All over Asia migrants are pouring into cities with the result that every day
more and more families are forced to live on rent.
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Table of Contents:
1.) Brief introduction of the Business Sector.2.) Overview of the Organization.
2.1) Brief History.
2.2) Nature of the Organization...
2.3) Business Volume2.4) Product lines..
2.5) Competitors
3.) Organizational Structure3.1) Organizational Hierarchy chart..
3.2) Number of employees
3.3) Main offices..
3.4) Introduction of all departments..3.5) Comments on Organizational structure
4.) Plan of your internship program.
4.1) A brief introduction of the branch where you did your internship.4.2) Starting and ending dates of your internship.
4.3) Names of the departments in which you got training and the duration ofyour training.
5.) Training program.
5.1) Detailed description of the operations/activities of the department(s) I worked in
5.2) Detailed description of the tasks/ projects assigned to me.
6.) Functions of Management .6.1) Planning.
Decision making process
Organizational current strategies
6.2) Organizing.
Organizational Design..
Departmentalization.
Span of Control..
Chain of Command (organizational Hierarchy Chart..
Centralization/ Decentralization
Formalization. Work Specialization
Managing Change and Innovation..
Managing IT and Communication.
6.3) Leading..
Leadership style(s).
Power and politics
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Motivation
6.4) Controlling
Controlling approach
Controlling standards.
Controlling of operations
Controlling of performance. Controlling of information/knowledge..
7.) Critical analysis8.) SWOT analysis.
9.) Conclusion.
10.) Recommendations
11.) Reference and sources used12.) Annexes.
1) Brief introduction of the Business Sector.
The business sector of this organization is Land Development. Keeping in consideration
the modern trends of this urbanizing era, the owners of Tariq Gardens have developed a
Housing Scheme named Tariq Gardens Housing Scheme in the vicinity of Lahore.
Tariq Gardens is comprised of Residential and commercial Plots. Every Plot yields great
value. The denominations of Residential Plots are 5-Marlas, 10-Marlas, 12-Marlas, and 1
kanal This Housing Scheme is a step to facilitate people in order to meet their needs for
accommodation at affordable prices. The Scheme has been developed on the innovative
ideas of the planner and developer. It has been well-resourced with all the required
amenities. All these endeavors have led to make this Scheme a state-of-the-art.
It deals in Land Development; a well developed and maintained Housing Scheme. Its
provides services to their Members like, sewerage, road maintenance, water supply,
Electricity, Cable, Sui Gas for the betterment of their living. All necessary requirements
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are guaranteed like an independent water distribution network has been developed in the
Housing Scheme fed by two Tube Wells and an Over Head Water Tank. Highly hygienic
sewerage system has been developed connected with a disposal plant for complete
drainage and sanitation and to cater the needs of the Housing Scheme in rainy days.
Electricity is an essential need of the modern age. The Scheme has been energized with
electricity powered with an independent Feeder. Moreover the members have been
facilitated with street lights throughout the Scheme on every road. The facility of Sui Gas
has been provided in order to fulfill the domestic needs of the members and for its
utilization in commercial area in future.
For the smooth movement of vehicles within the Housing Scheme, the standardized
infrastructure of wide and carpeted roads has been developed. Furthermore, footpaths
have been made on 60 ft and 100 ft roads for the pedestrians. Every Block has an
independent park for its beautification and to facilitate the members. All parks have been
developed and designed as per the need of the members with jogging and walking tracks.
The area for the construction of a State-of-art Mosque has been demarcated. This mosque
will facilitate the people of other surrounding Housing Societies too along with its own
members. Areas for other amenities like School, Hospital and Marriage Hall have also
been demarcated for the future to serve the needs of members and residents of Housing
Scheme.
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Overview of the Organization
Brief History
Nature of the Organization
Business Volume
Product Lines
Competitors
2.1) Brief History
Background:
History of Tariq Gardens was incorporated in August 2004.Overseas Pakistanis also
became members ofTariq Gardens. The balloting ceremony was held on 13th October
2004 at Sapphire Hall Garden Town. Balloting was held for 855 plots. Tariq Gardens is
an LDA-approved Scheme. It is privately owned by Mr.Usama Tariq Khan, (President)
and Mr. Khubaib Ahmed Khan (Chairman) are committed to develop state of art housing
scheme which will meet the requirements of the modern age. The electrification work of
T.G has been done by LESCO and work for Sui Gas supply has been done by Sui
Northern Gas Pipelines Limited. Work of roads network, sewerage system, water supply
system has been done by Habib Rafiq (Pvt) Limited.
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Business philosophy
Excellence in Service
Quality Performance
Product Innovation
Message from the President
By the grace of Allah almighty, my team has performed brilliantly in materializing my
vision of a developing, affordable, and easy accessible Housing Scheme.
Message from the Chairman
"I am pleased to announce that Tariq Gardens Housing scheme offers the most
contemporary surrounding for living with the best possible amenities.
Message from the CEO
"We are proud to present a well-planned and well developed Housing Scheme, covering
all the essential features of a successful housing project. While designing the Scheme, all
possible requirements have been kept in mind. Tariq Gardens offers a fascinating and
peaceful site for your residence.
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Tariq Gardens has assumed a brand new identity plied with a spurred vision and revived
commitment, following the incorporation in 2004. Since then, the management team has
continued to implement the strategies and has carried out all necessary steps to ensure a
complete success. On the other hand and in the process to satisfy our investors, and
valued clients, the management laid foundations for implementing new ambitious plans,
which aim at consolidating the Housing Scheme financial position and creating a large
and diversified business base. The Scheme it's their commitment to individual service that
makes the customers more than just another customer.
