internship report pof
DESCRIPTION
If you download this doc pls cont. my No. 03228517712TRANSCRIPT
INTERNSHIP REPORT
Pakistan Ordinance Factories
Submitted to:
Principal POFIT
Submitted by:
Name: Waqar Ahmed
Registration No. OOPRI2365
Mailing Address: House No. B-292
Gulistan Colony POFs, Wah Cantt.
Contact No: 0322-8517712
Discipline: MBA (Marketing)
1
PREFACE
We are the students of MBA Marketing and our institutes have assigned us to do internship for the period of 6
to 8 weeks to enhance our practical skills in the running business environment of any organization. The objective
of this internship program is to expose our self into the practical atmosphere where we can observe, analyze
and even practice the application of the professional knowledge that we have acquired during the course of our
studies.
I was selected to do my internship in nation POF. I worked there for 8 weeks & it gave me a greater
practical knowledge about business. In the following pages I have narrated my experience, observation & all the
working activities which I observed.
2
ACKNOWLEDGEMENT
Actually this report is made possible with the help of many people. Some of who have done as much
work as they could do and all of whom have brought their own brand of expertise to the task, so I have many
people to than.
I would like to thank all my teacher and all others who supported me. My greatest acknowledgement is
for “Pakistan ordinance Factories” management who help me in the completion of project. Finally my most
acknowledgements goes to my instructors who gave me his precious time. Due to his continuous supervision
and cooperation I am succeeded in completing my project, which will prove a asset in broadening my attitude
and experience for my future.
I am grateful for the support and contributions of the above people who have enable me gain the
experience and determination needed to compile this project.
God Bless them All.
3
DURING MY INTERNSHIP PERIOD I HAVE DIFFERENT DEPARTMENTS OF POF THAT ARE:
Sr.No. Department Duration
1 Export Deptt. 05-01-2010 to 16-01-2010
2 MIS Deptt. 18-01-2010 to 23-01-2010
3 WIL Deptt. 25-01-2010 to 06-02-2010
4 P&S Deptt. 08-02-2010 to 13-02-2010
5 Finance Deptt. 15-02-2010 to 20-02-2010
6 Admin Deptt. 22-02-2010 to 24-02-2010
7 HR Deptt. 25-02-2010 to 27-02-2010
4
TABLE OF CONTENTSIntroduction 6
Mission & vision statement 7
Objective of studying the organization 8
Overview of the organization 9
Brief history of the organization 9
Number of employees 9
Product lines. 10
POF SERVICES 10
Organizational structure 12
Main factories 12
Subsidiaries 13
Structure and functions of the marketing and sale department 14
Organization chart of marketing and sale department 14
Marketing Operations 15
Administration Department: 30
Sub departments of administration department: 30
Functions of central welfare: 30
Human Resource Department: 32
Short-fall/weakness 34
Conclusion36
Suggestions & recommendation 36
Reference & sources 36
5
Introduction
P.O.F came in to being in December 1951 and has recently completed its 53 years of existence.
Since P.O.F had to start from scratch, this half-century has been an arduous but rewarding journey
which enables Pakistan to move dependence to independence and from reliance to self reliance in
production of defense war withal. P.O.F had set high standards in industrial engineering. Its scope of
production encompasses state of the art defense engineering process, explosive propellants and
powder metallurgy. All fourteen industries of P.O.F are ISO 9001 certified while subsidiaries like Wah
Nobel Group of Companies are ISO 9002, ISO 14001 and ISO 18000 certified by internationally reputed
firms like moody International setup in UK.
Awarded ISO 9001 certificates to all the Fourteen Industries of P.O.F after inter-acting for nearly
a year.
6
WEAPONS
ARTY
AMMO
EXPLOSIV
ES
FILLING
SAA & B.M
TA
GADWAL
SANJWAL
NAVELIAN
MG
CIVIL
WORKS
MIS
PURCHASE
& STORES
SERVICES
CLOTHING
SUBSIDIARIES
R&D
EXPORTS
QA
SECURITY
HOSPITAL
CMA (POF)
SAFETY
ADMIN
HRM
CORPORAT
E
MINISTERIAL
COORDINATION
Mission & vision statement
“Quality at every Level”
They want to give their customers premium sets of initiative products.
The main mission of the Company is:
Manufacturing and sale of qualitative ammunition and Commercial Explosives.
To utilize spare capacity of POFs by marketing its qualitative civil production items
Disposal of:
Obsolete/Surplus plants, Machinery & stores.
