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8/7/2019 World Call1

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PROJECT:

Human Resource Management

Presented To:

Sir. Rashid Saleem

Presented By:

BBA-08-137 Adil Sajjad Mureed

BBA-08-128 Najam Chohan

BBA-08-112 Muzamil YaseenBBA-08-105 Farah Zaheer

BBA-08-110 Sidra Sadiq

Division of Arts and Social SciencesUniversity of Education,Lower mall campus LHR.


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Recruitment and selection policy

1. Objectives:

To plan and regulate recruitment, selection, training and other human resource activities,

at the right time with right people to meet the companys short range organizational

objectives.

HR planning is a part of quarterly budgeting exercise, and aims

to estimate the manpower need of the organization over the period coverd.

1. Keeping in view the objectives/targets and future needs of the department,

company Heads of each business function will make a Manpower Forecast of his

company for the under review. This document shell be prepared along with the

quarterly capex and opex budget.

2. Proper justification will be required for each requisitioned position. Due

consideration will have to be given to various factors such as work load of

existing human resources, planned expansion of the department, external

developments etc, while developing justifications. Quarterly Manpower budgets

once approved by the Group Budget Committee are to be submitted to Group HR

within one or two days of the date of such approval.

2. Personnel requisition and recruitment:

To locate suitably qualified and best available candidates from within and as will

as from outside to fit in with the job in the company.


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Human Resource Department shall maintain a database of skill inventories of its

staff. Whenever a vacancy arises this database shall be checked to identify

possible internal candidates.

1. Solicited\unsolicited applications from external candidates are recorded

and maintained by the Human Resource function to cater recruitment at all

levels.

2. If it is considered necessary to advertise a vacancy in the press,

advertisement will be placed in the relevant newspaper seeking

applications from interested candidates for particular positions. This

would be subject to the prior written approval of the competent authority.

Selection:

To identify and select right persons for the right job following the recruitment process:

The Group HR in liaison with the representatives of respective companys HR

will be responsible for scheduling interviews and communicate the date venue and

time of the interview to short listed candidates.

The Head of Human Resources will make a list of selected candidates and prepare

employment offers for all new appointments specifying name, designation,

remuneration, probation period etc.

The interview panel should comprise of at least three persons i.e. head of user

department, immediate supervise and head of Human Resources as explained in theselection committee. They will evaluate the candidates on Interview Evaluation Form.


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SELECTION COMMITTEE:

PROBATION & CONFIRMATION:

GradeMin pool of

candidates to

select from

Initial interviewFinal interview

selection committee

Final selection

approval(operational

/technical)

Final selection

approval (finance)

E 1

Group Director HR

Head

Chairman GMD,

GDF, Group Director

HR Head

CHAIRMAN

M1 2

Head of Concerned

Dept. HR Head

Chairman GMD,

GDF, Group &

Executive Director

HR Head

CHAIRMAN GMD & GDF

M2 3

Head of Dept. HR

Head

GFC\COO\Head of

Concerned Dept.

COO Dept. & HR

Head

GFC Dept. & HR Head

M3 3

Immediate supervisor

Representative HR

Dept.

GFC\COO\Head of

Concerned Dept.

COO Dept. & HR

Head

GFC Dept. & HR Head

M4 3

Representative of the

concerned dept.

Representative HR

Dept.

Dept. Head Immediate

supervisor

Representative HR Dept.

COO Dept. & HR

HeadGFC Dept. & HR Head

S 3

Representative of the

concerned dept.

Dept. Head Immediate

supervisor

Representative HR Dept.

Dept.

Representative of

HR Dept. Head

Dept. Representative of

HR Dept. Head


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It is important that new employees be assessed closely during their probationary period

and a conscious decision is taken regarding their confirmation in service by the

management.

1. Every employee is required to serve a mandatory probationary period. During this

period the head of the user department is responsible to monitor the probationers

performance.