They ensure consistent quality service with the continuous rejuvenation of their teams
through training programs.
They are committed to put all their energies, resources and time to bring higher value and
satisfaction to their customers, employees and investors.
The introduction and development of innovative Commercial area will be another major
objective of Tariq Garden Housing Scheme.
2.2)Nature of Organization
Nature of the organization is Land Development and providing services to its members
HRL Developer (Pakistans best Developer) developed the scheme. Mansoor Mazhar
Associates are the planner of well maintained scheme it has 40, 60, 100 feet wide roads,
minimum length of the road is 40 feet wide it has its own disposal plant for sewerage
system. Tariq Garden has Carpeted Roads. Tub well bore up to 600 feet. It is a small
scheme and it is easily managed by its management, in the scheme. Every block has a
park. It has largest and well planned Commercial Area.
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Tariq Gardens is a secure investment because of its LDA approved NOC #
CMP/LDA/DMP/444-S/263 100% ownership and possession of land given by Tariq
Gardens.
This Scheme is located in the center of the most popular and well planned societies
(WAPDA Town and Valancia) of Lahore, a fast growing zone with modern living
facilities. It is a 15 minute drive from Ferozepur Road, a 5 minute drive from Raiwind
Road and a 10 minute drive from the Motorway. To the east and the south is Valancia
Town, to the east and north is WAPDA Town, to the west are OPF and Green Acres.
OBJECTIVES
Tariq Gardens believes in the phrase customer comes first. Tariq Gardenss
objective is to please their customers by fulfilling the financial needs as best as
possible. They believe in placing the client at the center of business and all of the
products and services.
Service excellence is one of the objectives of Tariq Gardens.
Tariq Gardens strives continually on the development of new areas of
activities to distinguish itself in the market place.
Tariq Gardens is on Foreign Trade as primary niche of business.
Tariq Gardens Training and Development program of its employees is
aimed at developing skills of its employees. It makes positive contributionto the service culture of the Housing Scheme as a whole.
They are committed to put all their energies, resources and time to bring
higher value and satisfaction to their customers, employees and
shareholders.
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The introduction and development of innovative Commercial area will be
another major objective of Tariq Gardens Housing Scheme.
2.3)Business Volume
1 square = 25 acres
1 acre = 8 kanal
1 kanal = 20 marlas
Total Area of Tariq GardensHousing Scheme = 1461 Kanal + 11.5 Marla
Division
Residential Area: 730 kanals
Commercial Area: 50 kanals
Parks & Open space: 102 kanalsPublic Building: 30 kanals
Graveyard: 29 kanals
Roads area: 518 kanals
Kanal Marlas Square Foot Dimensions
1 225
5 1125 25 X 45
10 2250 35 X 65
12 2700 33 X 81 & 33 X 100
1 20 4500 45 X 100 & 50 X 90
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Residential Area: 4.672 Billion
Commercial Area: 0.320 Billion
Other Assets: 1.35 billion
2.4)Product Lines
The product line of Tariq Garden Housing Scheme is categorized in two following
Categories:
Development
Services
The details of Product line are mentioned below:
Development
PLOTS:
Tariq Gardens housing scheme is comprised of residential and commercial plots. The
denominations of residential plots are 5-Marlas, 10-Marlas, 12-Marlas and 1-Kanal. There
are eight blocks are for residential purpose and one block is commercial block every plot
is segregated.
PARKS & LANDSCAPE:-
Tariq Gardens is enriched with greenery. In every block there are parks, which give a
healthy and beautiful look to scheme. Parks in Tariq Gardens are of different sizes
ranging from 2Kanals to 39Kanals.
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Tariq Gardens gives a fascinating site for residence. At Tariq Gardens there is never a dull
moment. This beautiful Landscape is waiting to be explored.
SCHOOL:-
Schools or educational institutes are the back bone of any society because without
education, progress of any society is impossible. So keeping in view this importance
Tariq Gardens has also earmarked a land for school to establish in scheme. For this
purpose there is a land about 14 Kanal & 19 Marla.
MOSQUE:-
Being Muslims to construct a mosque is the first priority of Tariq Gardens Housing
Scheme, a land of 7 Kanal & 17 Marla is kept in Tariq Gardens for a mosque. The
design of this mosque will reflect the brilliance of Islamic Architecture & Cultural
Heritage!
HOSPITAL:-
There is also a plan for hospital in Tariq Gardens. This hospital will be provided with
qualified doctors, professionals, well occupied with modern facilities in order to provide
comfort to people. The area for this purpose is 6 Kanal & 15 Marla.
COMMERCIAL AREA:-
The commercial area ofTariq Gardens will be launched in next year. The total size of
the commercial area is 50 Kanal &4 Marla. It will be named as NEW LIBERTY and
this State of Art commercial area can cater all the needs of Tariq Gardens and the
societies within the radius of 10 Kilometer.
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SHOPPING MALL:-
Other than the commercial area a shopping mall is also designed on 7 Kanal & 3 Marla to
cater the needs and wants of the scheme.
DEVELOPMENT PLAN OF TARIQ GARDENS:-
In the planning terms the approach of the team is logical and methodical. The master plan
integrates different concepts: emphasizing the effect of the city, and the main entrances.
This major urban plan on a large scale of a modern city, successfully responds to a
challenge to create a significant new housing scheme.