Ferrous and non-Ferrous scraps
Economical utilization of Company’s funds in profitable ventures
7
Objective of studying the organization
The objectives of POF board have clearly been laid down in POF board ordnance 1961. According to
which POF board is responsible to manage and administer the affaires to factories and to run them on
sound commercial line so as to adequately meet during a peace the needs of defense of the country
and to utilize the surplus capacity of factories to meet the needs of civilian population.
POF was established as expanded as a sprawling complex of fourteen mainstream industries and six
commercial subsidiaries. These are:
Weapon Factory
Machine Gun Factory
Small Arm Ammo Factory
Medium Artillery Ammo Factory
Heavy Artillery Ammo Factory
Tank & Anti Tank Ammo Factory
Explosive Factory
Filling Factory
Propellants Factory
Tungsten Alloy Factory
Tungsten Carbide Factory
Steel Foundry
Brass Mills
Garments Factory
Subsidiaries are:
Wah Nobel
Wah Industries
Hi Tech Plastics
Attock Chemicals
8
Overview of the organization
Brief history of the organization
During their colonial rule, the British built sixteen ordnance factories in India, which at the time
of the partition in 1947 all fell to Indian control. Pakistan's first Prime Minister, Liaquat Ali Khan, issued
a directive within four months of the creation of Pakistan to establish an ordnance factory in
collaboration with British Royal Ordnance Factory to manufacture 0.303 calibre rifles and their
ammunition in Rawalpindi. In December 1951 Pakistan's second Prime Minister, Khawaja Nazimuddin,
took part in the opening ceremony of the first four POF workshops in the small town of Wah
Cantonment.
Number of employees
Over 40,000
Product lines.9
P.O.F is producing approximately 70 major products, which it supplies to Pakistan Army, Pakistan Navy,
and Pakistan Air Force.
The main products are
Automatic rifle
Light medium and heavy machine ammunitions.
Tank ammunition and anti-tank ammunition.
Bombs
Grenades
Anti tank mines
Pyrotechnics
Commercial Product:
POF specialize in the manufacture of wide range of copper, copper, alloys, brasses, gilding metal and
offer a large variety of brass items in the form of rods, wires, sheets, strips, Hexagonal & special
sections. Rods, bars & wire round Hexagonal, square rod, Tubes, round Square, rectangular tubes,
Strips, Foils, Sheets, GMCS strip with 10% coating on either side
POF SERVICES
Laboratory Testing
Highly qualified engineers and scientists look after this testing facility. We ensure high standard of
quality demanded in any material testing laboratories and possess state of the art technology to meet
all your material testing requirements. We have the ability to conduct following tests.
Mechanical Testing: we conduct tensile, compression, impacts, bend, and cupping and hardness tests
for metallic materials. Available tensile testing machines range from 0.5 Ton to 100 Tons capacity. All
standard loads are available in hardness for Vickers, Brinell, Rockwell and Shore.
10
Non-destructive Testing: We have instrumentation to measure internal and surface flaws in castings,
forgings, welded joints and finished parts. Radiography, Ultrasonic Testing, Eddy Current method,
Magnetic Crack Tetection and Fluorescent Dye Penetration are some of the available Non-destructive
Testing Techniques.
Physical Testing: We determine the density, viscosity, ash content and distillation range for various
chemicals and substances, which include petroleum products, paints, asbestos, soap, paper and
cardboard.
Metallographic Analysis: We have facility to analyze the micro and macro structure of metallic
materials to determine structural details.
Chemical Analysis: We have the facilities to determine chemical composition of metals / alloys,
refractory and other materials through conventional Wet Analysis, as well as instrumental techniques
such as Photometry, Spectrograph, and Spectrometry.
Polymer Testing: Polymer Lab established in this group has facilities to carry out tests like hardness,
tensile strength, impact value, softening point, melt flow index, and moisture content in polymer
materials.
Refractory Materials: Refractory materials tests for sand, clays, firebricks etc. include sieve analysis,
green strength, compatibility, permeability, and water absorption and bulk density.
Other Services
These services comprise of:
Manufacturing and repair of thermo-couples.
Repair and calibration of Thermo-electric Pyrometers.
Calibration of Force Testing equipment (UTS machines)
Calibration of Hardness Testing Machines.
Production of Copper Crushers for proofing of ammunitions.
Production of Phosphate solutions.
