telephone industries of pakistan internship report minhas
DESCRIPTION
HRMTRANSCRIPT
INTERNSHIP REPORT
TELEPHONE INDUSTRIES OF PAKISTAN
Submitted By
Haider Ali Minhas
REGNoMBA-HRP-2201
Supervised By
Sir Mehfooz Ali
Department of Management Sciences
Hazara University Haripur Campus 2010-2012
TELEPHONE INDUSTRIES OF PAKISTAN
(PERSONNAL amp ADMINISTRATION DEPARTMENT)
Started 8082012
INTERNSHIP REPORT
Specialization Human Resource Management
Supervised By Mehfooz Ali
Submitted to
Department of Business Administration
Submitted by
Name Haider Ali Minhas
Roll 2201-HRP
Registration REGNoMBA-HRP-2201
Email Address haiderminhasgmailcom
Mailing Address House No1919 Mohallah Ramzani Haripur
Contact +923465615580
Date of Submission
INTERNSHIP TIP HAIDER ALI MINHAS
2
INTERNSHIP REPORT
ON
Telephone Industries Of Pakistan HaripurAPPROVAL SHEET
I certify that i have read this internship report on rdquo Telephone Industries
Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work
meets the criteria for approving a internship report in partial fulfillment of
the requirement for the MBA at Hazara University
SUPERVISED BY
Name MAHFOOZ ALI
Signature
Designation Lecturer Haripur University
DEPATMENT OF MANAGEMENT SCIENCESHAZARA UNIVERSITY HARIPUR CAMPUS
INTERNSHIP TIP HAIDER ALI MINHAS
3
CERTIFICATE OF INTERNSHIP TRAINING
INTERNSHIP TIP HAIDER ALI MINHAS
4
ContentsAPPROVAL SHEET3
DEPATMENT OF MANAGEMENT SCIENCES3
CERTIFICATE OF INTERNSHIP TRAINING4
ldquoACKNOWLEDGEMENTrdquo8
DEDICATION9
EXECUTIVE SUMMARY10
Chapter 113
Objective Of The Internship13
Background Of Study13
Purpose Of Study14
Scope of study14
Methodology of the report15
Scheme of the Report16
Chapter Two17
Telephone industries of pakistan17
History of TIP17
Mission18
vision19
Ceo message19
Organizational structure of TIP19
TOP MANAGEMENT21
Nature of Organization21
Services provided by TIP21
General Product Division22
Digital Switching Unit23
Branches or Offices23
Code of Ethics-24
Dress Code-24
Timing and Attendance-24
INTERNSHIP TIP HAIDER ALI MINHAS
5
Finance amp Personal Division25
Chapter three27
Personal and Administration Department (HRM)27
Human Resource Department34
Recruitment and Selection37
The Selection Process39
Training and Development41
Compensation and Benefits42
Retirement Of Employees44
Disciplinary Policy44
Social Security and Welfare Fund44
CAREER PLANNING CELL45
Career Planning45
Performance appraisal45
Performance appraisal process46
FUNCTIONS OF PERSONNEL DEPTT47
PERSONNEL (HR) DEPARTMENT FUNCTIONs47
Maintenance of personnel files47
Correspondence47
Pay Scale and Fixation48
PENSION AND WELFARE SECTION48
Welfare Section48
Functions of Welfare Section48
PENSION SECTION49
Chapter No 450
SWOT ANALYSIS OF TIP50
STRENGTHS50
WEAKNESSES51
OPPORTUNITIES51
THREATS52
CRITICAL ANALYSIS53
LACK OF MOTIVATION53
INTERNSHIP TIP HAIDER ALI MINHAS
6
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
TELEPHONE INDUSTRIES OF PAKISTAN
(PERSONNAL amp ADMINISTRATION DEPARTMENT)
Started 8082012
INTERNSHIP REPORT
Specialization Human Resource Management
Supervised By Mehfooz Ali
Submitted to
Department of Business Administration
Submitted by
Name Haider Ali Minhas
Roll 2201-HRP
Registration REGNoMBA-HRP-2201
Email Address haiderminhasgmailcom
Mailing Address House No1919 Mohallah Ramzani Haripur
Contact +923465615580
Date of Submission
INTERNSHIP TIP HAIDER ALI MINHAS
2
INTERNSHIP REPORT
ON
Telephone Industries Of Pakistan HaripurAPPROVAL SHEET
I certify that i have read this internship report on rdquo Telephone Industries
Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work
meets the criteria for approving a internship report in partial fulfillment of
the requirement for the MBA at Hazara University
SUPERVISED BY
Name MAHFOOZ ALI
Signature
Designation Lecturer Haripur University
DEPATMENT OF MANAGEMENT SCIENCESHAZARA UNIVERSITY HARIPUR CAMPUS
INTERNSHIP TIP HAIDER ALI MINHAS
3
CERTIFICATE OF INTERNSHIP TRAINING
INTERNSHIP TIP HAIDER ALI MINHAS
4
ContentsAPPROVAL SHEET3
DEPATMENT OF MANAGEMENT SCIENCES3
CERTIFICATE OF INTERNSHIP TRAINING4
ldquoACKNOWLEDGEMENTrdquo8
DEDICATION9
EXECUTIVE SUMMARY10
Chapter 113
Objective Of The Internship13
Background Of Study13
Purpose Of Study14
Scope of study14
Methodology of the report15
Scheme of the Report16
Chapter Two17
Telephone industries of pakistan17
History of TIP17
Mission18
vision19
Ceo message19
Organizational structure of TIP19
TOP MANAGEMENT21
Nature of Organization21
Services provided by TIP21
General Product Division22
Digital Switching Unit23
Branches or Offices23
Code of Ethics-24
Dress Code-24
Timing and Attendance-24
INTERNSHIP TIP HAIDER ALI MINHAS
5
Finance amp Personal Division25
Chapter three27
Personal and Administration Department (HRM)27
Human Resource Department34
Recruitment and Selection37
The Selection Process39
Training and Development41
Compensation and Benefits42
Retirement Of Employees44
Disciplinary Policy44
Social Security and Welfare Fund44
CAREER PLANNING CELL45
Career Planning45
Performance appraisal45
Performance appraisal process46
FUNCTIONS OF PERSONNEL DEPTT47
PERSONNEL (HR) DEPARTMENT FUNCTIONs47
Maintenance of personnel files47
Correspondence47
Pay Scale and Fixation48
PENSION AND WELFARE SECTION48
Welfare Section48
Functions of Welfare Section48
PENSION SECTION49
Chapter No 450
SWOT ANALYSIS OF TIP50
STRENGTHS50
WEAKNESSES51
OPPORTUNITIES51
THREATS52
CRITICAL ANALYSIS53
LACK OF MOTIVATION53
INTERNSHIP TIP HAIDER ALI MINHAS
6
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
INTERNSHIP REPORT
ON
Telephone Industries Of Pakistan HaripurAPPROVAL SHEET
I certify that i have read this internship report on rdquo Telephone Industries
Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work
meets the criteria for approving a internship report in partial fulfillment of
the requirement for the MBA at Hazara University
SUPERVISED BY
Name MAHFOOZ ALI
Signature
Designation Lecturer Haripur University
DEPATMENT OF MANAGEMENT SCIENCESHAZARA UNIVERSITY HARIPUR CAMPUS
INTERNSHIP TIP HAIDER ALI MINHAS
3
CERTIFICATE OF INTERNSHIP TRAINING
INTERNSHIP TIP HAIDER ALI MINHAS
4
ContentsAPPROVAL SHEET3
DEPATMENT OF MANAGEMENT SCIENCES3
CERTIFICATE OF INTERNSHIP TRAINING4
ldquoACKNOWLEDGEMENTrdquo8
DEDICATION9
EXECUTIVE SUMMARY10
Chapter 113
Objective Of The Internship13
Background Of Study13
Purpose Of Study14
Scope of study14
Methodology of the report15
Scheme of the Report16
Chapter Two17
Telephone industries of pakistan17
History of TIP17
Mission18
vision19
Ceo message19
Organizational structure of TIP19
TOP MANAGEMENT21
Nature of Organization21
Services provided by TIP21
General Product Division22
Digital Switching Unit23
Branches or Offices23
Code of Ethics-24
Dress Code-24
Timing and Attendance-24
INTERNSHIP TIP HAIDER ALI MINHAS
5
Finance amp Personal Division25
Chapter three27
Personal and Administration Department (HRM)27
Human Resource Department34
Recruitment and Selection37
The Selection Process39
Training and Development41
Compensation and Benefits42
Retirement Of Employees44
Disciplinary Policy44
Social Security and Welfare Fund44
CAREER PLANNING CELL45
Career Planning45
Performance appraisal45
Performance appraisal process46
FUNCTIONS OF PERSONNEL DEPTT47
PERSONNEL (HR) DEPARTMENT FUNCTIONs47
Maintenance of personnel files47
Correspondence47
Pay Scale and Fixation48
PENSION AND WELFARE SECTION48
Welfare Section48
Functions of Welfare Section48
PENSION SECTION49
Chapter No 450
SWOT ANALYSIS OF TIP50
STRENGTHS50
WEAKNESSES51
OPPORTUNITIES51
THREATS52
CRITICAL ANALYSIS53
LACK OF MOTIVATION53
INTERNSHIP TIP HAIDER ALI MINHAS
6
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
CERTIFICATE OF INTERNSHIP TRAINING
INTERNSHIP TIP HAIDER ALI MINHAS
4
ContentsAPPROVAL SHEET3
DEPATMENT OF MANAGEMENT SCIENCES3
CERTIFICATE OF INTERNSHIP TRAINING4
ldquoACKNOWLEDGEMENTrdquo8
DEDICATION9
EXECUTIVE SUMMARY10
Chapter 113
Objective Of The Internship13
Background Of Study13
Purpose Of Study14
Scope of study14
Methodology of the report15
Scheme of the Report16
Chapter Two17
Telephone industries of pakistan17
History of TIP17
Mission18
vision19
Ceo message19
Organizational structure of TIP19
TOP MANAGEMENT21
Nature of Organization21
Services provided by TIP21
General Product Division22
Digital Switching Unit23
Branches or Offices23
Code of Ethics-24
Dress Code-24
Timing and Attendance-24
INTERNSHIP TIP HAIDER ALI MINHAS
5
Finance amp Personal Division25
Chapter three27
Personal and Administration Department (HRM)27
Human Resource Department34
Recruitment and Selection37
The Selection Process39
Training and Development41
Compensation and Benefits42
Retirement Of Employees44
Disciplinary Policy44
Social Security and Welfare Fund44
CAREER PLANNING CELL45
Career Planning45
Performance appraisal45
Performance appraisal process46
FUNCTIONS OF PERSONNEL DEPTT47
PERSONNEL (HR) DEPARTMENT FUNCTIONs47
Maintenance of personnel files47
Correspondence47
Pay Scale and Fixation48
PENSION AND WELFARE SECTION48
Welfare Section48
Functions of Welfare Section48
PENSION SECTION49
Chapter No 450
SWOT ANALYSIS OF TIP50
STRENGTHS50
WEAKNESSES51
OPPORTUNITIES51
THREATS52
CRITICAL ANALYSIS53
LACK OF MOTIVATION53
INTERNSHIP TIP HAIDER ALI MINHAS
6
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
ContentsAPPROVAL SHEET3
DEPATMENT OF MANAGEMENT SCIENCES3
CERTIFICATE OF INTERNSHIP TRAINING4
ldquoACKNOWLEDGEMENTrdquo8
DEDICATION9
EXECUTIVE SUMMARY10
Chapter 113
Objective Of The Internship13
Background Of Study13
Purpose Of Study14
Scope of study14
Methodology of the report15
Scheme of the Report16
Chapter Two17
Telephone industries of pakistan17
History of TIP17
Mission18
vision19
Ceo message19
Organizational structure of TIP19
TOP MANAGEMENT21
Nature of Organization21
Services provided by TIP21
General Product Division22
Digital Switching Unit23
Branches or Offices23
Code of Ethics-24
Dress Code-24
Timing and Attendance-24
INTERNSHIP TIP HAIDER ALI MINHAS
5
Finance amp Personal Division25
Chapter three27
Personal and Administration Department (HRM)27
Human Resource Department34
Recruitment and Selection37
The Selection Process39
Training and Development41
Compensation and Benefits42
Retirement Of Employees44
Disciplinary Policy44
Social Security and Welfare Fund44
CAREER PLANNING CELL45
Career Planning45
Performance appraisal45
Performance appraisal process46
FUNCTIONS OF PERSONNEL DEPTT47
PERSONNEL (HR) DEPARTMENT FUNCTIONs47
Maintenance of personnel files47
Correspondence47
Pay Scale and Fixation48
PENSION AND WELFARE SECTION48
Welfare Section48
Functions of Welfare Section48
PENSION SECTION49
Chapter No 450
SWOT ANALYSIS OF TIP50
STRENGTHS50
WEAKNESSES51
OPPORTUNITIES51
THREATS52
CRITICAL ANALYSIS53
LACK OF MOTIVATION53
INTERNSHIP TIP HAIDER ALI MINHAS
6
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Finance amp Personal Division25
Chapter three27
Personal and Administration Department (HRM)27
Human Resource Department34
Recruitment and Selection37
The Selection Process39
Training and Development41
Compensation and Benefits42
Retirement Of Employees44
Disciplinary Policy44
Social Security and Welfare Fund44
CAREER PLANNING CELL45
Career Planning45
Performance appraisal45
Performance appraisal process46
FUNCTIONS OF PERSONNEL DEPTT47
PERSONNEL (HR) DEPARTMENT FUNCTIONs47
Maintenance of personnel files47
Correspondence47
Pay Scale and Fixation48
PENSION AND WELFARE SECTION48
Welfare Section48
Functions of Welfare Section48
PENSION SECTION49
Chapter No 450
SWOT ANALYSIS OF TIP50
STRENGTHS50
WEAKNESSES51
OPPORTUNITIES51
THREATS52
CRITICAL ANALYSIS53
LACK OF MOTIVATION53
INTERNSHIP TIP HAIDER ALI MINHAS
6
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
LACK OF JOB ANALYSIS AND EVALUATION54
FINANCIAL ANALYSIS54
OBSERVATION FINDINGS AND RECOMMENDATION55
Main Findings55
OBSERVATION56
RECOMMENDATION57
CONCLUSION64
BIBLOGRAPHYError Bookmark not defined
PLAGIARISM REPORT 67
INTERNSHIP TIP HAIDER ALI MINHAS
7
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
ldquoACKNOWLEDGEMENTrdquo
ldquoIn the Name of Allah most Merciful and most Beneficent rsquorsquo
First and foremost I would like to express my thanks to God because of His love and strength that He has given to me to finish this logbook as my internship report I do thank for His blessings to my daily life good health healthy mind and good ideasThis internship report is important to fullfill part of the programme criteria that is a requirement to fulfill the masters Program in management sciences with telephone industries of pakistan I thank to those who have supported me to perform the job training up to carrying out this report In scripting this report i was guided by my experience knowledge and interest in the specialization field ldquoHRMrdquo