Habib Rafiq, a well known constructing company is committed to Tariq Gardens to
develop the scheme. Developers of Tariq Gardens were chosen through tender
procedure. Although Habib Rafiq coated 100 Million more than other construction
companies but this scheme did not consider the high prices, what they considered is the
repute, standard and previous projects of Habib Rafiq. They are one of the biggest and
well reputed construction companies and ISO 9002 certified. They are also developing
some other very well reputed societies like Behria Town and DHA. So on the cost of the
company the benefit is going to end users. There is a wide network of roads of 40 feet, 60
feet and 100 feet to resolve the hurdles which come in the easy flow of traffic.
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Services
Carpeted Roads: Habib Rafiq has fully equipped with the latestmachinery and modern techniques, carpeted roads are provided by
all their expertise. There are wide footpaths on the sides of roads
for the comfort of people.
Sewerage: Tariq Gardens has their owned Sewerage system
disposal pumping station control sewerage and there is a proper
drainage system for rain water.
Water Supply: Deep tube well drilling water supply system
ensures trouble free usage of this immensely essential necessity.
Overhead Water Tank: A beautiful mushroom shaped overhead
water tank has provided to the members of Tariq Gardens shown
the specialty of Habib Rafiq.
Sui gass: Sui gas is approved and the department has installed the
underground pipeline.
Electricity: Electricity is also approved. LESCO has fulfilled its
committed to provide electricity in scheme. The main roads are
totally electrified.
.
Other services. There are also bus terminals and cab stands to
overcome the problem of transportation.
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Cable system Tariq Gardens has provided optic fiber cable
system for the entertainment of their members.
Plant Disposal maintenance. Plant disposal maintenance is
provided by Tariq Gardens.
2.5) Competitors
The competitors of Tariq Gardens are:
DHA
Bahira Town
Cooperative Societies
All owned LDA Societies
3.)Organizational Structure
Organizational Hierarchy chart
Number of employees
Main offices
Introduction of all departments
Comments on Organizational structure
3.1) Organizational Hierarchy Chart
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TOP MANAGEMENT HIERARCHY
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Chairman
CEO
Managing Director
Head of Department
CSO Admin Finance REC MIS
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Corporate Profile
Board of Directors
Mr.Usama Tariq Khan President
Mr. Khubaib Ahmed Chairman
Mr. HeshamUsama Khan Chief Executive Officer
Mr.Waleed Usama Khan Managing Director
Head of Departments
Miss Human Haroon Head of Coordination
Mr.Aman Mirza Head of MIS
Mr.Mohsin Khan Head of Finance
Mr.Mansoor Mirza Head of Records
Mr.Manzoor Mirza Head of Administration
Mr. Abdul Qadir Zahid Head of CSO
Other employees
Managing Coordination Officers
Management Information System Officers
Accounts officers
Record maintaining Staff
Administration Officers
Client Service Representatives
Exchange Operator
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Site Office Staff
Site Engineer
Supervisor
Surveyor
Security Staff
Labors
Gardeners
Auditors of Tariq Gardens:
Name of Audit Company
Anjum asim shahid rehman Associates
Mr. Sammar Abbass
Mr. Usman Tahir
Mr. Khizer Azeem
Mr. Naeem Khan
Mr. Amir Shezad
Bankers of Tariq Gardens:
Silk Bank Ltd.
NIB bank Ltd.
Atlas Bank Ltd.
Faisal Bank Ltd.
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3.2) Number of Employees:
Total employees: 105
3.3) Main offices:
12-Ahmed Block, New Garden Town,Lahore
Tel: +92 42 3584 4230-3
FAX: +92 42 3584 4236Email:
Site Office:
Defence Road, Valancia Town, Tariq Gardens
Website: www.tgardens.com.pk
Managerial Polices
For the sake of effective performance of the organization, managers apply certain policies
related to management and with the recruitment of the employees. The main policieswhich managers apply are as follows.
In the context of cost efficiency, managers choose the least costly mix of inputs to
produce a given level of output.
In the context of profit efficiency, managers choose both the level and the mix of
outputs and inputs to earn the highest possible profit.
They give good salary package to their employees to retain their employees.
They hire employees who are customer friendly and are committed to their workand disciplined
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3.4) Introduction of all Departments:
1. Customer Service Department
It is the very important function performed by Client Service Department. It is the
customer service provided by the Scheme which ensures loyalty of customers and new
Transfers. Any service that a customer requires should be provided in order not only to
satisfy him but also delight him.
Customer Service department is the main source of the organization each department is
connected with it. CSO deals walk in clients attending calls for providing information.
.Attending and dealing with visitors/Clients
Making & maintaining log of daily calls & visits of Clients
Receiving Clients request & submitting it to Record Deptt.
Handing over clearance plan to Client on request
Maintaining Clients request record register
Handing over Certificate of Allotment
Maintaining Allotment Register
Receiving of House Maps & submitting them to CEO for approval procedure
Submitting 1 copy of House Map to Record Deptt. After approval from MMA
Informing Client regarding the approval of his/her House Map
handing over approved & attested copies of House Map & other doc. to Client
Maintaining record of House Maps receiving & submission in a file
Transfer documentation
Entry of transfer in Transfer Register
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Receiving payments from Clients
Making & issuance of receipts to Clients
Making list of daily receiving (of Chq/Cash/PO)
Submitting list of daily receiving to Finance Dept.
Filing the photocopy of daily receiving for CEOs record
Writing & composing letters
Maintaining the decorum of C.S. Department
2. Administration Department
Human Resource Department
Human resource is the part of Administration Department and it is supposed to be the
most valuable asset at the Scheme. With its expanding branch network, the requirement of
new employees keeps on arising. With an intention to recruit highly qualified employees,
management has formulated a comprehensive recruitment policy
The predominant management policies followed at the scheme is explicated under the
following heads.