11
Production of combustion boats for carbon / sulphur determination
Explosives Laboratories
These analytical laboratories are the heart of POF explosive manufacturing technologies as these are
the most essential elements of ensuring top class quality of all of our intermediate and finished
chemical and explosive products Our laboratory human resource comprise of highly qualified
engineers, scientists and analysts. In addition to the conventional apparatuses and instruments, the
laboratory is equipped with high-pressure liquid Chromatograph, UV Spectrometer, Flame Photometer,
Sub-sieve Particle size and many other modern testing equipment. In addition to the conventional
explosive testing, we have all the essential resources to conduct following tests and analysis:-
Organizational structure
Main factories
Weapon Factory
Machine Gun Factory
Small Arms Ammunition Factory
Medium Artillery Ammunition Factory
Heavy Artillery Ammunition Factory
Tank and Anti Tank Ammunition Factory
Explosive Factory
Filling Factory
Propellants Factory
Tungsten Alloy Factory
Tungsten Carbide Factory
Steel Foundry
Brass Mills
12
Garments Factory
Subsidiaries
Wah Industries Ltd
Shotgun Ammunition Factory
Packaging Factory
Hi-Tech Plastics
Wah Nobel (Pvt) Ltd
Wah Nobel Chemicals
Wah Nobel Acetates
Wah Nobel Acetates
Wah Nobel Detonators
Review of the various department of the organization
During my internship period I have different departments of POF that are:
Sr.No. Department Duration
1 Export Deptt. 05-01-2010 to 16-01-2010
2 MIS Deptt. 18-01-2010 to 23-01-2010
3 WIL Deptt. 25-01-2010 to 06-02-2010
4 P&S Deptt. 08-02-2010 to 13-02-2010
5 Finance Deptt. 15-02-2010 to 20-02-2010
6 Admin Deptt. 22-02-2010 to 24-02-2010
13
7 HR Deptt. 25-02-2010 to 27-02-2010
Structure and functions of the marketing and sale department
Organization chart of marketing and sale department
14
Naeer Ud Din(PA)
Abdul Latif(Drafty)
Naeer Ud Din(PA)
Abdul Latif(Drafty)
Usman Ali Bhatti
( Dir Export )
Nadeem Ahmad Manger Admin
Marketing & Pre – Contract
M. Mateen (PA)
Zulfiqar Ahmad (NQ)Muhammad Afzal
( GM Export )
Salman Haider( AM-1 Pre-Conract)
M. Zahid C’Man
Nighat Umer(A.M-II Pre-Cont)
Syed Ahmad JamalMgr Exports
(Post Contract) Naeer Ud Din(PA)
Abdul Latif(Drafty)
Tasneem Khan (E.O)Zubair Khan (U.D.C)Muntaizar Abbas (U.D.C)
Shakeel Khan (U.D.C)Jamil Shah (N/Q)
Waseem Ahmad (UDC)
Zulfiqar Ahmad (TO.Exhib)M. Naseer Khan (Asstt)Khalid Jamil (N/Q)
Mrs Sumia Nadeem (AM-II)Bashir Khan (AM-I)Zahid Pervaiz (TO)Mureed Abbass (EO)Ghulam Bari (A-I/C)Haider Riaz (Asstt)M.Asad Ali Hashmi (UDC)Noor Muhammad (Drafty)
Naeer Ud Din(PA)Abdul
Latif(Drafty)
Marketing Operations
The export function started in POF for the first time in 1972-73 when Arms and Ammunition (A&A)
factory started exporting arms to OMAN and other friendly countries.
Functions of export sections:
To arrange exports of POF Products.
To have correspondence with DPD, Ministry of Defense.
To correspond with Pakistan embassies in foreign countries for export promotion.
To arrange supply of samples free of cost to prospective client after obtaining approval of POF
board.
To submit quarterly report to Ministry through FACF in respected of foreign exchange earrings
and its utilization.
To obtain information of price quoted by other manufactures for similar stores as exported by
POFs.
To initiate proposal and obtain Govt. approval for visits of POF delegation for exports
promotion to friendly countries.
To prepare up-to-date broachers for export items.
To obtain clearance of Ministry of Defense for inviting important dignitaries in connection with
sales of POF products.
PRE – CONTRACT SECTION:
This section of export department is responsible right from enquiry of any export order by a
client to its final confirmation. The procedure related to customers process and functioning of this
sections is given below;
PROCEDURE FOR CUSTOMER RELATED PROCESSES:
Purpose & Scope:
15
Te scope of this division and procedure is the execution of orders placed on POF by foreign clients to
their satisfaction. The procedure is only for export purpose.