Hereby I want to give my special thanks to
Sir Mehfooz - excellence in supervision and devotion to inspired during my intership Without his untiring assistance direction encouragement comments suggestions continuous guidance support ideas and constructive criticism throughout this internship this internship program could not be well
Teachers - my beloved lecturers for their kindness advice knowledge patience and time to teachings to be more confident person that I am going to use in work world
Friends - Special thanks to all my friends for sharing their experiences time and commitment especially during finishing this internship program I am grateful because I have a lot of friends were helps and support me throughout the course of completing the internship program
INTERNSHIP TIP HAIDER ALI MINHAS
8
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
DEDICATION
I dedicate this report to my parents who always loved me to my teachers who have been my source of inspiration my siblings and finally my friends who have always supported and encouraged me in my endeavourrsquos amp all those who have soft corner for me in their hearts
INTERNSHIP TIP HAIDER ALI MINHAS
9
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
EXECUTIVE SUMMARY
TIP was established to meet the requirements of Telecommunication Switching Equipment of
the country Itrsquos aim is to plan produce install test and commission the telephone exchanges
and supply telephone instruments
Telephone Industries of Pakistan Haripur is the result of the efforts done to promote and
spread telecommunication in the country and to minimize the dependence on foreign
countries The industry was established in 1953 in collaboration with SIEMENS Germany at
Haripur Hazara (KPK) and since its establishments it has contributed alot to the development
of telecommunication in the country
This internship report on the Telephone Industries of Pakistan (TIP) Haripur is written to fulfill
the requirements of MBA course The reports cover all the departments of the TIP but focuses
mainly on the Personnal amp Administration Department ( PampA )
TIP have machinery for the production of many different products but most of this machinery
is technologically old and needs extra time and efforts for production Due to this reason its
cost of goods sold is increasing which has resulted in the decrease in its profitTelephone
industries of Pakistan has huge production capacity but it has never produced at its full capacity
due to which its per unit cost is high The financial position of the TIP is not sound enough all
the indicators like liquidity profitability and the solvency are showing the bad financial position
of the TIP
TIP has been involved in research and development (R amp D ) but the organization has never
been able to capture so much capable resources (human amp physical) to introduce the best
quality products at the cheaper rates Personnel department of the telephone industries of
Pakistan has got some very devoted and skilled employees and workers but they are not
sufficient enough to meet the demands of such a large organization therefore it is very
difficult for the organization to employ its limited staff on new the development projects The
managers at the top and middle level are not controlling the employees efficiently and have
INTERNSHIP TIP HAIDER ALI MINHAS
10
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
developed a culture in which there is no motivation and role modeling of the superiors and no
share of the subordinates in the Decision Making process
Following recommendations are given to improve the performance of TIP
There is need for Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become profitable for the
organization This is necessary for the long-term survival of the organization and for decreasing
long term marginal cost
Telephone industries of Pakistan are unable to take all the orders from Pakistan
Telecommunication Company Limited Now PTCL purchases its products by calling tenders or
quotations in which TIP participates as a member Many a time TIP is unable to receive the
orders because the other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order from its sister
concern PTCLIn the downsizing operation a lot of loyal and skilled workers and engineers left
the organization TIP should try to retain the remaining skilled and devoted employees and
workers because the workers are the most powerful asset of any organization and at difficult
times the organization needs the people who are more committed and loyal to the
organization
TIP should also change its organizational culture The existing culture in which there is no
motivation no job rotation and employees development should be changed for a better
culture in which there should be good and effective communication motivation and feedback
for the employees It is necessary for the betterment of the organization for the achievement
of the organizational goals for the reduction of cost and expenses and for increasing the
efficiency of the workers and profit as well TIP should show the actual and fair picture of its
financial statements according to the rules and regulations of International Accounting
Standards It should also show all the necessary information in which the stakeholders are
interested
Telephone Industries of Pakistan totally depended upon only one buyer ie PTCL and sold all of
INTERNSHIP TIP HAIDER ALI MINHAS
11
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
its products on it This is not good policy and TIP has suffered a lot because of it TIP should
expand its business beyond PTCL and should try to find out new markets for its productsFor
expanding the market it is necessary for Telephone Industries of Pakistan to evolve effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
12
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Chapter 1
Objective Of The Internship
Management students are always required to undergo the internship program of six to eight
weeks in national or an international organization So it is the academic requirement to justify
the MBA program Being the student of Business Administration it was an essential need to
undergo any organization for the internship program of required given period It is the better
for any student to join any well known organization to enhance hisher knowledge skills and
attitudes Thatrsquos why I decided to join the well reputed organization that is TIP (Telephone
industries of Pakistan) that makes the fruit full for me as HR manager in the future The
Telephone Industries of Pakistan (TIP) Haripur-Hazara
The present report is about this factory the TIP It is based mainly on a six
weeks Internship in TIP
Background Of Study
At the time of independence Pakistan had almost no industries and
infrastructure The economy was mainly dependent on agriculture but this
sector was also underdeveloped and was using the old techniques which
were time consuming and less productive Due to these and many other
reasons the development of industrial sector has remained the top priority
of all the governments
Industries of Pakistan (TIP) established in 1952 as a private limited company
in the public sector to produce telecommunication equipment in Pakistan in
Haripur Hazara in the province of Khyber Pakhtoonkhwa (KPK) This was
one of the largest factories of Pakistan with diverse production facilities but
INTERNSHIP TIP HAIDER ALI MINHAS
13
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
the management of TIP could never be efficient enough to utilize the
resources up to their full extent So the industry which emerged as a great
asset of Khyber Pakhtoonkhwa could not contribute its due share to the
economy and general well-being of the province and the country
The company is a joint venture of Pakistan Telecommunication Company
Limited (PTCL) and Siemens GermanyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are
nominated by the Government of Pakistan while 2-members are nominated
by MS Siemens AG Germany The administrative responsibility rests with
the Federal Ministry of Science amp Technology Government of Pakistan TIP is
a complex with more than 800 employees amp workers The factory is built on
total area of about 150000 sq meters having covered area of nearly 63000
sq meters comprising of 5-buildingblocksThe present authorized Capital of
the Company is Rs1000 million 70 shares held by PTCL and 30 by
Siemens AG Germany
Purpose Of Study
Purpose of the study was to convert the knowledge gained in the internship into theoretical
form
This study attempts to
Provide an overview of the TIP
Analyze TIP management structuresystem
Analyze Tip Personnal amp Administration Department
Appraise the organizations performance
Recommend policies measures for making the organization more
viable
INTERNSHIP TIP HAIDER ALI MINHAS
14
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Scope of study
This work is an effort to introduce the Telephone Industries of Pakistan in
terms of its recent and past performance This can be very useful for those
interested in knowing about the organization in terms of its history and
performance
The performance has further been analyzed by using different techniques
This analysis gives a true picture of the organization and shows its strengths
and weaknesses The people interested in this organization can make a true
image of the organization in their mind by reading it It can also be helpful
for the management of TIP who can easily know about their strengths and
weaknesses
The opportunities for the organization and the threats it faces have also
been discussed and these have been used to make the recommendations for
the improvement of the performance These recommendations can be very
helpful for the top managers of the organization to remove the defects and
to improve the performance
Methodology of the report
Data can be collected in the various ways which are as follow
Primary data
Secondary data
The report is based on my six weeks internship program in TIP of Pakistan
The methodology reported for collection of data is secondary data The main
source of information is my personal observation during work with staff and
having discussion with them
INTERNSHIP TIP HAIDER ALI MINHAS
15
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Following secondary sources for data collection have been used for this report
Brochures
Companyrsquos orientation manual
Factorys Articles and Memorandum of Association
Internship Reports and assignments written on TIP in the past
Internet
Scheme of the Report
The scheme of the report is in such a way that
Chapter One
Gives brief objectives of reportbackground purpose scope methodology amp
scheme
Chapter Two
Gives an overview of the organizational structure of TIP
Chapter Three
Is about Personal and Administration Department ( Human Resource
Management ) About its functions amp strategies followed by the TIP
Chapter Four
Critical Analysis amp feasible and constructive recommendations for
different departments of TIP
INTERNSHIP TIP HAIDER ALI MINHAS
16
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Chapter 2Telephone industries of pakistan
History of TIP
TIP Located at Haripur Hazara (Khyber Pakhtoonkhwa) 80 kilometers north-
west of Islamabad Telephone Industries of Pakistan (Private) Limited (TIP) was
incorporated as a private limited company in 1952 with joint venture of
Pakistan Telecommunication Corporation and German vendor Siemens to
produce telecommunication equipment in Pakistan with the agreement of SIEMENS AG ( German
word AG means Aktiengesellschaft (Aktien = stockshares) Gesellschaft = Company)
After that it started its work very efficiently The main functions of the company are to plan
produce install test and commission Telephone Exchanges and supply other allied
telecommunication equipment including telephone instruments Other different products like
Energy Meters Container Shells Fire Alarm and Drop Wire etc The company is currently
engaged in manufacturing and sale of Telephone Sets Telephone
Exchanges and associated equipment Energy Meters and providing services
for setting up and commissioning of exchanges
INTERNSHIP TIP HAIDER ALI MINHAS