RECRUITMENT POLICY
Employees are the most precious assets of any organization. They are one of the most
crucial factors, which could either raise the organization to great heights of glory or could
force the organization into the depth of unprecedented failure. The top management of
Tariq Gardens firmly believes in the philosophy that induction of sharp and positive
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minded people in the organization could go a long way as regards the betterment and
uplift of Tariq Gardens Housing Scheme.
TRAINING
Although top notch business graduates are inducted in Tariq Gardens Housing Scheme,
but still some training is needed in order to raise their knowledge to such a level which
enables them to perform work efficiently the training at Tariq Gardens centre covers both
the theoretical and practical aspects of the Housing Scheme.
EMPLOYEE MOTIVATION
When we talk of employee motivation in connection with Pakistani culture we come
to realize the fact that the biggest motivator for the people of this part of the world is
money, and Tariq Garden top management has certainly realized this fact. The
management makes it a point that employees take home income is increased on
periodic (yearly) basis. The basis on which this increase is awarded is a) observational
analyses of the seniors / bosses and b) the extent to which the goals submitted are
actualized. Non monitory rewards are also given in some cases in the
shape of certifications and appreciation letters.
Managed and Administered
The Administration of Tariq Garden managed and controlled all the departments andalso helps to coordinate their work.
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3. Finance
In any type of organization accounts and finance department plays a vital role and is the
backbone of overall organization. In Tariq Gardens the burden of accounts department is
largely reduced because of MIS. The use of IT increases the efficiency and pace of
Scheme work.
Following activities are carried out in Accounts Department.
This department deals with the preparation of weekly, monthly, half yearly and
yearly statements and preparation of budget reports and some other reports.
It also deals with the preparation of reconciliation of assets, liabilities,
expenditures and income. Accounts department maintains the record of expenses of all departments.
It also maintains the record of all employees regarding their basic salary,
increment and benefits etc.
Activity checking are also the functions of accounts department.
Role of Financial Managers
Almost every firm, government agency and other type of organization employs one or more
financial managers.
Financial manager oversees the preparation of financial reports, direct investment
activities and implement cash management strategies.
Financial managers also develop strategies and implement long-term goals for the
organization.
Financial manager oversees the investment of funds, manage associated risks, supervise
cash management activities, and execute capital raising strategies to support the firms
expansion and deals with managers and acquisitions.
Financial manager also abreast the rapidly growing array of financial
services and products.
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4. MIS (Management Information System)
Marketing Information System
The team of MIS plays a vital role in collecting information from the market. The
role of MIS is to introduce new strategies and help in making of decision making
to management. They collect information from market and then analyze it and
make the information helpful for the organization.
Decision making
Use of Electronic Data in Decision Making
Customers are major for any company. To check the reliability of customer uses
various electronic links linked with the government to make decision. In Tariq
Gardens fully computer based system is used for decision making. The main are,
Verisys:
It is basically a government website linked with NADRA to check the particulars of a
customer that have an ID card of Government of Pakistan. These particulars include
customers name, mothers name, DOB, Expiry date and all family details.
Norkom:
This link is used to check the political status of a customer. Either that persons name
is in Exit Control List or not or that person is involved in any fraud. The link used in
this website is PEPS (Political Exposure Persons).
ECIB (Electronic Customer Information Bureau):
This link is used to check either that person is involved in any banks default or
company default or not.
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3.5 Comments on the Organizational Structure.
The Structure of Tariq Gardens is based on Departmentalization. Each department is
connected with each other. They perform independently and help to coordinate to their
employees. According to my opinion this system helps to perform their work efficiently
and effectively. They motivate the employees and help them to perform their duties. This
system helps them to achieve the goals of the organization.
4. Plan of your Internship program
A brief introduction of the branch where you did your internship
Starting and ending dates of your internship
Names of the departments in which I got training and the
duration of my training
4.1 A brief introduction of the branch where you did your internship
Tariq Gardens Housing Scheme
HEAD OFFICE:12-Ahmed Block, New Garden Town,Lahore.
Tel: +92 42 3584 4230-3
FAX: +92 42 3584 4236
Email: [email protected]
I did my internship in the Head office of Tariq Gardens Hosuing Scheme.
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Following are the Departments.
Customer service department
Administration
Finance
MIS (Management Information System)
Records
4.2 Starting and ending dates of your internship
Starting Date
May 10, 2010
Ending Date
June 6, 2010
4.3 Names of the departments in which I got training and the duration of
my training
Sr# Departments Starting
Date
Closing Date Duration
1. Administration 10 May, 2010 15 May,2010 5 days
2. MIS 17 May,2010 22 May,2010 6 days
3. Finance 24 May,2010 29 May,2010 6 days
4. Coordination 1 June,2010 5 June,2010 5 days
5. Client service 7 June,2010 18 June,2010 12 days
6. Records 19 June,2010 24 June,2010 6 Days
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5. Training Program
Detailed description of the operations/activities of the department(s) worked in
Detailed description of the tasks/ projects assigned to me
5.1 Detailed description of the operations/activities of the department(s)
worked in
Customer Service Department
Responsibilities:
1. Attending calls of members/clients
2. Attending and dealing with walk-in clients/members
3. Receiving members request for possession & Allotment Letter and forwarding
the request according to SOP
4. Issuing Certificate of Allotment & Site Plan
5. Receiving of House Maps and their vetting & attestation
6. Handing over attested copies of House Map & other documents and issuance of
related certificates
7. Submitting 1 copy of House Map to Record Dept.
8. Issuance of NOC for Construction to member after completing required
documents checklist
9. Submitting 1 copy of LDA-approved House Map to Admin for Site Office
10. Submitting 1 copy of approved House Map to Record Dept. along with photocopy
of sanctioned plan & form B
11. Issuance of NOC for utilities on members request
12. Issuance of NOC for Addition/Alteration to member after clearance of violation
charges
13. Transfer documentation
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14. Entry of plot transfer in transfer register & circular file
15. Submitting transfer documents to Record Dept.
16. Receiving payments against various payable charges ( Installments, Development
Charges, Repossession Charges, Transfer Fee, Maintenance Charges, Water
Connection Charges, NOC for Construction)
17. Making & issuance of receipts to clients
18. Making list of daily receiving (of Chq/Cash/P.O/D.D )
19. Submitting daily receiving list to Finance Dept.
20. Filing the photocopy of daily receiving for CEO office record
21. Writing & composing letters
22. Selling the available plots (when a plot is sold, we follow-up until the documents
are handed over to new member.)
23. Providing Tafseel-e-Khasra & Registry format on members request
24. Vetting of Registry
Weekly Report
From__________to______
Plot No. Follow-up Remarks
Transfer of plot
Possession of plot
Fard against plot
NOC for
Construction
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House Map Attestation & Issuance of RelatedDocuments
Total 5 x House Map copies to be submitted by member
Rs. 300/- to be charged for House Map attestation & Documents
2 days time to be given to member
Possession Certificate & House Plan Approval Certificate to be generated
by MIS Manager after confirmation of receipt of payment
House Map copies to be stamped and signed by C.E.O/authorized
representative of T.G office
4 House Map copies to be returned to member after attestation along with
other related documents (Possession Certificate & House Plan Approval
Certificate)
Coordination Department
Coordination is the act of coordinating, making different people or things work together
for a goal or effect.
Coordination may also refer to:
Responsibilities
Address Change
Entry of Possession
Transfers
Possession
Violations
Letter writing
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Memo writing
Coordination to all department
Complaints of members
Finance Department
In accounts department I worked under Mr. Khurram Bhukari who is the in charge of the
department, he introduces me to the entire staff of the department. All of them are very
cooperative and I never hesitated in asking questions.
Mostly the kind of work the accounts department people are doing is repetitive but still it
needs their full attention and efficiency.
The staff is doing their work at their best and I have performed the major work as follows:
Payrolls
Payable coordination with banksBudgeting
Financial statementCost allocation
Account receivableBilling
Property inventory
Salary Slips
Administration
The Administrator department is responsible for the managing of employees. In myinternship program I perform the following functions:
Profile of the Administrator:
Managing of employees
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The administrator department is responsible for managing of employees of all
departments
The Office of Administration (OA) is responsible for the primary management and
support programs. These include the functions of budget and accounting; human
resources; procurement; information technology and office support. I did the followingfunctions and activities:
Human Resources
Classification and Pay Administration
Performance Management and Incentive Awards
Recruitment and Placement
Employee Benefits and Retirement
Personnel Security
Wellness and Employee Assistance Programs
Financial Management Services; including budget and accounting
Budget Formulation
Budget Execution
Funds Control
Financial Reporting
System for accounting for agency resources and programs
Office Services and Operations; including printing, procurement, and supply services
Maintain a simplified acquisition program for supplies and services
Coordinates services and supplies
Facilities Management
Property and Space Management
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Organization Management
Physical Security
Information Technology Support
Policy for Information Technology
Help Desk Function
Telecommunication
Distribute subsidy
Maintain record of certification
Reconcile funds
Functions of Management
Planning
Decision making
Decision making can be regarded as the mental processes cognitive process resulting in
the selection of a course of action among several alternatives. Every decision making
process produces a final choice the output can be an action or an opinion of choice.
Logical decision making is an important part of all organizations, where specialists apply
their knowledge in a given area to making informed decisions. There basically two
decision making approaches structure and unstructured approach to fit a set of indicators
into the expert's experience and immediately arrive at a satisfactory course of action with
out weighing alternatives.
A major part of decision making involves the analysis of a finite set of alternatives
described in terms of some evaluative criteria. These criteria may be benefit or cost in
nature. Then the problem might be to rank these alternatives in terms of how attractive
they are to the decision maker(s) when all the criteria are considered simultaneously.
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1
Objectives must first be established
Objectives must be classified and placed in order of importance
Alternative actions must be developed
The alternative must be evaluated against all the objectives
The alternative that is able to achieve all the objectives is the tentative decision
The tentative decision is evaluated for more possible consequences
The decisive actions are taken, and additional actions are taken to prevent any
adverse consequences from becoming problems and starting both systems
(problem analysis and decision making) all over again.
Organization Current Strategies
Strategic or institutional management is the conduct of drafting, implementing and
evaluating cross-functional decisions that will enable an organization to achieve its
long-term objectives. It is the process of specifying the organizations mission and
vision and objectives, developing policies and plans, often in terms of projects and
programs, which are designed to achieve these objectives and then allocating
resources to implement the policies, and plans, projects and programs. A balance
Score card is often used to evaluate the overall performance of the organization and its
progress towards objectives.
Strategic management is a level of managerial activity under setting goals and over
tactics Strategic management provides overall direction to the enterprise and is closely
related to the field of organizational studies In the field of business administration it is
useful to talk about "strategic alignment" between the organization and its
environment or "strategic consistency".