Responsibilities:
Director export and G.M exports are responsible to control all activities of this procedure.
Procedure:
The requirement is received trough mail, telefax, e-mail or by other means are scrutinize by
Director export and G.M Export for specification required quantity on demand, country to whom the
store to be supplied and the delivery mode indicated by the client.
The delivery schedule of store is obtained by Director Export and G.M Export from
MPC/concerned head of the factories. Price approval (to be quoted) is obtained from Chairman POF
Board.
A regret message is sent by Director Export/G.M Export. If the items demanded are not within
the range of production manufacturing by POF.
In case the product specification do not exactly meet the POF specification, then a comparison
sheet is prepared by manager Export-I. with the help of concerned production manager of factory and
is sent to the customer for comment/acceptance, if so desired a sample of POF produced store supply
inspected by Q.C of that factory, is also sent for acceptance to the client.
A formal quotations is prepared Director Export and G.M Export as per format desired but the
client and then quotation register is prepared and forward it to the schedule, payment terms and other
condition of supply.
Recipient confirmed the order “Contract review form” is prepared by manager Export-I and
then forwarded to concerned production factories under the signature of Director and G.M Export
along with extract work order for under taking production.
Extract work order placed on production factory is recorded by Manager Export in extract
register the relevant information of order received is also recoded in the order register for the future
reference.
Then the production factory arranges for inspection testing & proofing as per relevant agreed .
Proofing of schedule the inspection testing & Proofing is carried out under the supervision of quality
16
assurance directorate. Director quality assurance may nominate his rep. to witness proofing. Results
are compiled by quality assurance directorate and quality assurance certificate is issued by the
department.
The consignment is dispatched to client by air/ sea by manager export-2 through store
department / office Karachi.
During the course of contract, if some changes are required to be done regarding order within
POF or by client it is mutually settled down by visit to each other premises and conveyed to manager
export and director export.
Separate order file comprising all correspondence including amendment is prepared for each
order.
To increase export earnings and market of POF's product there is a need to nominate agent
abroad. The criteria is as under;
Requests received for appointment abroad, This request is then sent to
concerned DA of that country for checking credentials and recommendations,
On the Receipt of recommendation the case is prepared and sent to
Chairman' POF Board for approval.
After getting chairman POF Board approval draft agreement is forwarded
To firm for their vetting.
On receipt of draft agency agreement (fear) agency agreement is prepared and
forwarded to the firms under thy signature of Director export.
POF is only mediator so it does not outsource any part of the product. However, when it is
needed at any time appropriate procedure will be added to the system,
RELATED DOCUMENTS:
1. Contract review form
2. Comparison sheet
3. Quotation
4. Quotation register
POST-CONTRACT SECTION:
This section is responsible for performing following activities;
Contract L/C
17
issuance of Export permit
PSI
Dispatching of Consignment
Dealing with freight issues and insurance matters,
ADMIN FINANCE (EXPORTS)
This department is responsible for facilitation of all sections of Exports including Pre-contract,
post-contract and marketing department.
Functions of Admin department:
Agents commission approval
Stevedoring.
General purchase
Payment of courier charges, transport expenses, insurance charges and also the payment of
trucking bills.
Receipts of payments.
MRO payment of commission.
Bank commission
Performance guarantee
Payment of Freight forward charges.
Maintenance of attendance register of export department’s staff.
Financial concurrence from FA department.
Any type of export payment is made by Admin.
Office purchase and gifts purchase for the foreign delegations is made by Admin.
Miscellaneous financial matters including payment to vendors.
MARKETING DEPARTMENT
Functions of Marketing department:
The main functions of marketing department are;
Arranging exhibitions inside and outside the country for products of POF including;
.Bridex in Brunei
18
.Desi in London
Ideas in Karachi
Promotion is done through mass communication, advertising, Events and customer relations.
While briefing to international delegations presentations are given by this department about
arms and weapons of POF.
Arrangement of joint ventures are also done through this department.
MARKETING STRATEGY:
As POF is dealing in dangerous goods so the marketing strategy used is Focused approach.
Focused Approach:
Focused approach is used in target countries through personal visits and presentations. The target
countries includes, Sri lanka, Saudi Arabia, Bangladesh, Bosnia, Turkey, Ukraine, Kenya, Lebanon,
Jamaica.
E-MARKETING:
The marketing department through interactive e-mail and websites contacts with its customers.