17
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
From the year 1987 an agreement was signed with SIEMENS to induct new technology of digital
exchanges and latest models of telephones Thus both the partners made additional investment
of sizeable amount at the time of TIP formulation the authorized capital was Rs600 million
Now it has risen to Rs1000 million the foundation stone of industry lay by Governor General of
Pakistan Mr Ghulam Muhammad on 2nd October 1952 in a colorful ceremony This small
factory of 1952 has now grown into a technological complex with more more than 800
employees and workers
The installed capacity of the factory during 1954-55 was only 7000 line units and same number
of telephone sets which has now increased to 500000 Digital Exchange line units (EWSD) and
450000 telephone sets
Telephone Industries of Pakistan an ISO certified company the only local
manufacturing company in telecommunication sector in the real sense As a
contributory to PTCL it is engaged in providing state-of-the-art
manufacturing and installation services for last 50 years Its contribution
towards the growth of telecommunication in the country is most significant
Even today when more multinational companies have entered into telecom
sector its contribution is 50 to the total installed network of PTCL It is
equipped with state of the art technologies and unmatchable product
quality
The Authorized Capital of the company as on 2003 is Rs 1000 million
whereas the issued subscribed and paid up capital is Rs 759753 million
There are two shareholders of the telephone industries of Pakistan Pakistan
Telecommunication Company Limited (PTCL) and Siemens AG of Germany
with 70 and 30 shareholdings respectivelyThe management is vested in a Board
of Directors having 8-members including the Chairman Six members are nominated by the
Government of Pakistan while 2-members are nominated by Siemens AG Germany The
administrative responsibility rests with the Federal Ministry of Science amp Technology
Government of Pakistan
INTERNSHIP TIP HAIDER ALI MINHAS
18
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
TIP is a complex comprising of 1500 employees amp workers The factory is built on total area of
about 150000 sq meters It has5-building blocks which has covered the area of nearly 63000
sq It is situated at a beautiful amp green valley of Haripur-Hazara ldquoThe city of Nurseriesrdquo which is
located 78-KM north west of Islamabad the capital and 4 km towards east of Abbottabad ldquoThe
city of Pinerdquo
Mission
A leading Telecomm Manufacturer that deliver quality technology and service which exceed
our customers expectations We provide our customers a One-stop manufacturing solution for
quick turn-around high quality and cost competitive Electronic Mechanical and Electro-
mechanical components and assemblies by using our own extensive variety of manufacturing
resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
vision
To provide industry-leading products and services based on our expertise based on our in-
depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
Ceo message
We will work to ensure a greater understanding by key stakeholders for innovative telecomm
manufacturing and other TIP Products We will continue our contributions to finding new
solution in the telecomm sector and other sectors of manufacturing
Organizational structure of TIP
The administrative responsibility of TIP lies under the federal ministry of science and
technology After the reformation of the recent past TIP has been divided into three major
INTERNSHIP TIP HAIDER ALI MINHAS
19
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
subdivisions ie General products (GP) division Digital Switching (DS) division Finance and
Personnel (FampP) division
INTERNSHIP TIP HAIDER ALI MINHAS
20
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
INTERNSHIP TIP HAIDER ALI MINHAS
21
BOARD OF DIRECTORS
MD
General Manager Finance
DGM Finance Corporate amp DS
DGM Finance
DGM (MP)
DGM (ELECTRONICE)
DGM PROCUREMENT
P amp A
AGM (SampS)
MANAGER TRAINING
MANAGER STORE
MANAGER QAD
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Managing Director
DGM Internal Audit
GM Production GM Finance GM PA amp P GM Marketing
TOP MANAGEMENT
Nature of Organization
Telephone Industry Pakistan is a well known amp distinguished industry of its own nature in the
South East Asia region in the field of producing telephone and other equipment such as energy
meters tool designing and tool making sundry products etc This industry (TIP) has a key role
to the development in the field of Telecommunication Although China has captured the whole
market but yet it cannot compete with TIP especially in telephone sets it telephone sets are
very durable thatrsquos why its demand is more as compare to any other company We can
Services provided by TIP
TIP only provides services for installation and commissioning of exchanges
Division as in terms of UnitDepartment
The beautiful building of TIP has been divided into following groups or departments
A Finance Department
The finance department deals with the purchases and sales receipts and payments and the
income and expenditures etc
INTERNSHIP TIP HAIDER ALI MINHAS
22
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
B Personal or Human Resource department
The personnel department deals with the employees and workers recruitment to
retirement policy that includes the selection placement training and development Salaries
and wages and the welfare policies among the many others The basic purpose of both
divisions is to run an organization most successfully
General Product Division
General product division (GPD) has its own general Manager under whose supervision all the
departments work In this division energy meters telephone sets drop wires and other
products (excluding digital switching) are made The General manager works under the
supervision of the Managing Director and the board of directors and controls the whole
division
This division is organized in such a manner that it has own Finance Department to fulfill all its
financial needs The Finance department of this division provides funds Salaries wages and
other allowances are also paid to workers and employees by this department Other
departments in General product division include sales and services planning procurement and
store production personnel and administration and the Quality Assurance
The sales of this department mainly depend on the production and sale of telephone sets Drop
wires and energy meters Personnel section keeps track of the activities of the staff in the
department and handles different administrative matters related to the department This
department also controls annual reports of employee welfare activities and the record related
to medical facilities
The sales and services department of General Product Division makes arrangements for the
sales of the goods produced by the production department The quality of the products
produced by the production department is checked and controlled by Quality assurance
Department
INTERNSHIP TIP HAIDER ALI MINHAS
23
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Digital Switching Unit
Digital switching division has significant role in the development of the telephone industry of
Pakistan This division produces the digital telephone Exchanges that include both permanent
and the containerized exchanges This division is control by General Manager as the head of the
division who works under the Managing Director
This division is further divided into different departments such as
Sales and Services department which handles all matters related to the purchase and
sale of the digital exchanges
The planning procurement and store department decided about what and when to
produce And what procedure will be use to produce the product most efficiently
Production department handles matters related to production operation
Quality assurance deportment assures that production is according to the standards
The Personnel department handles matters related to the human resources while the
finances
Finance department provided needed finance to the all these departments and
controlled the finance
Branches or Offices
The branches or offices of TIP have a wide range all over the Pakistan In well known places
which is a good marketing tool ie
Head Office
Head office of TIP is in Haripur Hazara
Regional Offices
Karachi 5th Floor Farid chamber Abdullah Haroon road Sadar
Islamabad Plot No 181 ndash 186 Sector 19 industrial area
INTERNSHIP TIP HAIDER ALI MINHAS
24
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Lahore TIP House 40- Abu Bakker Block New Garden Town
Code of Ethics-Because the right may not always be obvious we must be guided in our every action by a set of
well-defined values governing our decision
So the employees of TIP are order to abide the rules which are restricted and obey the law full
orders and directions given by the management
Dress Code
a For Employees and Workers
All the Employees are order to wear neat and clean dress There is no any hard and fast rule for
dressing but not unethical But it is necessary to wear white color overhaul and their ID card
should be attach on their overhaul
b For Managers and Executives
No any formal dress id necessary for the managers and executives but the dress which shows
seniority respect like shalwar suit with waistcoat or pent coat suit (2-3 piece suits)
Timing and Attendance
The timingthe whole schedule for the day is like that
Starting Time 0600 am
Closing Time 0200 pm
Lunch Break 1100 am ndash 1130 am
INTERNSHIP TIP HAIDER ALI MINHAS
25
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Finance amp Personal Division
Finances or the monetary resources and personnel or the human resources are the most
important assets and resources of any business without which the existence of an organization
is impossible In the Telephone Industries of Pakistan therefore there is a separate division for
handling the financial and human problems The basic aim of this division is to monitor and
control the actions and to make certain the smooth operations of the other two divisions (ie
the GP and DS divisions)The finance department deals with the purchases and sales receipts
and payments and the income and expenditures etc The personnel department deals with the
employees and workers recruitment to retirement policy which includes the selection and
placement guidance and development salaries and wages and the welfare policies among the
many others
INTERNSHIP TIP HAIDER ALI MINHAS
26
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
MANAGEMENT STRUCTURE HUMAN RESOURSE DEPARTMENT (P amp A)
INTERNSHIP TIP HAIDER ALI MINHAS
27
General Manager PA amp P
DGM PampAExecutive Personne
l GP
Executive Personne
l DS
Executive Personne
l FampP
DGM Procurement
Executive Procureme
nt GP
Executive Procureme
nt DS
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Chapter 3Personal and Administration Department (HRM)
The personnel section of TIP is concerned with the planning organizing directing and
controlling of the recruitment and selection development compensation maintenance and
separation of human resources to accomplish organizational as well as individual objectives
The personnel section deals with the policies and procedures of personnel selection while
administration section deal day-to-day operationalization of personnel policies
Personnel section make policies for the selection of personnel therefore job description is the
main for the administration work there are graduate engineers which are the main
requirement of the TIP for clerical job TIP require matriculates of scale-5 The procedures for
selection so simple in which applications are send to the administrative officer who put them in
the specified categories to make them feasible for interview purposes They issue letter to the
candidate then selection committee sits for the selection of their own departmentrsquos jobs
Normally the selection committee consists of the head of departments After selection the
candidate is sent for medical examination If he has cleared that test physically they send him
to the superintendent of police for verification Finally the candidate is capable for the job
therefore on appointment letter with all of the details about work salarywages and other
necessary briefings is send to him that appointment letter must be approved by the General