2. The Human Resource function will forward a Probation Performance Report to

the Head of the users department once within the probationary period of the new

employee. (During the 3

rd

month of probationary period).

3. The Head of users department based on the comments\recommendation by the

immediate supervisor will decide to confirm or extend the period of probation

where applicable or terminate employment.

4. The Head of HR Department based on the recommendation will prepare

confirmation or termination letters accordingly.

ORIENTATION:

To help the new appointee in understanding clearly the companys environment, values,

working of their departments and work related policies. This process ensure that new

employees would settle down comfortably I the in the new environment and integrate

quickly with their colleagues and co-workers. Guidelines and written documents

regarding orientation will be provided by relevant Human Resource Department of the

company.


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The selection process: flow chart

Failed to meet minimum qualifications

Failed to complete application or failed

Job specification

Passed

Failed to impress interviewer and \or

Meet job specifications

Passed

Passed

Passed

Initial screening HRDepartment\immediatesupervisors

Completed application

Comprehensiveinterview

Level and compensationrecommendation by

relevant heads & HRhead and approved byGroup Heads\Chairman

Refer to Group HR for requireddocumentation

Job OfferReject Application

Interview criteria

Up to M3 & belowCOOHead of concerned dept.HR HeadImmediate supervisor

HR Coordinator

Form M2 to EChairmanGroup MD & Group DFManaging DirectorGroup DirectorsHR HeadCOO

Background investigation (if required0


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Recruitment & Selection Process:STEP-1 Initial screening:

Preliminary screening inter view of potentially acceptable candidates be carried out by

the supervisors & HR representative of the relevant department\ company that the

candidate fulfils prerequisites of the available job .i.e.

Educational qualifications

Relevant work experience

Suitable for proposed position

Salary range

Fulfills the minimum qualifications

Passed for next step

Failed to meet minimum qualifications

Reject applicants

STEP-2completion of the Application Form:

Applicants will complete the Application form with the required information and sign the

application form (signing the application from means the information given is authentic

and permission to check references).

Required information

Personal & Job related profile of the applicant

Completes application & meets job specifications


Failed for complete application or failed job specifications


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Reject Applicants

STEP-3 comprehensive Interview:

Applicants will be interviewed by:

(Interview criteria)

The interview panel should comprise of at least thee persons i.e. head of department,

immediate supervisor and Head of Human Resources, in case of Management staff

selection. In case of Non-Management staff hiring (at Regional Office) the selection

criteria will supplied by the Human Resource Department to the DGM and Senior

Area Manager who will select the candidate after the interview process.

a. Impress interviewer & or meet job specifications

b. Passed for next step

c. Failed to impress interviewer & or meet job specifications

d. Reject applicant

STEP-4 Background Investigation (if required)

Background investigation of those applicants, who are to selected for the

proposed position, should be done by HR person by contacting the former

employer etc.

Satisfactory feedback


Unsatisfactory feedback

Reject applicant


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STEP-5Recommendation for Level & Compensation:

Level and compensation recommendation by relevant Head & HR Head and

approved by Group Head\ chairman.

STEP-6Head Office HR for required documentation:

Once the applicant is selected and offered the job proposed position.

Relevant documents will be sent to Group HR for required necessary

documentation\issuance of appointment letter as per Organizations policies and

procedures.

STEP-7Permanent Job Offer:

Applicant is informed by the relevant Department Head once appointment letter is

received from Group HR for the job position.

Note:

Total duration for the completion of the process will be 6 to 8 working days.

TRAINING

If you want 1 year of prosperity grow grains, if you

want 10 years of prosperity grow trees, if you want

100 years of prosperity grow people

OBJECTIVE


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FLOW CHART

Training

Training Log

Evaluation

Training RequirementsAccording to job

Training Schedule

Training


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TRAINING PROCEDURE

Immediate Supervisor:

Immediate supervisor shall evaluate the performance of the employee

biannually, identify his/her weak area(s)/deficiencies, and suggest suitable

training by filling & signing the Training Need Assessment Sheet.