AGGRESSIVE MARKETING:
Aggressive marketing is done trough international exhibitions and trade visits.
MEDIA CAMPAIGN: Aggressive media campaign is regularized through international journals through
print and electronic media coverage. The following are the journal's used for media campaign;
Military technology
Janes defense weekly & Janes defense journal
Defense Publications
Show dailies in all expos
Asian military review
Regional defense journal
National events
MARKET EXPANSION:
The market expansion is done by adding new countries into focus including; Lebanon, Malta, West
indies, Spain, Belgium, Cote d' vorie, Jordan, Haiti, Kenya, Vietnam, Nepal, Uraguay.
COMPETITORS:
19
The main competitors of POF are Iran, Greece, Serbia, Romania, Yugosalavia, Turkey and China.
And POF is competing with these countries on the basis of Price, Quality, availability and delivery of
weapons.
INTERNATIONAL PRESENCE:
The International presence of POF is made by regular exhibitions in IDEX in Abu Dhabi, DSA,
Malaysia. IDEAS, Karachi. Eurosatory, France. IDEF, Turkey and DSEI, UK. And new expos and visits
includes Shot show in USA, Africa aerospace& defense in South Africa, Bridex 2009 in Brunei and trade
visits in Defense and security in Thailand.
EXIHIBITION FOCUS:
The exhibition's focus is on;
Showcasing of products and brand promotion.
Making new customers and generation of new inquiries.
Consolidating existing relationships and settlement of disputes.
Identifying new products for joint ventures.
Exposure to officers.
Due to, effect of marketing strategy the Export volume has been increased with increase market share
in international market.
20
STRUCTURE AND FUNCTION OF THE MIS DEPARTMENT
MIS department in POF Wah Cantt manages and updates a huge range of information
electronically.
MIS controls and manages different areas which are:
Software development
Networking
Hardware
Website
Database Administration (DBA)
Hardware
Two types of network media is being used here:
Fiber Optic
DSL
Software being used:
Oracle is being used as database management system. It is being used on large scale. There is a
huge database which is covering all the information of employees and factories under POF.
Developer is being used for programming and making graphical user interface (GUI).
However the payroll system uses COBOL, which is then converted to oracle in MIS.
Software Development Approaches:
There are two approaches of software development:
First approach is step wise approach in which each step of software development
process is performed by a different team. Each team is responsible of performing a
particular step for each module.
21
Second approach is module wise approach in which a project is divided into different
modules and each module is assigned to a different team. All the steps e.g. analysis,
implementation, testing of that module are accomplished by that team.
MIS Dept Is Using Second Approach i-e Module Wise Approach.
Areas covered by different modules are:
Personnel
Inventory
Web
Database Administration
Hardware
Networking
22
WAH INDUSTRIES LIMITED
Pofs provide different commercial product according to need of different organizations of
Pakistan by name of wah industries limited (WIL).
Introduction:
Wah Industries Limited (WIL) is a public limited company incorporated under the companies’
ordinance, 1984. Established in 1958.WIL is engaged in the production of 12 Bore Shaheen
Cartridges and marketing of a wide variety of engineering products and chemicals, produced by
POF according to international standards and quality, at competitive rates. It’s PRIDE PRODUCT
of excellent quality and is popular with Pakistani hunters is the well known 12-Bore ammunition
marketed under the brand name “SHAHEEN” cartridges. The high quality of new varieties
“SHAHEEN SUPER” and “SHAHEEN EXCEL” in shot No.4, 6 & 8 have also been marketed. They are
also the sole agents for selling Civil Products manufactured by Pakistan Ordnance Factories.
They are manufacturing/supplying the following wide variety of products/services according to
buyer’s requirements:
12-Bore SHAHEEN Cartridges in Shot No. 4,5,6,7,8,9,BB,AAA,SG and LG with 31 gm game load.
12-Bore trap/skeet cartridges in Shot No. 7 & 9 with 24 gm competition load.
12-Bore Shaheen Super and Shaheen Excel (Extra Long Length) cartridges in shot No.4,6
& 8 with 16mm long head ,imported primer and 36 gm game load.
Mild Steel, medium carbon Steel & Aluminium Ingots.
Iron/Steel Castings and forgings.
Carbide Tips, Tools, Gauges, Moulds, Dies and other Tool Room facilities.
Brass/Copper Sheets, Strips, Rods, Pipes, Wires and Profile Shapes in any required size &
quantity.