Manager of Telephone Industries of Pakistan Whenever any department wants any staff then
administrative officer call the explanations from that department about that vacancy and then
advertised it in newspapers The grade-17 employees are selected on the all Pakistan basis
Personnel section not only make policies for selections but it also define disciplinary procedures
for TIP when a manrsquos character is not according to the codes of conduct or either he
misconduct then the TIP takes the disciplinary actions against himher West Pakistan
Industrial and commercial Employment ordinance of 1968-15 (3) deals with the disciplinary
procedures Misconduct in following acts
INTERNSHIP TIP HAIDER ALI MINHAS
28
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
i Willful in subordination or disobedience to a lawful and reasonable order of a superior
ii Theft fraud or dishonesty in connection with the employeersquos business or property
iii Wilful damageloss of employerrsquos goodsproperty
iv Taking or giving bribe or any illegal gratification
v Habitual absence with leave or absence without leave for the more than ten days
vi Habitual late attendance
vii Striking or insisting others to strike etc
The method of action against these grievances depends upon these three necessary witnesses
a) The time of that misconduct
b) The date of that misconduct
c) The place of that misconduct
The inquiry officer gives him a charge sheet At first time it is only mentioned that on such
date place amp times you do this misconduct etc And informed him to follow the procedures
otherwise they will be punished or reported to the concern department The inquiry officer is
not responsible or allowed to punish but simply forward the report along with his remarks that
what or not the charges against a man have proved the final decision about punishment is only
taken by the General Manager The main or extreme punishment is dismissing but others are
as follows
a) With holding of increment or promotion for a specified period not exceeding more than
one year
b) Reduction to lower post or distiller without any payment of compensation without any
notice
The procedure for any of the above punishment is as follows
They write a letter to the concerned man about above punishment whichever is
applicable on himher
The dismissal letter s only issued with the approval of competent authority
The personnel and administration section also deal with promotional policy and
procedures
The promotions made on the basis of
INTERNSHIP TIP HAIDER ALI MINHAS
29
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Seniority cum fitness
Length of services prescribed
Shouldering of high responsibility
Availability of a higher post
If there is no higher post available but a man is eligible for the promotion then ldquoup gradationrdquo
is given to him by it we mean that the grade not the post in increased with all the facilities of
that higher grade is given to that man
At the age of 60 years department bring a notice to the General Manager that he will be
retired The general Manager issues a letter of retirement to that man In case of death of any
worker TIP sends a letter of sympathy to his family and always pays the insurance as soon as
possible
A man on job also takes leaves for different occasions There is well-defined system about the
leave eg a man hired on job at 18-12-1998 and at the date of 18-07-2002 he want leave for
210 days from 19-7-2001 If he can attend 16 days of month than he get 4 leaves month If a
man wants leave from 31-07-2001 to 01-08-2001 then the four 4 leaves of the next month will
be dismissedThe compensation programme of TIP consists of two type of compensation
a) Direct compensation including salary and wages
b) Indirect compensation comprises of number of schemes the payroll section of finance
and personnel department deals with direct compensation
The TIP offered following indirect compensation to its employees including
Medical
TiP provides free medical facility to its employees For this purpose there is 40 bed hospital
situated in colony Serving this hospital 10 doctors including three specialists and nearly 75 Para
medical staff The hospital contains all facilities such as X-ray laboratories to carryout
blood urine etc The hospital also caters emergency room in the factory premises with
A dispensary also well equipped ambulances In the cases where outside treatment is
necessary refer is also allowed
INTERNSHIP TIP HAIDER ALI MINHAS
30
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Accommodation
TiP allows accommodation to married persons
Workers employees are living within 12 Km are not entitled for accommodation
The accommodation is allowed according to entitlement of employees
1 BPS UPTO 10 HG
2 BPS UPTO 15 GF
3 BPS UPTO 16 EF
4 BPS EDC 17 AND ABOVE
20 quotas of each type available are also allowed to General Manager for entitlement
Retirement gift
The retiring persons of grade 1 to 15 on retirement are allowed a gift of Rs 2000 etc
Education grant
TiP employees workers room grade 1 to 15 are allowed education grant The said grant is
allowed to the students of class 8th and above
Education cess
Apart from the above the TIP is contributing towards Govt education cess and a large no of
employees are benefited in the scheme
Daughter marriages
The factory is allowing an interest free loan of Rs 10000 on daughter marriages of employees
once in service and recovered in easy installments
child birth
The factory is paying Rs 1000 for birth of a child where the medical bill is not allowed
INTERNSHIP TIP HAIDER ALI MINHAS
31
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Hajj
The factory is sending 4 persons to perform Hajj every year They are chosen by ballot from
different categories
Welfare fund
The welfare fund is kept in the welfare budget for allowing financial assistants to the law paid
employees The fund is distributed by committee
Funeral expenses
The factory is allowing Rs 1400-as funeral expenses on the death of an employeeworker
Arrangement is also made for transportation of dead body of the deceased to his home town
Special allowance
Special allowance of Rs 38 is allowed to the workers who are working in the workshop and
Rs 17 whose are in officesworkes working in hazardous shops are also allowed payment for
milk butter and fruit on attendance basis
Canteen
A canteen inside the factory premises is maintained under the factory rules 1962The canteen is
being runner by subsidy basis Rs 45000 is being paid as subsidy to the canteen on monthly
basis
Provision stores
The factory is maintaining a provision store in the colony where groceries are sold on no
profit no loss basis
Fair price shop
Affair price shop is maintained on no profit no loss basis
Uniform
TiP is allowing uniform to different categories of employees
INTERNSHIP TIP HAIDER ALI MINHAS
32
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Housing scheme
TiP has own housing society for its employees and plots of one canal 107 5 marlaare allowed
to employees through ballot system
Social security
Under the provision of social security ordnance 1965 all employees whose wages are unto
Rs3000pmincluding allowances are covered irrespective of their designation status or nature
of work
Group insurance
Group insurance is a mandatory requirement under standing order 10-B and workers
employees are covered during employment for death and disability Coverage Rs100000
and premium for the insurance of Rs100000is being paid by the TiP
Workmen compensation
Under workmen compensation act 1923amended up to date all the workmen are covered for
Rs 100000 for death and disability coverage during duty hours and in case if some accident
accord then he is being paid accident compensation on the basis of assessment of loss of
earning capacity by a surgeon
EOBI
EOBI act 1976 is a legal requirement It is enforced WEF All the staff from BPS1 to 20 including
contractual staff is covered under this act minimum contribution is 5 of the basic payment
and maximum contribution is Rs 150 Per month Retirement benefit is maximum Rs 1440per
month
INTERNSHIP TIP HAIDER ALI MINHAS
33
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
TIP ORGANIZATION CHART
HUMAN RESOURCE DEPARTMENT ORGANIZATIONAL CHART
INTERNSHIP TIP HAIDER ALI MINHAS
34
Vice President
ManagerCompensation amp benefit
Recruiter HRIS analyst
Employment Manager
Compensation analyst Benefit
specialist
Training and Development
Manager
Career development
specialist trainer
Employee relation manager
ER specialist safety
specialist
MD
MANAGER P amp A
ASMANAGERWELFARE UNITS
EXECUTIVE P amp A
SEN ASSISTANTP amp A
KPO ASSISTANTP amp A
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Human Resource Department
ADMINISTRATION
Administration is process of organizing directing human resources with In an organization so
that to meet defined objective there are following main function performance by
administration departments
Planing
Organizing
Staffing
Leading
Controlling
It is the duty of administration to establish and maintain an environment for performance that
individual will contribute to group objective with least cost in money time effort and material
discomfort to create a surplus value or profit
This department is the like a backbone of any organizationbecause this department manage all
the organization
After the initial plan for the establishment of an organization is ready to use there is a need of
the skilled and unskilled men for the implementation of these plans The Human Resource
Department therefore is the back bone of every organization which is needed to administer
and control the affairs of the most important asset of the organization ie the human beings
The personnel or the human resource management existed in the organizations of the past but
it was not organized as a proper department The department was formally established as the
Health and Happiness Department which aimed at the general well being of the employees It
then became the personnel department and now-a-days it is generally called the Human
Resource Department
The department of the present times has a broad area of responsibilities and it deals with the
affairs of the human resources from their recruitment selection and placement in the
organization to the salaries benefits and the retirement
INTERNSHIP TIP HAIDER ALI MINHAS
35
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
The personnel section of TIP is concerned with the management of human resources ie the
recruitment and selection training and development compensation and benefits and the
Maintenance of human resources to accomplish organizational as well as individual objectives
Different functions performed by the Human Resource Department are
PEROSNNEL
Personnel refer to those individuals who are employee of organization an each individual has
some needs which he has to satisfy So to handle all activities regarding administration and
personnel TIP has an A amp P department
FUNCTION OF A amp P
MAINTAIN PERSONAL FILES
It is duty of A amp P to maintain files of all employees In these information and whole bio data
could be formed in this department
PROMOTIONS AND TERMINATION
A amp P also deals with
Promotion
Termination
Suspension
Passport
ACR PREPARATION
This department also prepares annual confidential report of all employees
ARC consists of following section
INTERNSHIP TIP HAIDER ALI MINHAS
36
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Bio data information
Performance evaluation
Personality profile
Recommendation pen picture
Instruction for countersigned officer
INQUIRY CELL
A amp P Include an inquiry cell which makes investigation in case of any fraud theft and
disobedient or any interruption occur in the organization functioned operation
STAFFING
When every some staff is required in organization this department calls for application and
select then for interviewing Those candidates who fulfill requirements are selected for a
specific job
The personnel department of TIP is concerned with the management of human resources that
is ie the recruitment and selection training and development compensation and benefits and
the maintenance of human resources to accomplish organizational as well as individual
objectives
The personnel section deals primarily with the policies and procedural work The administration
section on the other deals with the day-to-day implementation of personnel policies Different