Immediate supervisor shall discuss the case with department head and

forward him/her the Training Need Assessment Sheet for approval.

Department head:

Department head shall review the case and recommend the training

suggested by immediate supervisor by signing the Training Assessment

Sheet, get it approved by chief operating officer, and forward it to human

resource department for necessary action.

Human resource department:

Human resource department shall compile all the training requests in June

and December, after classifying the nature of training, based on

technical/general, in-house/outsourcing and prepare a bi-annual Training

Plan (Jul Dec and Jan to Jun).


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Human resource department shall explore the availability of the required

training(s) in the market, look into the possibility of conducting in-house

session(s), prepare bi-annual Training budget, and get it approved by Chief

Operating Officer.

Human resource department shall review the training plan and prepare bi-

annual Training Schedule according to the approved training budget. The

training schedule is circulated to the concerned department(s).

Human resource department shall arrange in-house training session(s) with

the help of administration department and out sourcing in the following

manners:

In-house Training:

Human resource department shall check the availability of suitable

instructor/trainer from within the company. If available, in-house training

will be finalized with the consultation of concerned department head(s).

Human resource department shall choose a suitable training venue and get

the approval of its use from competent authority. If no proper place is

available within own premises of the company, some hotel or other suitable

place shall be made available.

Human resource department shall arrange the required training material like

multimedia/overhead projector, stationery items, and/or furniture with the

coordination of administration department.


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If some written material/notes are required to be distributed amongst the

training participants, it shall be made available with the coordination of

trainer and administration department.

Trainer/instructor shall make the trainees mark the attendance on Training

Participant Sheet, which shall be provided to him/her by human resource

department.

After conclusion of the training, certificates (If any) shall be issued to the

participants and individual Training Record (Sheet available in personnel

file) shall be updated.


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Outsourcing:

If no suitable instructor/trainer is available from within the company, human

resource department shall hire some suitable instructor/trainer from the

market with the consultation of concerned department head and follows the

clauses in in-housing training above.

If no suitable instructor/trainer is available from within the company or

outside, or the numbers of participants are such as are not economically

viable, human resource department shall send the participants to some

suitable training institute for specific training as and when available.

Trainees shall be provided with the Training Evaluation & Feedback Form

and they will be required to fill it appropriately for evaluating if the training

imparted is helpful in improving the performance of individual.

In either case, after completion of training, human resource department shall

update individual Training Record (Sheet available in personnel file).

PERFORMANCE EVALUATION

In order to shift from total adhocism in granting increases, bonuses and Ex-gratia

payments to employees annually, a system evaluation is being designed with following

objectives.

Objectives

1. To identify and recognize performance and employees of potential.

2. To compensate employees on performance related criteria.


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3. To identify Training and Development needs.

4. To continually improve employees performance.

This proposal is made with an effort to eliminate disparity on one hand and promote

recognition and reward to the good performers on the other hand.

PERFORMANCE EVALUATION PROGRAME

SCOPE

This policy is for management cadre and above. This reason behind this coverage is that

all Branch\Areas are supervised by the Managers and as such it would be logical to

evaluate Branch Manager\Area Managers, Regional Managers and above than to evaluate

550 individuals. It is implied keeping in view the nature of business that if a manger is

performing well, the whole area or department in general is performing well.

POLICY

The criterion for evaluation will vary based on the nature of the jobs. For operational jobs

i.e. Sales\activation\Technical, the evaluation will be done 80% on tangibles (regular

activity based on set targets) and 20% on intangibles.

It is more focused on target achievement, with some percentage of evaluation allocated to

certain predefined tasks, e.g. in case area Managers job, the main object\target could be

to increase card sales of 15% and activities by 20% which involves regular activity.