Strategic management is an ongoing process that evaluates and controls the business
and the industries in which the company is involved; assesses its competitors and sets
goals and strategies to meet all existing and potential competitors; and then reassesses
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each strategy annually or quarterly to determine how it has been implemented and
whether it has succeeded or needs replacement by a new strategy to meet changed
circumstances, new technology, new competitors, a new economic environment., or a
new social, financial, or political environment.
Strategic formation is a combination of three main processes which are as follows:
Performing a situation analysis, self-evaluation and competitor analysis: both
internal and external; both micro-environmental and macro-environmental.
Concurrent with this assessment, objectives are set. These objectives should be
parallel to a time-line; some are in the short-term and others on the long-term. This
involves crafting vision statements (long term view of a possible future), mission
statements (the role that the organization gives itself in society), overall corporate
objectives (both financial and strategic), strategic business unit objectives (both
financial and strategic), and tactical objectives.
These objectives should, in the light of the situation analysis, suggest a strategic
plan. The plan provides the details of how to achieve these objectives.
Organizing
Organizational Design
Organization design involves the creation of roles, processes, in an organization. One
can distinguish between two phases in an organization design process: Strategic
planning, which establishes the overall structure of the organization, (its main sub-
units and their relationships), and operational design which defines the more detailed
roles and processes. The field is mainly practice-driven and many consulting firms
offer organization design assistance to managers. However, there is also a substantial
academic literature. It is important to distinguish between organization design and
organizational theory. The latter is a descriptive discipline, mainly focusing on
describing and understanding organizational functioning. Organization design is (as
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the name suggests) a more normative, design-oriented discipline that aims to produce
the frameworks and tools required creating effective organizations.
Departmentalization
Departmental refers to the process of grouping activities into departments.Departmentalization of a personal administration:
Functional departmentalization - Grouping activities by functions performed.
Activities can be grouped according to function (work being done) to pursue
economies of scale by placing employees with shared skills and knowledge into
departments for example human resource IT, accounting , manufacturing logistics
marketing and engineering Functional departmentalization can be used in all
types of organizations.
Product departmentalization - Grouping activities by product line. Tasks can
also be grouped according to a specific product or service, thus placing all
activities related to the product or the service under one manager. Each major
product area in the corporation is under the authority of a senior manager who is
specialist in, and is responsible for, everything related to the product line
Customer departmentalization Grouping activities on the basis of common
customers or types of customers. Jobs may be grouped according to the type of
customer served by the organization. The assumption is that customers in each
department have a common set of problems and needs that can best be met by
specialists.
Geographicdepartmentalization - Grouping activities on the basis of territory. If
an organization's customers are geographically dispersed, it can group jobs based
on geography.
Process departmentalization - Grouping activities on the basis of product or
service or customer flow. Because each process requires different skills, processdepartmentalization allows homogenous activities to be categorized. For example,
the applicants might need to go through several departments namely validation,
licensing and treasury, before receiving the drivers license.
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Owing to the complexity of tasks and the competitive environment in which organizations
operate, they often use a combination of the above-mentioned methods in
departmentalization.
Span of Control
Span of control is a term originating in military organization theory, but now used more
commonly in business management, particularly human resource management. In the
hierarchical business organization of the past it was not uncommon to see average spans
of 1 to 4 or even less. That is, one manager supervised four employees on average. In the
1980s corporate leaders flattened many organizational structures causing average spans to
move closer to 1 to 10. That was made possible primarily by the development of
inexpensive information technology. As information technology was developed capable
of easing many middle manager tasks tasks like collecting, manipulating and presenting
operational information upper managers found they could hire fewer middle managers
to do more work managing more subordinates for less money.
Factors affecting span of control
These are the factors affecting span of control:1. Geographical Location, if the branches of a business are widely dispersed, then the
manager will find it difficult to supervise each of them; as such the span on control
will be smaller.
2. Capability of workers, if workers are highly capable, and do not require much
supervision and can be left on their own, eg: Theory Y type of people, need not be
supervised much as they are motivated and take initiative to work, as such the
span of control will be smaller.
3. Similarity of task, if the task that the subordinates are performing is similar, then
the span of control can be wider, as the manager can supervise them all at the
same time. However, of course the capability of the supervisor has to also be taken
into consideration.
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Chain of command (Organizational Hierarchy chart)
The chain of command, sometimes called the scalar chain, is the formal line of authority,
communication, and responsibility within an organization. The chain of command isusually depicted on an organizational chart, which identifies the superior and subordinate
relationships in the organizational structure. According to classical organization theory
the organizational chart allows one to visualize the lines of authority and communication
within an organizational structure and ensures clear assignment of duties and
responsibilities. By utilizing the chain of command, and its visible authority relationships,
the principle of unity of command is maintained. Unity of command means that each
subordinate reports to one and only one superior
Centralization/ Decentralization
Centralization is said to be a process where the concentration of decision making is in a
few hands. All the important decision and actions at the lower level, all subjects and
actions at the lower level are subject to the approval of top management. According to
Allen, Centralization is the systematic and consistent reservation of authority at central
points in the organization. The implication of centralization can be:-
1. Reservation of decision making power at top level.
2. Reservation of operating authority with the middle level managers.
3. Reservation of operation at lower level at the directions of the top level.
Under centralization, the important and key decisions are taken by the top management
and the other levels are into implementations as per the directions of top level. For
example, in a business concern, the father & son being the owners decide about the
important matters and all the rest of functions like product, finance, marketing, personnel,are carried out by the department heads and they have to act as per instruction and orders
of the two people. Therefore in this case, decision making power remain in the hands of
father & son.