function perform by the personnel and administration department are
Recruitment and Selection
Training and Development
Computer Training
Apprentice ship Training
Compensation and Benefit
Disciplinary Policy
Payroll and Pay Structure
INTERNSHIP TIP HAIDER ALI MINHAS
37
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Recruitment and Selection
Being a manufacturing concern TIP mostly needs the services of engineers or the factory
workersThe procedure for the selection of the clerical staff and the factory workers is simple
and no lengthy procedures for the recruitment and selection are followed It is usually done on
the basis of the recommendation or referring of some existing employee The basic
qualifications needed for such candidates is SSC or intermediate The selection of the workers
and employees up to grade 15 is done inside the concerned division while the grade 16 and
above people are dealt in the central PampA Division The process that often TIP adopted is follow
Two types of recruitment procedures are used in the organization
1External
2Internal
1 External
External recruitment concerns recruitment from outside the organization This method can
facilitate the introduction of new ideas and thinking into corporate decision making Two
methods of external recruitment at TIP are
i Advertising
Majority of advertising is done through newspapers TIP uses both local newspapers and
national renowned newspapers The ads are mostly of simple classified category(as per
annexure B)
Advertising is also done through the internet But it is limited to the site of TIP only The other
websites for ads are not used
ii Head hunting
INTERNSHIP TIP HAIDER ALI MINHAS
38
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Head hunting method of recruitment is used only when therersquos urgency for hiring of new
employees This type of recruitment method is mostly used in case of unexpected initiation of
some project or program by the organization ie this method is most frequently used for
project-based employment
2 Internal
Internal recruiting seeks applicants for positions from among the ranks of those currently
employed in the organization The main source of internal recruiting at TIP is the interns
working currently with TIP
After publishing the ads in the newspapers CVs of the applicants start coming in This process is
continued till the deadline of collecting CVs is met The CVs collected after the deadline are kept
in the data bank but are not considered for including in the list of applicants These CVs can be
later used in case of immediate requirement of candidates for a job
A panel of experts for the relevant job is made The duty of this panel is to short list the CVs
The procedure for short listing the CVs can be given as follows
1 A short listing criteria form prepared by the HR department is given to the panel of the
relevant job experts
2 According to the information given in the CVs the short listing criteria forms are filled by
the panel when they go through each and every CV
3 These CVs (both short listed and the rejected ones) are returned to the HR department
along with the forms which provide the reasons for acceptance or rejection of each CV
4 The short listed CVs are separated from the rejected CVs by the HR department and the
selection process begins from here
INTERNSHIP TIP HAIDER ALI MINHAS
39
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
The Selection Process
An interview panel is required in order to conduct interviews of the candidates whose CVs are
selected in the short listings A panel may contain more than three members but may not have
less than three members These members are
1 1One person from the relevant program
2 2One person from the HR department
3 3One person (acts as neutral) and can be taken from any department
a Responsibilities of the Interview Panel
The duty and responsibilities of this panel are
1 1To decide who will conduct the interviews
2 2To find out when all the members of the interview panel would be available
3 3On which date should the interviews be conducted
After fulfilling the duties mentioned above the candidates selected for interviews are
informed through letters and also through a telephonic call
b Interviews
Before the interview of candidates a Pre-employment form is filled by the applicants through
which certain information is collected This information may include
References
Copy of CV
Copy of NIC
Personal address
Previous organization
Previous employer and his contact number etc
INTERNSHIP TIP HAIDER ALI MINHAS
40
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
After filling the forms the candidates are given a written test according to the job and are then
interviewed During the interview an assessment form is provided to each member of the
panel conducting the interview These forms are filled for each interviewee by each member of
the panel At the end of each assessment form a separate section for the comments of
interviewers is also given in which the interviewers write their recommendations about each
interviewee The assessment forms have scoring sectors in which scores are given by each
member of the panel through personal observation of the interviewee At the end of interview
of each interviewee HR personnel prepares a summary for each candidate based on the
assessment forms collected from all the members of the panel These assessment forms are
then submitted to the HR personnel by all the members in the interview panel
After conducting interviews of all the candidate a ranked list is prepared that contains the
names of the candidates who have scored the highest scores This list is signed by all the
members of the interview panel
The list is then sent to the Managing Director along with certain details such as
How much of time was consumed in interviewing the candidates
Names of the members of interview panel
Assessment forms
Reference check process starts once the Managing Director approves the list of the selected
candidates This is done with the help of references given in the Pre-Employment forms Usually
previous employers of the candidates are contacted but it is already known to the candidates If
the feedback given by the previous employer sounds unbiased and unsatisfactory then other
references such as that of previous colleagues are used
Sometimes if required the Pre-employment forms are sent back to the selected candidates for
getting more references
After getting information through different references once it is made sure that the candidate
is appropriate for the organization and is acceptable salary is negotiated with himher by the
HR manager through a telephonic conversation with the candidate (During the interview
INTERNSHIP TIP HAIDER ALI MINHAS
41
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
salary range is asked which is finalized after the selection of candidate) Negotiation takes place
before final hiring of the candidate After going through all this process an offer letter is
prepared
c Offer Letter
The offer letter contains a welcome note regarding the selection of the candidate and joining
the organization It also contains information about the salary and the date for joining TIP The
offer letters are then posted on the obtained addresses for calling the candidates in order to
make them join the organizationOnce the candidates receive offer letters they are called to
the office in order to fill some forms and for getting some information regarding different issues
such as staff benefits candidatesrsquo dependents etc
After joining TIP a detailed contract is issued to the selected candidates which includes all
information regarding the benefits terms and conditions of employment
Training and Development
For the workers and employees under grade 16 there is no specific time limit set for the
training and development Usually the first three-month of the employment are considered as
the training period in which the person is attached with the experienced people of the
concerned department in which they have to work The other factors which are considered for
the training are the need of training and the time available for it Keeping in view these factors
the training period can be shortened or extended
1TYPES OF TRAINING
Internal Training
Arranged inside TIP by the training Department through internal resources
External Training
INTERNSHIP TIP HAIDER ALI MINHAS
42
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Arranged outside TIP through different training institutions both government and private by PA
Department on the request of heads of the Departments
Following training programs are offered in TIP
1 APPRENTICESHIP PROGRAMS
2 COMPUTER TRAINING
b IDENTIFICATION OF TRAINING
A training need arises when
Hiring a new employee
Promotion
Introduction of new system technology
Rotation of jobsemployees
The training needs will be identified by the respective heads of the departments through
assessing the employee by observing his work to notice any lack in skill or deficiency found due
to rotation of employeespromotion to next higher rankNon conformities detected in process
during internally quality auditDepartmental Heads will identify the specific training needs of
their staff foe basic advanced and refresher courses and pass it on to training department for
internal training and PA Department for the external training
Compensation and Benefits
The compensation program of TIP consists of two type of compensations ie
1 Direct Compensation
2 Indirect Compensation
INTERNSHIP TIP HAIDER ALI MINHAS
43
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Direct compensation includes salary and wages of the employees and the
workers The payroll section of finance and personnel department deals with direct
compensation The salaries and wages are awarded on the basis of the Basic Pay Scale- 2001
Indirect compensation comprise of a number of schemes usually called the benefits The
payroll section of personnel and administration section is directly involved in indirect
compensation
TIP offers following indirect compensationsbenefits to its employees
Medical facilities
Education
Recreation facilities
Housing facility
Group insurance
Workmen compensation
Special allowances
PROMOTION
The personnel and administration section also deal with promotional policy and procedures
The promotion is made on the basis of
Seniority
Length of service prescribed
Shouldering capability of high responsibility
Availability of a Higher post
If there is no higher post available but an employee is eligible for the promotion then
the Move-over is given to him meaning that the grade not the post is increased and
all the facilities of that higher grade are given to that employee
INTERNSHIP TIP HAIDER ALI MINHAS
44
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Retirement Of Employees
P amp A department keep the record of the employees service which include the date of birth
joining and the retirement dates of the workers and employees As an employee reaches the
age of 60 the department brings a notice to the General Manager that how many employees
arc near the retirement age GM then issues the retirement letter
In case of death of any worker TIP sends a letter of sympathy to his family and always 5 the
insurance as soon as possible
Disciplinary Policy
Personnel section not only makes policies for selections but it also defines disciplinary educes
for TIP When a mans character is not according 10 the codes of conduct then TIP takes the
disciplinary actions against himher property
Social Security and Welfare Fund
SOCIAL SECURITY
Under the provision of Social Security Ordinance 1965 all employeesworkers whose wages arc
up to Rs3000- per month (inclusive of all allowances) are covered irrespective of their
designation status or nature of work An employee once covered remains forever even if
subsequently his monthly wages exceed Rs3000- per month Contribution shall not be payable
on wages which are in excess of Rs 3000- per month
WELFARE FUND
The welfare fund is kept in the welfare fund budget for allowing financial assistance to the low
paid employeesworkers There is a committee to distribute this fund The fund allowed to a
person who remains on leave without pay due to illness or due to family problems The welfare
fund is also allowed in medical cases for purchase of medicines which are not covered under
INTERNSHIP TIP HAIDER ALI MINHAS
45
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