Copper Pipes for Refrigeration, Air Conditioning and Sugar Industry.
Chilled Iron Shots/grit (Round/Crushed).
23
Industrial Chemicals & Explosives i.e. Nitric Acid, Acetone & Nitrocellulose,
Nitroglycerine, etc.
Pakistan National Flags.
Testing/Analysis of ferrous & non-ferrous materials, refractory materials, paints,
lubricating oils and greases.
Repairs and calibration of pyrometers and hardness testing machines.
Apart from the above, absolete/surplus stores and scrap (Brass, Aluminium, Steel, and Wood
etc.) generated as by-products in Pakistan Ordnance Factories, are also disposed off by WIL
through open public tenders/auctions.
Objective
The prime objective of the Establishment of Wah Industries Ltd is to utilize the surplus
production capacity of POF to meet the civil sector requirements. This procedure is introduced
to regulate the sale of civil production items.
Authority
WIL has been appointed sole selling agent of POF’s products in accordance with agreement on
5th March, 1962 between POF and WIL. WIL is a commercial enterprise of POF and is
incorporated under companies Ordinance 1984,Registered as a public company and functions
with in the preview of the memorandum and articles of Association and Companies Ordinance
to achieve its objectives.
The marketing Environment:
The matching process of company’s capability and customer wants takes place in what we can
call the marketing environment. The most obvious ingredient of the marketing environment is
our competitors who play vital role. WIL has wide range of Products i.e industrial, commercial ,
Arms and Ammo that’s why we use different modes to monitor our competitors indicated as
below:
Marketing research24
Questionnaire survey
Public data base
Telephone research
Face to face research
External data sources
Wah Industries Limited use different Channels of distribution to address target customer’s
need.
1. WIL Customers(Direct)
2. WIL Post Office Customer(mail order)
3. WIL Agents Customers.
WIL core competencies as compared to other business sectors
Pricing
Packing
Features
After sale service
Delivery
Quality improvement
PROCUREMENT & STORE DEPARTMENT
The purpose and scope of purchase department is to arrange procurement for common use
items, for store i-e plant & machinery, material and tools etc. Which are available or can be
developed indigenously from trade by central purchase department (CPM). The Procurement
and Store Department has the following wings to proceeds the systematic working of the
department:
1. Purchase I
2. Purchase II
3. Purchase III
Other wings to supplement the working of P & S of departments are as under:
25
Firms Registration Cell
Cash Purchase Cell
Budget Cell
Store Verification Cell
PURCHASE- I
Purchase-I deals with the purchase of common use items of the all factories, as for the specific
material all factories have their own purchase department at their disposal. P-I only handled
with common use item of the all factories.
Purchase-I usually deals with the purchase of goods like:
Cement, Computer, Steel tools, Batteries, Spare parts of cars Furniture, Carpet, Glass, Bells,
Firefighting equipment and Ball bearing etc.
PURCHASE -II
Purchase -II usually handled the purchase process of the chemical and necessary production
processing materials. Purchase-II covers the following objects:
Lubricants, Oil, Petrol, Desial, Coarsen oil, Furnace oil, Chemical, Gasses, Paints, Safety
equipment, Electrical items and Pipes.
PURCHASE -III
This department usually handled the purchase procedure of foreign purchase. Thing comes
under this department is technology based machinery, plant that usually not available in the
local market and if available price of that plant is too much high that is why purchase is being
made by the foreign companies .the procedure is usually very simple not involve too much
paper work.
FIRM REGISTRATION CELL
For the quality assurance the department has its separate cell dealing with the registration of
the firms apply for the taking contracts or for taking tender it is necessary as department does
not publicly advertised these tenders as firms themselves apply for the tender as per quotation
are demanded.
26
MAIN FINANCE DEPARTMENT:
Finance section commonly known as main cash office is one of the section functioning under
deputy director personnel management in director administration department.
Its major role relates with cash management because it acts as pay master for public fund, It
also maintains non public fund accounts through main cash office but here also basic role is the
same like as release of payment on receipt of approval from competent financial authority
(CFA).audit teams of CMA carryout periodically audit of public fund accounts of main cash
office, however for non-public fund accounts ,maintained by the main cash office, independent
quarterly audit is arranged by engaging an Asstt.manager of cash office other than that of
director administration department of CMA. Accounting department is separate to finance
department. POF work for the welfare of employees so its working is different from private and
public sector and it is non profit organization.