Decentralization is not the same as delegation. In fact, decentralization is all extension of
delegation. Decentralization pattern is wider is scope and the authorities are diffused to
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the lowest most level of management. Delegation of authority is a complete process and
takes place from one person to another. While decentralization is complete only when
fullest possible delegation has taken place. For example, the general manager of a
company is responsible for receiving the leave application for the whole of the concern.
The general manager delegates this work to the personnel manager who is now
responsible for receiving the leave applicants. In this situation delegation of authority has
taken place. On the other hand, on the request of the personnel manager, if the general
manager delegates this power to all the departmental heads at all level, in this situation
decentralization has taken place. There is a saying that Everything that increasing the
role of subordinates is decentralization and that decreases the role is centralization.
Decentralization is wider in scope and the subordinates responsibility increase in this
case. On the other hand, in delegation the managers remain answerable even for the acts
of subordinates to their superiors.
Implications of Decentralization
There are fewer burdens on the Chief Executive as in the case of centralization.
In decentralization, the subordinates get a chance to decide and act independently
which develops skills and capabilities. This way the organization is able to processreserve of talents in it.
In decentralization, diversification and horizontal can be easily implanted.
In decentralization, concern diversification of activities can place effectively since
there is more scope for creating new departments. Therefore, diversification
growth is of a degree.
In decentralization structure, operations can be coordinated at divisional level
which is not possible in the centralization set up. In the case of decentralization structure, there is greater motivation and morale of
the employees since they get more independence to act and decide.
In a decentralization structure, co-ordination to some extent is difficult to maintain
as there are lot many department divisions and authority is delegated to maximum
possible extent, i.e., to the bottom most level delegation reaches. Centralization
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and decentralization are the categories by which the pattern of authority
relationships became clear. The degree of centralization and de-centralization can
be affected by many factors like nature of operation, volume of profits, number of
departments, size of a concern, etc. The larger the size of a concern, a
decentralization set up is suitable in it.
Formalization
Degree of formalization is the extent that roles are independent of
specific personal attributes of individuals occupying the roles.
Formalization tries to standardize and regulate behavior. Prior
formalization can also reduce the stress of trying to build
relationships between participants, and make roles and relationships
more objective and external to participants.
Formalization is an alternative to the information sociometric
structure. It can in some instances separate personal feelings between
participants from the work activities (in fact, some companies
actively try to separate the two).
Work Specializations
Division of work or specialization
The entire philosophy of organization depends on the concept of specialization. In
specialization, various activities are assigned to different people who are specialists in that
area. Specialization improves efficiency. Thus, organization helps in division of work and
assigning duties to different people.
Orientation towards goals
Every organization has its own purposes and objectives. Organizing is the function
employed to achieve the overall goals of the organization.
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Composition of individuals and groups
Individuals form a group and the groups form an organization. Thus, organization is the
composition of individual and groups. Individuals are grouped into departments and their
work is coordinated and directed towards organizational goals.
Differentiated functions
The organization divides the entire work and assigns the tasks to individual in-order to
achieve the organizational objectives each one has to perform a different task and tasks of
one individual must be coordinated with the tasks of others.
Managing Change and innovation
Managing change and innovation means the organization how to settle their change and
bring new innovation in order to meet the organization objectives.
Managing IT and communication
1
Communications management is the systematic planning implementing, monitoring,
and revision of all the channels of communication within an organization and between
organizations; it also includes the organization and dissemination of new
communication directives connected with an organization, network or communication
analysis Aspects of communications management include developing corporate
communication strategies designing internal and external communications directives,
and managing the flow of information including online communication. New
technology forces constant innovation on the part of communications managers.
As a manager, one must take a contingency approach to communicating with their
employees and communicate on a personal level. Its the managers responsibility to
determine if their employees personality falls under the following: Reactors,
Workaholics, per sisters, Dreamers, Rebels, or Promoters.
Leading
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Leadership Style
Leadership style is the manner and approach of providing direction,
implementing plans, and motivating people. Kurt Lewin (1939) led a group ofresearchers to identify different styles of leadership.
Power politics
Power politics is essentially a way of understanding the world of international relations:
nations compete for the world's resources and it is to a nation's advantage to be manifestly
able to harm others. It prioritizes national self-interest over the interest of other nations or
the international community
MotivationMotivation is the activation or energization of goal-orientated behavior. Motivation is said
to be intrinsic orextrinsic. The term is generally used for humans but, theoretically, it can
also be used to describe the causes for animal behavior as well. This article refers to
human motivation. According to various theories, motivation may be rooted in the basic
need to minimize physical pain and maximize pleasure, or it may include specific needs
such as eating and resting, or a desired object, hobby, goal, state of being, ideal, or it may
be attributed to less-apparent reasons such as altruism, selfishness, morality, or avoiding
mortality
Controlling
Controlling approach
1Control is one of the managerial functions like planning, organizing staffing and
directing. It is an important function because it helps to check the errors and to take the
corrective action so that deviation from standards are minimized and stated goals of the
organization are achieved in desired manner according to modern concepts, control is a
foreseeing action whereas earlier concept of control was used only when errors were
detected. Control in management means setting standards, measuring actual performance
and taking corrective action. Thus, control comprises these three main activities.