the medical rules and are deducted from the bill of employeesworkers The committee
consists of Chief Engineer (production) Executive Personnel and Executive Administration
CAREER PLANNING CELL
Career Planning Cell attained independent status in 1992 Before it was the Personnel
department dealing in
Career Planning
Career planning is basically career orientation and career development Career planning section
is under the control of personnel manager It informs the employees of TIP about their future
planning That what he performs his duty and also they prescribed to the employees their
operational set up It informs the employees that what they will do after 5 years And 10 years
Promotion is main figure of career planning section The elaboration is as under-
The promotion and recruitment criteria of the corporation was notified vide O MNAA 0103-
15 dated 12 November 1984 where after a few clarifications were also issued from time to
time However there have been some problems in application of the promotion criteria in
some cases Therefore to remove these difficulties the promotion criteria has been reviewed
and revised under the guidance of the executive directors
The revised promotion criteria are notified herewith which shall be effective from first July
1991
Performance appraisal
Yearly performance reviews are critical Organizations are hard pressed to find good reasons
why they canrsquot dedicate an hour long meeting once a year to ensure the mutual needs of the
employee and organization are being met Performance review help supervisors feel more
honest in their relation ship with their subordinates and feel better about themselves in their
supervisor roles Subordinates are assured clear understanding of what expected from them
their own personal strengths and areas for development and a solid sense of their relationship
INTERNSHIP TIP HAIDER ALI MINHAS
46
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
with their supervisor Avoiding performance issues ultimately decrease morale decrease
credibility of management decreases the organizations overall effectiveness and wastes more
of managementrsquos time to do what isnrsquot being done properly
The scoring system is also having a major impact on effective performance appraisals The
accuracy and reliability of any scoring system increases with full descriptionsdefinitions and
better still with examples for each score band This gives everyone the same objective scientific
reference points and reduces subjectivity
Performance appraisal process
The performance appraisal process typically consists of four related steps as follows
Establish a common understanding between the manager (evaluator) and employee
(evaluate) regarding work expectations mainly the work to be accomplished and how
the work is to be evaluated
Ongoing assessment of performance and the progress against work expectation
Provisions should be made for the regular feedback of information to clarify and modify
the goals and expectations to correct un acceptable performance before it was too late
and to reward superior performance with proper praise and reorganization
Formal documentation of performance through the completion of a performance and
development appraisal form appropriate to the job family
The formal performance and development appraisal discussion based on the completed
appraisal form and ending in the construction of a development plan
All the departments at TIP are enforce to follow following performance rating
Outstanding 05
Very Good 20
Normal 50
Marginal 20
Poor 05
INTERNSHIP TIP HAIDER ALI MINHAS
47
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
FUNCTIONS OF PERSONNEL DEPARTMENT
1 Maintenance of service record of employees from their induction to retirement and
beyond
2 Transfers ndashPostings
3 Maintenance of seniority
4 Handling of Personnel grievances
5 Processing of Pension EOBI and retirement cases
6 Implementation of Managementrsquos agreementrsquos after every two yearrsquos duration
7 Maintenance of Database-Computerization
8 Responses to Senate National Assembly Questions Other Government Agencies
PERSONNEL (HR) DEPARTMENT FUNCTIONs
Maintenance of personnel files
As we have mentioned above that every section is related to the concerned department So
whenever any new employees recruit TIP the concerned section maintained this personnel
record from the first day Every employee have their own personal file in personnel
department
Correspondence
The personnel department also maintained the record of each employee for promotion the
minimum time for promotion is five years So at the end of every year they check the record of
each employee his ACR (Annual Confidential Report) experience qualification etc Similarly if
any employee want to leave more than 48 days which are Official than concerned department
will approval them and send to t6he personnel section In short any type of personal problem
or work will maintain in his personal files with personnel department Itrsquos called
correspondence
INTERNSHIP TIP HAIDER ALI MINHAS
48
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Pay Scale and Fixation
It is also the function of personnel department that they fixed the pay scale for employees
There are three types of employees in TIP
1 Executive Group (EGI - EGIII)
2 Staff (1 - 16)
3 Contractual Staff
Recently personnel department has computerized the whole process to reduce the burden
whenever they want any type of data immediately call to computer They have their own
computer section
PENSION AND WELFARE SECTION
Welfare Section
It is just like a bridge between the union and management It is also a proper channel between
the two bodies
Functions of Welfare Section
Various types of functions performed by the welfare section are as under-
To deal with union matters
To provide facilities to the staff members of their families
Grant of house building advance
Conveyance advance to give amount to the staff members after five years in TIP for
conveyance
Distress grant at the time when any staff member die the amount will be given to his wife
Benevolent fund in extra fund by pension ie deducted every monthRs15- by their
income
INTERNSHIP TIP HAIDER ALI MINHAS
49
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Similarly large number of facilities they provide to the staff member due to the arrangement
with management The union and management make on agreement after every two years
Welfare section negotiates with union from the management side
PENSION SECTION
Pension was introduced in TIP after 1984 After 10 years in TIP the staff member qualified for
pension and after 25 Years he can demand for pension The super innovation of the pension is
maximum 60 Years After 60 years he can not stay more Accommodation allowance is 50 of
the growth monthly pension supposes that on the age of 25 years of service his pension will be
counted of the 14th scale employee
As a whole it means that TIP will provide pension till 15 years and something After that the
pension allowance will be counted again
INTERNSHIP TIP HAIDER ALI MINHAS
50
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Chapter Four SWOT ANALYSIS OF TIP
SWOT analysis is the management technique to measure the organizations strengths
weaknesses opportunities and threats
This analysis helps the organizations management to get the position where the organization is
standing and what will be the future position of the firm
STRENGTHS
TIP is a private limited company in public sector so government can intervene in its financial as
well as managerial problems
Good will is an important resource for any organization and TIP has a well established
good will because of its quality production and brilliant performance records in the
history
TIP is the organization well known for
Its good quality products
Long life of the products and
Easy availability of spare parts
TIP can have an advantage of this established goodwill of its products
TIP has got the advantage of vast technical and infrastructure resources which provide
a good opportunity for its expansion
TIP is equipped with modem technology It can manufacture almost all kind of tools
and machinery of common use
The two shareholders of the company ie Pakistan Telecommunication Corporation
Limited (PTCL) and Siemens AG of Germany are well established organizations with
efficient management and technical staff They can provide managerial and technical
INTERNSHIP TIP HAIDER ALI MINHAS
51
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
assistance to this firm
WEAKNESSES
TIP has nothing to do with the fraud deductions while an organization is run by the
people and if the management is corrupt than organization nothing can done this is
the big weakness of the TIP is that it is not a privatize organization rather it is a semi
Govt organization
Bureaucratic style of management is a big hurdle in the way of development The
employees are not given a chance to participate in decision-making process which
creates frustration among them
Most of the employees and workers are appointed on contract basis which needs to
be revised after every three months Due to this uncertainty of the job they dont
develop interest in the organization The regular workers on the other hand are very
careless because there is no check on their performance
TIP has been affected badly by the downsizing policy of the government
During VSS (Voluntary Separation Scheme) in 1998 most of the skilled people left
the organization (nearly 1200 employees)
There are also stories absolute corruption of top level management
Red tapism has badly affected the companys performance Even a simple job takes
time to complete because of the formalities and lengthy procedures it has to follow
Labor union of TIP is also ineffective because it doesnt represent all the employees
and the temporary workers are not given participation in the union at all
OPPORTUNITIES
With the introduction of chord less and mobile technologies the conventional
telephone sets are becoming less popular Even in these conventional desk
mounting sets many new features have been introduced TIP can enter these areas
to expand its product line and to capture new markets
INTERNSHIP TIP HAIDER ALI MINHAS
52
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
TIP has the production facilities available for almost all the electrical appliances as
the energy meters air conditioners ovens refrigerators etc but it is producing
much lesser than its capacity and potential It has an opportunity therefore to
expand its business in these areas
TIP has an opportunity to sell its products in the foreign markets if they are properly
designed and marketed
THREATS
The market share for the production of military telecommunication equipment has
finished due to the establishment of NRTC (National Radio and Telecommunication
Corporation)
PTCL since 1988 has adopted the policy of open bid tenders for the supply of
equipment The foreign companies including SIEMENS participate in tender and
most of the times they remain successful in getting the orders as they offer low
prices
TIP loses tender due to its high cost of production which is a serious threat to the
company
All these foreign companies import installation equipment from their home
countries which affects TIP as its products go unsold
Smuggled goods from China and other countries having latest technology and
beautiful designing at much lower rates and are also posing a threat to the
companys business
Invasion of foreign companies in the field of telecommunication in Pakistan has
adverse effects on the firms business like Z- TEL ALCA TEL
There is working Carrier Telephone Industry in Islamabad is big competitor and big
threat to the TIP
One serious threat to the company is its declining sales due to the bad economic
conditions of country
INTERNSHIP TIP HAIDER ALI MINHAS
53
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
CRITICAL ANALYSIS
LACK OF MOTIVATION
Motivation Refers To Forces That Energizes direct and sustain a person effort Lack of
appreciation performance appraisal participation in decision making employee counseling
and unequal distribution of work result in greater level of de-motion
Some of the reasons of low motivational level in TIP are
a) CENTRALIZATION OF AUTHORITY
Centralization refers to the situation in which a significant number of job activities and a
maximum amount of authority vested with some hands Centralization in large