Besides that an additional predefined task may be given in order to increase contribution

towards the overall growth and profitability of the organization. For example


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Increase awareness\presence of WorldCALL payphones within the allocated

budget in his area by display road show posters etc.

Increase outdoors payphones revenue by selecting high traffic areas, and

removing from dead locations.

Streamlining daily\ weekly \monthly reporting etc.

ACCOUNTS DEPARTMERNT (Management staff)

For support department, like accounts the predefined tasks can be determined e.g.

Reducing outstanding suppliers payments to 3 days.

Each member of accounts staff should be trained in SBT (Accounting Software).

Monthly reporting should be expedited by 5th of every month, weekly reporting by

Tuesday, etc.

MARKETING DEPARTMENT (Management staff)

Predefined tasks:

Brand campaign to Hello and Payphone during the year.

Collects competitors advertisement expense date In Hello and payphones.

To identify new markets that would increase the WorldCALL base by 50,000

customers.


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Similarly for admin department and P.T.C liaison, M.I.S, Customer Service etc. certain

predefined tasks\goals will be set based on their regular activities, which would add to the

overall efficiency and level of competence of their department thus contributing

indirectly the growth profitability of the business.

All management staff will also be assessed on certain managerial traits, which they have

exhibited during the year while performing the job\achieving targets. The percentage

weight age to be allocated to such evaluation will vary depending whether the manager is

performing operational job or a support job.

Based on the same evaluation the need for appropriate training\courses will be identified

and written in the appraisal form. The Human Resource Department will make a record o

fall such training needs\recommendations made subsequent to the appraisal exercise and

plan to arrange both on-hose and external training\courses with different local institutes.

TARGET SETTING

This exercise will be done at the beginning of the year i.e. July, between the manager and

supervisors. Goals and targets should be agreed and would be reviewed on the quarterly

basis. In case any changes are necessary due to changing market trends or for any other

valid reason, the same should be incorporated in the agreed targets in order to avoid any

possible misunderstanding at the time of appraisal. The targets should be short termed i.e.

quarterly or mid termed i.e. for six months based on the nature of activity the staff is

performing.

RATING TRENDS


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The rating trend prevalent in most of the multinationals and other professional

organizations is based on a formula, which is as follow:

Outstanding = 5% of the total Management population.

Very good = 10 to 15%

Good = 70%

Fair = 7 to 10%

Unsatisfactory = 3 to 5%

The COOs, department heads concerned would be asked to do a forced distribution i.e.

restricting the outstanding rating to 5% of the total Management staff. A similar

requirement is applicable to very good rating.

Those getting Fair and Unsatisfactory will not be entitled for any exgratia payment

and will have their bonus entitlement proportionately reduced to 30% and 50%

respectively.

LINKING OF PERFORMANCE WITH COMPENSATION

In order to relate the performance rating with annual increase we need to have an

increment policy wherein a certain percentage is allocated to the annual increment of the

current gross salary. Normally this percentage varies from 10% to 15% in various

comparable organizations e.g. if the gross salary of the Manager is Rs. 30,000/- a Good

rating which is consider a normal rating, will qualify him for an increment of Rs. 4,500/-

i.e. 15% of 30,000. If we are to follow the competitive market trend then the following

table is recommended:


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Gross Salary Performance Rating Percentage Increase Increment

30,000 Outstanding 30% double the annual increment 9,000

30,000 Very Good 23% 6,900

30,000 Good 15% 4,50030,000 Fair 10% 3,000

30,000 Unsatisfactory 5% 1,500

The increase given in the salary based on performance rating invariably has a positive

impact on the morale of the above average performers. This is because of following

reasons:

I. This gives a sense of recognition to the employee.

II. Increase given in the salary has beneficial impact on other incentives given to the

employee which are usually based on their salary e.g. gratuity, leave encashment

(at separation), Medial Allowance, Bonus if any etc.

It motivates the performers to plan their association with the company on long-term basis.

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