Director Admin department control the budget of the following centralized groups but has no
administrative control over the expenditure incurred by the centralized groups.
1. Chairman POF board
2. Member production coordination
3. Production coordination
4. Director and member POF board
5. Central purchase and stores
6. Secretary POF board
7. Planning and budget
8. Public relations department
9. Director civil works
10. Quality assurance
11. Inspection department
27
12. OFLS Karachi
13. TLO Lahore
14.MIS
15. 699 FIU
Functions:
Main cash office performs the following three functions:
1 Paymaster for public fund
2 Maintenance of non-public fund
3 Maintenance of financial discipline
As clarified in the beginning, the primary and major role of main cash office is as pay master for
public fund. Thus as paymaster it arranges following payment in respect of employees of
director adman department centralized groups ,salary of staff/officers, wages of workmen,
TA/DA ,overtime ,night shift refreshment ,final payment ,TPT &miscellaneous grant. On receipt
of payment instruction in the form of cheque slip the amount is released on proper
documentation.
Maintenance of non public accounts
So far Maintenance of non public accounts is concerned, main cash office acts as custodian of
following non public accounts:
1. Chairman POF board special fund
2. POF special fund
3. Central welfare fund
4. Group welfare fund
5. Central sports fund
6. Al-behbood shopping plaza fund.
Non-public funds are non auditable and are maintained on the pattern of regimental funds.
28
Maintenance of financial discipline:
On the ‘financial discipline’ side, main cash office is responsible for arranging: Quarterly audit of
non-public funds (group welfare fund &group sports fund) of all the factories/groups. The
objective of reviewing the financial transactions and control of public resources is to safeguard
the interest of organization. Main finance conduct audit of non public fund and audit of public
fund conduct by CMA .the audit reports of all the factories, along with observations
/recommendations of the audit teams are submitted by main cash office, in a consolidated
form, to chairman POF board for information .thereafter, the instruction of the chairman are
communicated to the concerned heads of department for rectification etc.
Budget department:
One of the most difficult tasks facing today’s manager is planning for the future in a world
where in business conditions take place continuously. Major currencies rise and fall, prices of
raw material suddenly rise and sources of supply become unpredictable .the best way to
prepare for changing business conditions is to devise a framework that contains a specific plan.
But is sufficiently flexible to allow adaptation to unforeseen changes .this is precisely what a
well designed budgetary system does.
Budgeting performs two vital management functions:
1 It formulates a comprehensive future plan of action
2 It compares actual results with the predetermined plan
Thus planning and control, two primary functions of management, are also essential features of
budgeting process.
POFs is an industrial organization under the federal govt. its budget is prepared on the basis of
production programmed for a particular year. All the primary controlling authorities as detailed
below are associated and the budget is prepared with their participation:
1 POF gadwal
2 POF sanjwal
3 POF havellian
4 Explosives factory
29
5 S.A.A factory
6 R & D
7 Brass mill
8 Filling factory
9 Machine gun factory etc
Administration Department:
Mr. Walayat khan the Establishment officer attended me in administration department.
He told us about the functions of administration department is to coordinate all departments.
The duties of administration department are as follows:
Disposal of all matter / demand of POF association
Fee concession
WEC (3 seats in each department)
Family medical card
Consumable item (soap, towel)
Declaration of assets
Audit check reply
Umrah package
Sub departments of administration department:
These are the further sub departments of administration department
Central welfare department
OF-I/A-II Section
Publication section
Admin General
Functions of central welfare:
Main functions of main welfare department can be summarized as under:-
1. Arrangement of all official functions.
2. Formulation of policies regarding welfare of POF employees.30
3. Proceeding of applications received regarding financial assistance from POF
employees and non-POF as well.
4. Arrangements in connection with transportation of School College going
sons/daughters/wives of POF employees to various educational institutions of
Rawalpindi, Islamabad, Hassanabdal etc.
5. Arrangements of honorarium and connection with blood donation (Rs. 400/-), re-
imbursement of cost of spectacles (Rs. 350/-)
6. Supervision of C-04 canteen.
7. Admission of children of POF employees in various schools at Wah and Rawalpindi.
8. Supervision of reaction center in 10 area and 19 area signalmen barracks.
9. Issue of Urdu khabarnama regarding policies of POF.
10. Arrangement regarding payment of death grant Rs. 50,000/-
11. Arrangements of sending two employees in hajj in POF expense every year.
12.Management of official masques i.e. Central Jamia Mosque, 27-area mosque and
ordnance house.