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http://en.wikipedia.org/wiki/Motivation#Intrinsic_motivation_and_the_16_basic_desires_theoryhttp://en.wikipedia.org/wiki/Motivation#Extrinsic_motivationhttp://en.wikipedia.org/wiki/Hobbyhttp://en.wikipedia.org/wiki/Objective_(goal)http://en.wikipedia.org/wiki/Ideal_(ethics)http://en.wikipedia.org/wiki/Altruismhttp://en.wikipedia.org/wiki/Rational_selfishnesshttp://en.wikipedia.org/wiki/Moralityhttp://en.wikipedia.org/wiki/Deathhttp://en.wikipedia.org/wiki/Motivation#Intrinsic_motivation_and_the_16_basic_desires_theoryhttp://en.wikipedia.org/wiki/Motivation#Extrinsic_motivationhttp://en.wikipedia.org/wiki/Hobbyhttp://en.wikipedia.org/wiki/Objective_(goal)http://en.wikipedia.org/wiki/Ideal_(ethics)http://en.wikipedia.org/wiki/Altruismhttp://en.wikipedia.org/wiki/Rational_selfishnesshttp://en.wikipedia.org/wiki/Moralityhttp://en.wikipedia.org/wiki/Death -
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Controlling Standards
Controlling is a four-step process of establishing performance standards based on the
firms objectives, measuring and reporting actual performance, comparing the two, and
taking corrective or preventive action as necessary.
Control of operations
Control of operations provides the complete control on all the procedures.
Control of performance
Control of performance has its object to control all the performance of the organization.
Control of information and knowledge
It control on all information and knowledge of the organization
Critical analysis
Contribution of Employee in decision making
Motivation to employees
Reward system
Reduce the burden of work to shifting burden to others
SWOT ANALYSIS
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Tariq Gardens is one of the most thriving Housing Scheme at present in Pakistan. The
organization is in the process of building itself into a force to consider. The Scheme is
doing all sorts of new things in order to accumulate a set of distinctive competencies that
could later on be transformed into a competitive advantage of considerable value. In this
process of developing, striving, facing minor set backs and striving with even more zeal,
the scheme enjoys some strengths, needs to improve upon some weaknesses, can exploit
some opportunities and is hampered by few threats.
This SWOT analysis of Tariq Gardens takes into consideration the external as well as the
internal environmental structure of the Scheme and covers the following four aspects:
Strengths
Weaknesses
Opportunities
Threats
STRENGTHS:
Tariq Garden is considered to be a very sound Scheme in the financial circles.
Word of mouth advertisement
Bad debt rate is low
Excellent customer service
Phenomenal Growth
Goodwill and trust
Crucial Location Of site office
Foreign investors
WEAKNESSES:
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Tariq Gardens also has some weaknesses. But their number is much less than the
strengths of the Scheme. Following factors need attention of the management.
Lack of advertisement through electronic media
Few promotions
Employees feel over burdened
OPPORTUNITIES:
Tariq Gardens has grown up its business with a very high pace and it has got tremendous
popularity, even with in a very short span of time. There are many opportunities for theScheme and by availing that it can stand amongst the other Scheme
Capitalizing on IT
Government patronage
Growth in development
THREATS:
Excessive documentation
Political Instability
Competition from other scheme
Terrorist image of the country
Expectations of general public are very high.
Slow product development process
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Conclusion
The conclusion of Tariq Gardens is as follows:
Good Image:
Tariq Gardens has the benefit of having better reputation and image
because of having the strength of privileged facilities and services and
under the leadership of The Highness ofLahoreDevelopmentAuthority
People feel lesser risk for investing their money with the Scheme.
World Class Services:
The Scheme is providing its customers world class and excellent services. This is the
main reason for the growth of the scheme.
Coordination:
Meetings are held very frequently which keeps the head-office well informed about
the performance of its Scheme and Site office and also provides officials with the
opportunity to communicate, discuss and deals with different situations as they arise.
Employee Behavior:
The employees of Tariq Gardens Housing Scheme are very committed to their work.
They are very hard working and punctual but some of them have problems with he
environment of the Head office and they feel that the Head office environment is not
very encouraging.
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Recommendations
After doing internship of six weeks in Tariq Gardens Housing Scheme I have analyzed
some problem in the Scheme. Following are my recommendations:
Web Site:
Tariq Gardens Housing Scheme has the web site, which has not been updated. The web
site is very less informative and it wont leave a good impression on the visitor. So I
suggest that it should be updated to meet the requirements of the visitors.
Marketing:
Tariq Gardens is not very prompt in its marketing like its competitors. Most of the people
in Pakistan know nothing about the Scheme or its services so the Tariq Gardens should
spend and concentrate more on its marketing through various communication channels.
Misdistribution of work:
In Tariq Gardens, there is misdistribution of work; some people are over burdened with
the work. So I suggest that there should be fair distribution of work in all the departments.
Participative management:
Participative management concept should be adopted, where ideas from the employees
should also be taken, not only for developing products but also on service, efficiency,
employee morale etc. in order to improve them.
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Split Units:
Tariq Gardens is a very well established scheme, but the number of air conditioners they
have in the whole Head office is very less. Tariq Gardens should increase the number of
its Split units, because summer stays longer in Lahore.
Appropriate Dinning Hall:
The major problem which I have faced in the office is of the lunch. In the surroundings of
the Head office, it didnt have restaurants so the Tariq Gardens has its own dining hall.
But there was no arrangement for the lunch in that dining hall so I think that there should
be an appropriate dining hall.
Reference and Sources used
Different Website Sources
www.google.com
Secondary Data collected from different internship report
Annexes
http://www.google.com/http://www.google.com/