organization like TIP affects the duties and responsibilities of manager as his task and
responsibility increases He is unable some time to concentrate on important matters
and operation
b) CEILING EFFECT
Ceiling is another flow which persist and affect the employeesrsquo motivation level for the
job This problem remains in practice even if the staff members undergo training and
acquire some additional qualification They can never be a part of the line hierarchy For
instance an account assistant cannot move upward in the hierarchy whatever
qualification and experience he gets
c) HIRING
The practice of nepotism has also been observed in the appointment of officers An
inappropriate person is appointed to a certain position It adversely effected the quality
of work and evenly the over all performance of TIP This situation becomes worse when
inappropriate individuals are appointed on sensitive post
INTERNSHIP TIP HAIDER ALI MINHAS
54
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
LACK OF JOB ANALYSIS AND EVALUATION
Considering this case of TIP Job Analysis as will as Evaluation presses in not Practice that result
is unequal distribution de-motivation boredom and burden on some employees among the
same hierarchy of line managers in absence of these no performance appraisal can be given to
specific staff member It is the case in TIP that many of employees suffered because of the
workload and burden
a) NO JOB ROTATION
Job rotation might play a key roll to motivate the employees Job rotation is the process
of moving workers from one job to another job Boy job rotation management can
expand their employeesrsquo current skills knowledge amp abilities Since In TIP job rotation is
missing so that creates boredom among the employees This thing affects the
organization to operate smoothly
b) EMPLOYEES TRAINING
THE training of new and current employees is vital for the successful operation of any
business because training educate the staff members about their worked It guides
employees that how they should work It might helpful to change their attitudes
towards their work In the specific case of TIP training is missing or not done properly
Due to missing the proper training newly employed candidates take log time to
understand the culture of TIP as a result the problems are created
FINANCIAL ANALYSIS
INTERNSHIP TIP HAIDER ALI MINHAS
55
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Financial analysis is a distilling process uses a number of ratios and formulas to extract and
interrelate the elements included in financial statements thereby identifying the firmsrsquo strength
and weaknesses In addition it also evaluates the financial performance of the firm Keeping in
view the extensive operations of TIP in different sectors analysis has been made on internal
COMPARATIVE CRITERION INSTEAD OF INDUSTRIAL CRITERIONS If focuses on changes
apparent in the TIP financial circumstances across successive operating periods
Previous year the company has incurred a loss of Rs13 million whereas its accumulated losses
across to Rs1043 million The shareholders equity has been completely in eroded over the
years due to heavy accumulated losses and the net equity as at June 30 2004 Reflects a
negative balance of Rs134 million in these
FINANCIAL STATEMENTS The company is also facing pressure from its key lender National
Bank of Pakistan to improve its equity position so as to qualify for the continuous renewal of
loans under the prudential regulations of State Bank of Pakistan
OBSERVATION FINDINGS AND RECOMMENDATION
Main Findings
The study of the organizational structure systems and the performance of
an organization and then the analysis of its different departments reveal
some important facts about the company These are the facts revealing the
true picture of the organization including all the positive and negative points
on the basis of which the position of the organization is determined and the
management can decide about the future of the organization eg about the
change in the management structure systems and processes etc
This report is also organized on the same patters where the beginning
sections discuss the historical background departmental review and
INTERNSHIP TIP HAIDER ALI MINHAS
56
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Pakistan while the current section deals with the Findings and
Recommendations Findings are given on the basis of my personal
observations during my time spent in the Telephone Industries and the
written material reflecting the performance of TIP which I have collected in
this period While Recommendations are based on the analysis and findings
about the organizational performance and are solid points given to overcome
the problems and weaknesses of the organization (TIP)
The analysis of TIP tells that there are some basic problems with the
organizational design human resource RampD and some other departments
which should be removed immediately for the successful working of the
organization The details are given as under
OBSERVATION
By analyzing the different departments of Telephone Industries of Pakistan
for their functions and processes I come across certain facts which are given
below
Telephone industries of Pakistan has huge production capacity but it has
never produced at its full capacity due to which its per unit cost is high TIP
has been involved in research and development but the organization has
never been able to capture so much capable resources (human amp physical)
to introduce the best quality products at cheaper rates
Personnel department of the telephone industries of Pakistan has got some
very devoted and skilled employees and workers but they are not sufficient
enough to meet the demands of such a large organization It is therefore
very difficult for the organization to employ its limited staff on new
development projects
The managers at the top m1d middle level are not controlling the employees
efficiently and have developed a culture in which there is no motivation and
INTERNSHIP TIP HAIDER ALI MINHAS
57
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
role modeling of the superiors and no share of the subordinates in the
Decision Making process
Telephone industries of Pakistan depend mostly upon only one buyer that is
Pakistan Telecommunication Company Limited and WAPDA and has not sold
its products in open market Tip has never been involved in any type of
marketing activity
The Quality Assurance Department of TIP has remained active in the past
when the RampD was efficiently working but now it has also become inactive
and the rate of defects in the products or their performance have increased
TIP has the machinery for the production for different products but most of this machinery is
technologically old and takes extra time amp efforts to Achieve the required production level Due
to old technology cost of production is increase that affect its profit
Marketing departments are the basic requirement of every Organization in the modern age
But although Telephone Industry of Pakistan is a very big organization but it has not its
marketing department so for TIP has huge production capacity but it has never produced at its
full capacity due to which its per unit cost is high
TIP has not handling well with the fraud cases like the example of recently occurring the sales
of old machinery on a very low price on result of that huge loss born by TIP
There is no contribution of lower level of employees in the decision making process As a result
problem of motivation is created
TIP has research and development department but the organization has never been able to
capture so much capable resources (human ampphysical) introduce the best quality product at
cheaper rate
In the financial statement of TIP it has not disclosed all the fact and figures about profit and
some other important matters
INTERNSHIP TIP HAIDER ALI MINHAS
58
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
RECOMMENDATION
HANDLING TO MOTIVATIONAL PROBLEM
Considering the case of TIP the motivation process will bring a change in the
employeersquos behavior attitude and willingness toward the job enormously Motivation
is the inner state that causes an individual to behave in a way that ensures the
accomplishment of some goal
Nepotism should be eliminated right job for a right person appraisal for the work
performance and equal opportunity to grow should be regarded as de-motivating
factors if absent
The second part emphasizes on different factors that should be raised and improve for
the motivation of employees For instance employee training and development
appraisal for the performance job rotation equal opportunity of growing equal right
to get the equal opportunity fulfillment of the employee need that very from
individual to individual
Another main factor that will extremely increase the motivation level of employees is
the employee counseling Employee counseling is a process whereby employees are
guide in overcoming performance problem The basic aim behind This is to find out
the reasons of poor performance or unwillingness to work Job satisfaction can be
increase by getting some feedback and counsels for the whole TIP and also for the
specific operation of their own sectiondivision
Performance appraisal will determine the contribution of the employees toward the
organizational objectives If these factors are considered based for the promotion and
INTERNSHIP TIP HAIDER ALI MINHAS
59
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
rewards TIP management will get higher results in the productivity and motivation
towered the job of the employees that will contribute the overall performance of TIP
EMPLOYEES TRAINING AND DEVELOPMENT
To overcome the problem of employees training and development TIP management
must take into consideration the following steps
Determining the Training needs
Designing the Training program
Administering the Training program
Evaluation the Training programs
The main problem that was observed at TIP is the training evaluation Although huge
amount is spent on the training program but the evolution of the employees is nit
taken into consideration Evaluating refers to the out come of the Training for which it
is made To make the evaluation process more effective the management should
confirm that the training has brought the required changes
As development being a process of future-oriented training that focuses on the
personal growth of the employees top level management should concentrated on the
development of the employees that will also results in higher career development
satisfaction and loyalty toward the job Management should focus on tow main
methods to develop employees
JOB ROTATION
To develop employees to coup with different situation best Feasible way is the
implementation of the job rotation Program horizontally (same bench mark
position)
INTERNSHIP TIP HAIDER ALI MINHAS
60
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
By this way the employees will expose to new responsibilities which will lower
the boredom routine interaction with their work For the successful
achievement of the goals of organization top management has to take into
Performance level overall TIP also the motivation level devotion to the job and
job satisfaction of employees
ASSISTANTS TO POSITION
The staff members should be given an opportunity to grow with the organization by being
assistant to a well skilled and experienced senior employee to work under his supervision This
will provide the employee the opportunity to handled different non-routine job and exposure
to new tasks and assignments
INTERNEE TRAINING PROGRAM
It has been observed that the traineeintern program is lacking effective planning A well-
planned training program will improve good will of TIP as a helpful organization to the new
generation coming out from different educational institutions Training of Interneestrainees
should be considered as an investment in the future of TIP by the personal and admin section
This will also make easy the job of the recruiting committee of TIP to the already trained
candidates who are also aware of the organization culture of TIP
Downsizing
In the downsizing operation a lot of loyal and skilled workers and engineers
left the organization TIP should try to retain the remaining skilled and
devoted employees and workers because the workers are the most power
full asset of any organization and at difficult times the organization needs