13.Matters of mosque in estate area like extension etc.
14. Provision of transport to Christian/other employees on religious function.
15. Arrangements in connection with Moharram.
16. Arrangements for deposit of Sui gas bills.
31
Human Resource Department:
Here by human resource department is on duty to recruit new and most eligible persons for the
perfect job. The processes by which management ensures that it has the right personnel, who
are capable of completing those tasks that help the organization, reach its objectives. Another
par of the current assessment is the job analysis.
Human resource planning can be condensed into three steps.
1. Assessing current human resources.
2. Assessing future human resource needs.
3. Developing a program to meet future.
HRP PROCESS
Major steps in the Human resource planning process are to ascertain:-
1. Goals and plans of organization
2. Current human resources situation
3. Human resource forecast
4. Implementation programs
5. Audit and adjustment
FORECASTING HR REQUIREMENTS
Forecasting of HR requirements, at POF is made on the following parameters:-
Staffing Level
Number of employees needed to meet the strategic plans of the POF.
Staffing Mix
There are following categories of working staff in POF as mentioned below:-
Executives
Officers
Clerical staff
Non-clerical staff
32
Organization and Job Design
Proposed projects for launching as per the future requirements.
3. Action Plans
Staffing authorizations
The Regional office is authorized to hire employees by
outsourced company’s e.g. Security guards, Janitorial services,
Sales & Marketing staff.
Recruitment
All the new recruitments on permanent basis is made according to the laid down procedure
and policies at Head Office Level. So, all the major decisions are taken by the Senior
Executive management of the bank regarding recruitment of permanent staff.
However, recommendations / suggestions are taken by the Head Office from Regional
Offices time to time.
Promotion & Transfer
Normally after every 03 years Promotion / Move-over is given to the employees on the basis of
their ACRs (Annual Confidential Reports), performance reports, recommendations, seniority
and so on.
Organizational changes
As per the requirement of the bank, organizational changes are also taken whenever bank
management feels the changes necessary for the bank.
Training & Development
Training & Development is necessary to equip the employees with new technologies. It’s also
helpful for career growth and development. Employees learn and develop new skills, or areas
of development in new Techniques and latest information, so that, after the necessary training
on specific fields, better & accurate functions and operations may be executed in the bank.
33
Recruitment Planning
Recruitment begins with a clear specification of
1. The number of people needed through HR Forecast
2. When they are needed
Compensation & Benefits
Compensation and benefits are given to employees.
Labor Relations
The information for job analysis is better for both management and unions for resolving
disputes.
Short-fall/weakness
Strengths:
1. POF always followed its customer’s needs and thus providing quality services to
its customers.
2. POF has built its strong association with many local and foreign organizations.
3. POF has well established performance evaluation process of employees to
enhance their performance level.
4. Motivational programs are held to make employee`s more productive.
5. Security system of POF is excellent, because of highly sensitive area.
Weakness:
1. Employees are not so much productive to encounter new challenge.
2. There is so much manual work (paper work) instead of computerized work.
3. POF has no Accounts department to handle accounting matters.
34
Opportunities:
1. Research and Development projects have been undertaken to minimize the
dependence of foreign suppliers.
2. The Factories in POF employee some of the latest state of the are processes,
including computerized numerical controlled machines and flexible
manufacturing systems.
3. Auditing process must be strong in order to make the employees more beneficial
for POF.
Threats:
1. Chinese goods have a negative impact on POFs production due to cheapness. It
is challenge for POF to reduce the cost of production.
2. Departments are centralized but there is no centralized database, this may
reduce the productivity and time consuming as well.
35
Conclusion
No doubt the POF is organization but the working substances are the human beings. It
goes with out saying that Human resources are the most important in the organization and so
does the Human Resource Department. It integrates all the activities and functions of the bank
like job analysis, recruitment, staffing, training, designing compensation package and
employees appraisal system.
Human Resource Department plays the key role in the hiring, retention, motivation and
promotion of the employees. Actually it assigns the specified duties to the specified persons in
this age of specialization.
Human Resource manager should be well versed and confident in his field. He should be
humane, well natured and have go face reading capabilities. All this ensures his success. He
should be of the notion “victory is not the everything but the way of fighting is”.
Suggestions & recommendation
As for as strategy planning is concurred POFs management is doing very good job. How ever there is a
need of a strategy to change the corporate culture which can lead POFs to make an organization of
international level.
Reference & sources
www.pof.gov.pk
36