the people who are more committed and loyal to the organization
Research and Development
INTERNSHIP TIP HAIDER ALI MINHAS
61
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
TIP aims at self-sufficiency and has therefore set-up its own Research and
Development wing This wing has already done considerable work in the
development of new circuits and equipment and in exploring possibilities of
applying new scientific knowledge Various other activities are striving for
the provision of more environmental procedures to manufacture equipment
suitable for the local condition and requirements
Organizational culture
TIP should also change its organizational culture The existing culture in
which there is no motivation no job rotation and employees development
should be changed for a better culture in which there should be good and
effective communication motivation and feedback for the employees It is
necessary for the betterment of the organization for the achievement of the
organizational goals for the reduction of cost and expenses and for
increasing the efficiency of the workers and profit as well
Marketing
Telephone Industries of Pakistan totally depended upon only one buyer ie
PTCL and sold all of its products on it This is not a good policy and TIP has
suffered a lot because of it TIP should expand its business beyond PTCL and
should try to find out new markets for its products
For expanding the market it is necessary for Telephone Industries of
Pakistan to involve in the effective marketing campaign The website
developed by TIP is not meeting to the needs of global world they should try
to provide more information and make it interactive from the customer
point of view Tip was established as a production unit of PTC but after
privatization of PTCL TIP facing order problem due to lack of effective
marketing campaign
INTERNSHIP TIP HAIDER ALI MINHAS
62
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Fraud cases ( corruption )TIP should have a proper system to deal with the fraud corruption by the
upper management so that these types of events can never be happen
again As soon as possible TIP should start its on full fledged marketing
department as it is age of marketing and competition
Telephone industries of Pakistan we found that telephone industry of
Pakistan have old machinery and insufficient workers With the passage of
time new technologies are brought in the market and the organizations
which adopt new and better technologies have cost of production much
lower than the other firms having old technologies There is need for
Telephone Industries to install new machinery and overhaul old machinery to
work properly It should also give training to its unskilled workers to become
profitable for the organization This is very necessary for the long term
survival of the organization
Telephone industries of Pakistan are unable to take all the orders from
Pakistan Telecommunication Company Limited Now PTCL purchases its
products by calling tenders or quotations in which TIP participates as a
member Many times TIP remains unable to receive the orders because the
other companies offer their products at lesser rates There is need for TIP to
minimize its cost of goods sold so that it may be able to take all the order
from its sister concern PTCL
COMMUNICATION
Communication is the transfers of information from a sender to a receiver with the information
being understood by the receiver The communication process begins with the sender who
encodes an idea that is sent in oral written visual or some any other form to the receiver The
receiver decodes the message and gains an understanding of what the sender wants to
communicate This in turn may results in some change or action But the communication
process may be interpreted by noise that is by anything that hinders communication In an
organization managers should have the information necessary for doing a good job The
INTERNSHIP TIP HAIDER ALI MINHAS
63
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
information may flow not only downward or upward in the organization structure but also
horizontally or diagonally Communication can be in written form but more information is
communicated through gestures and facial expressions
Barriers and breakdowns in the communication process hinder communication Understanding
the barriers making a communication audit and applying the guidelines for effective
communicating and listening facilitate not only understanding but also managing Electronic
media can improve communication as illustrated by teleconferencing and the application of
computers two of many approaches to handling the amount of information in the
organizations
PRODUCTIVITYAND OTHER TECHNIQUES AND TOOLS FOR IMPROVEMENTS
Besides operation research there are other techniques Discussed below is the application of
time-event networks value engineering work simplification quality circles total quality
management computer aided design and manufacturing and the manufacturing automation
protocol
TIME EVENT NETWORKS
As discussed in a previous chapter that time even network analysis is a logical extension of the
famous Gantt chart Often referred to as the Program Evaluation and Review Techniques (PERT)
and in its essentials as the Critical Path Method (CPM) this technique of planning and control
has wide potential use in many applications But PERT and its various refinements like
PERTCOST have considerable potential for use in many aspects of planning and controlling
operations
VALUE ENGINEERING
A product can be improve and its cost lowered through value engineering which consists of
analyzing the operations of the product or service estimating the value of each operation and
attempting to improve that operation by trying to keep costs low at each step or part The
following specific steps are suggested
Divide the product into parts and operations
INTERNSHIP TIP HAIDER ALI MINHAS
64
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
Identify the costs for each part and operation
Identify each part relative contribution value to the final unit or product
Find a new approach for those items which appear to have a high cost and low value
WORK SIMPLIFICATION
Work methods can also be improved through work simplification which is the process of
obtaining the participation of workers in simplifying their work Training sessions are conducted
to each concepts and principles and techniques such as time and motion studies Work flow
analysis and the layout of the work situation
CONCLUSION
Telephone Industry of Pakistan was established in 1952 by Pakistan telegraphy amp telephone
department in partnership with the well known SIEMENS of west Germany to meet the growing
demand of telephone facilities in the country
The factory has RampD department that is helping in the introduction of the advancement of the
technology and changes modification in the running productsResearch and development wing
has already done considerable work in the development of new circuits and equipment and in
exploring possibilities of applying new scientific knowledge The workers are paid according to
their Piece-rate systems which enables to earn according to their efficiency amp skills
TIP created facilities for apprentice training in its premises at a very early stage The normal
period of apprenticeship is 3 year Every candidate is responsible to pass the apprenticeship
with good result This was necessary because the rural area of HAZARA did not offer sufficient
number of technically experiences workers
INTERNSHIP TIP HAIDER ALI MINHAS
65
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
TIP manufacturing all parts according to the merit system For maintenance
of standards of precision TIP Measuring Laboratory The production process
is started after proper pre-planning by the Production Planning Branch and is
finalized by a strict quality Control The production process itself is carried
out by using means of modern techniques
TIP has qualified staff huge production facilities and vast areas and
opportunities to grow and expand There is need to adopt the suggestions
given in this report if TIP wants to regain its lost strength With the proper
implementation of these suggestions effective control and efficient
management there will be the existence of fair organizational culture the
commitment of workers with the organization will increase resources will be
used efficiently product line will expand market share will increase and all
the resources will prove to be much more profitable than ever before
If all this can be made possible and these precious human and non human
resources are used with vigilance and proper planning TIP can certainly
reach a point where it will be next to no other company in the country and
Pakistan will be among the world leaders in the field of telecommunication
INTERNSHIP TIP HAIDER ALI MINHAS
66
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
BIBLOGRAPHY
Books And Refrences
1 Annual Report of Telephone Industries of Pakistan for the period 2003-2004
2 Publication of Telephone Industries of Pakistan ldquoAbstract of TIPrdquo
3 Quality Manual ISO 90012000
Internet
httpwwwptclcompk
httpwwwpakistangovpk
httpwwwpakistaneconomistcom
httpwwwzumbeelnetbetanewsdetailsphprev_param=6808
httpwwwtiporgpk
INTERNSHIP TIP HAIDER ALI MINHAS
67
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
httpwwwalibabacommemberajtiphtml
INTERNSHIP TIP HAIDER ALI MINHAS
68
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
PLAGIARISM REPORT
INTERNSHIP TIP HAIDER ALI MINHAS
69
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
INTERNSHIP TIP HAIDER ALI MINHAS
70
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-
INTERNSHIP TIP HAIDER ALI MINHAS
71
- APPROVAL SHEET
- I certify that i have read this internship report on rdquo Telephone Industries Of Pakistan ldquo by Haider Ali Minhas and that in my opinion this work meets the criteria for approving a internship report in partial fulfillment of the requirement for the MBA at Hazara University
-
- DEPATMENT OF MANAGEMENT SCIENCES
-
- CERTIFICATE OF INTERNSHIP TRAINING
- ldquoACKNOWLEDGEMENTrdquo
- DEDICATION
- EXECUTIVE SUMMARY
- Objective Of The Internship
- Background Of Study
- Purpose Of Study
- Scope of study
- Methodology of the report
- Scheme of the Report
-
- Telephone industries of pakistan
-
- History of TIP
- Mission
-
- A leading Telecomm Manufacturer that deliver quality technology and service which exceed our customers expectations We provide our customers a One-stop manufacturing solution for quick turn-around high quality and cost competitive Electronic Mechanical and Electro-mechanical components and assemblies by using our own extensive variety of manufacturing resources a one of the most qualified rapidly expanding manufacturing source in Pakistan
-
- vision
-
- To provide industry-leading products and services based on our expertise based on our in-depth knowledge in Telecomm Manufacturing as TIP is providing services since 1955
-
- Ceo message
-
- We will work to ensure a greater understanding by key stakeholders for innovative telecomm manufacturing and other TIP Products We will continue our contributions to finding new solution in the telecomm sector and other sectors of manufacturing
-
- Organizational structure of TIP
- TOP MANAGEMENT
- Nature of Organization
- Services provided by TIP
- General Product Division
- Digital Switching Unit
- Branches or Offices
-
- Code of Ethics-
- Dress Code
- Timing and Attendance
-
- Finance amp Personal Division
- Personal and Administration Department (HRM)
- Recruitment and Selection
- The Selection Process
- Training and Development
- Compensation and Benefits
- Retirement Of Employees
- Disciplinary Policy
- Social Security and Welfare Fund
- CAREER PLANNING CELL
-
- Career Planning
-
- Performance appraisal
- Performance appraisal process
- FUNCTIONS OF PERSONNEL DEPARTMENT
- PERSONNEL (HR) DEPARTMENT FUNCTIONs
-
- Maintenance of personnel files
- Correspondence
- Pay Scale and Fixation
-
- PENSION AND WELFARE SECTION
-
- Welfare Section
- Functions of Welfare Section
- PENSION SECTION
-
- SWOT ANALYSIS OF TIP
- STRENGTHS
- WEAKNESSES
- OPPORTUNITIES
- THREATS
- CRITICAL ANALYSIS
- LACK OF MOTIVATION
- LACK OF JOB ANALYSIS AND EVALUATION
- FINANCIAL ANALYSIS
- OBSERVATION FINDINGS AND RECOMMENDATION
- Main Findings
- OBSERVATION
- RECOMMENDATION
- CONCLUSION
- BIBLOGRAPHY
- Books And Refrences
-