INTERNSHIP REPORT ON

PAKISTAN TELECOMMUNICATION COMPANY LIMITED (PTCL)

SUBMITTED BY:

o Sughandh abbasi

o Noor u lain qureshi

o Kanwal Soomro

o Sarah somar

o Iram sheikh

SUBMITTED TO: Human Resource Business Partners Hyderabad.

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TABLE OF CONTENTS:

THE ACKNOWLEDGEMENT…………………………………………………………………………… 6

CHAPTER NO 1:

AN INTRODUCTION TO PAKISTAN TELECOMMUNICATION COMPANY LIMITED

1. 1: COMPANY’S BACKGROUND………………………………………………………………………..7

1. 2: INTRODUCTION TO PTCL……………………………………………………………………………8

1. 3: VISION…………………………………………………………………………………………………..9

1. 4: MISSION………………………………………………………………………………………………...9

1. 5: CORE VALUES……………………………………………………………………………………….…10

1. 6: COMPANY’S PROFILE………………………………………………………………………………..10

1. 7: BUSINESS AND CORPORATE USERS……………………………………………………………….10

1. 8: OTHER SERVICES………………………………………………………………………………………11

1. 9: BUSINESS OPERATIONS……………………………………………………………………………...12

1.10: ORGANIZATIONAL STRUCTURE OF PTCL………………………………………………………..13

1. 11: EXECUTIVE SUMMARY……………………………………………………………………………..17

1. 12: RESEARCH METHODOLOGY……………………………………………………………………….18

1. 13: HUMAN RESOURCE INFORMATION………………………………………………………………19

CHAPTER NO: 2

LEAVE MANAGEMENT SYSTEM

2. 1: DEFINITION……………………………………………………………………………………………20

2.2: PROCESS FLOW CHART……………………………………………………………………………...21

2. 3: TYPES OF LEAVES……………………………………………………………………………………23

2. 4: LEAVE APPROVAL MATRIX………………………………………………………………………..23

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CHAPTER NO: 3

TRAVEL MANAGEMENT SYSTEM

3. 1: DEFINITION……………………………………………………………………………………….24

3. 2: STEPS INVOLVED IN TMS………………………………………………………………………24

CHAPTER NO 4:

TRANSFER MANAGEMENT SYSTEM

4. 1: DEFINITION………………………………………………………………………………………..27

4. 2: ELEMENTS TO BE CONSIDERED BEFORE TRANSFER……………………………………...27

4. 3: TRANSFER/POSTING STEPS INVOLVED……………………………………………………….28

CHAPTER NO: 5

PAYROLL

5. 1: DEFINITION………………………………………………………………………………………29

5. 2: T CODES………………………………………………………………………………………….29

CHAPTER NO: 6

CIVIL & ESTATE DEPT

6. 1: DEFINITION & CONTENTS……………………………………………………………………...32

CHAPTER NO: 7

HR ADMIN SERVICES

7. 1: CONTENTS…………………………………………………………………………………………33

7. 2: FUNCTIONS………………………………………………………………………………………..33

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CHAPTER NO: 8

FINANCE

8. 1: DEFINITION……………………………………………………………………………………..35

8. 2: TYPES OF EXPENDITURES……………………………………………………………………35

CHAPTER NO: 9

ONE STOP SHOP

9. 1: HISTORY & BACKGROUND……………………………………………………………………37

9. 2: PRODUCTS & SERVICES………………………………………………………………………..37

CHAPTER NO: 10

EMPLOYEE FACILITATION CENTRE

10. 1: DEFINITION…………………………………………………………………………………….…41

10. 2: FUNCTIONS……………………………………………………………………………………….41

10. 3: EMPLOYEE MEDICAL CARD………………………………………………………………..…42

10. 4: HEAVE EXPENDITURE CASES………………………………………………………………...43

10. 5: MARRIAGE GRANT CASES…………………………………………………………………….44

10. 6: GPF REFUNDABLE & NON REFUNDABLE CASES………………………………………….46

10. 7: EDUCATION GRANT CASES…………………………………………………………………...46

10. 8: UNIFORM GRANT CASES………………………………………………………………………47

10. 9: MEDICAL DATA POSTING ON SAP…………………………………………………………...47

10. 10: TRANSFER MEDICAL FACILITY…………………………………………………………….48

10. 11: REGISTRATION OF MEDICAL DATA ON SAP……………………………………………..48

10. 12: DEPARTMENTAL CARD………………………………………………………………………49

10. 13: CONDOLENCE LETTER……………………………………………………………………….50

10. 14: COMPENSATION LETTER…………………………………………………………………….50

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10. 15: REST & RECREATION ALLOWANCE……………………………………………………….50

CHAPTER NO: 11

PENSION & PAY FIXATION BRANCH

11. 1: DEFINITION………………………………………………………………………………….51

11. 2: SERVICE BOOK & ITS CONTENTS……………………………………………………….51

11 .3: PENSION & ITS TYPES……………………………………………………………………..53

11 .4: METHOD FOR CALCULATING GROSS PENSION………………………………………53

11. 5: CALCULATING NET PENSION……………………………………………………………54

11. 6: SUPERANNUATION………………………………………………………………………..54

11. 7: COMMUTATION……………………………………………………………………………55

11. 8: FAMILY PENSION & OTHER CASES OF ON DUTY DEATH EMPLOYEES…………55

11. 9: CALCULATION OF PENSION FOR WIDOWS…………………………………………..56

11. 10: GRATUITY…………………………………………………………………………………56

11. 11: SYSTEM APPLICATION PROGRAM……………………………………………………57

CONCLUSION …………………………………………………………………………………..58

ANNEXURE ………………………………………………………………………………………59

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ACKNOWLEDGEMENTS

All praise to ALLAH, the most Merciful and Kind; All gratitude belongs to Him

We would like to express our deepest appreciation to all those who provided us the possibility to complete this

report. We have taken efforts in this project. However, it would not have been possible without the kind support

and help of many individuals and organizations. We would like to extend our sincere thanks to all of them.

We are highly indebted to PTCL ADMINISTRATION for their active guidance and constant supervision as

well as for providing necessary information & support in completing the Internship report, which was a

requirement for completing the BACHELORS DEGREE program. We would like to express our gratitude

towards our parents, families & members of PTCL for their kind co-operation and encouragement throughout

the internship program.

Our thanks and appreciations go to our colleague and group mates in developing the project and people who

have willingly helped us out with their abilities.

Although there may be many who remain unacknowledged in this humble note of gratitude there are none who

remain unappreciated.

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CHAPTER NO: 1

AN INTRODUCTION TO THE PAKISTAN TELECOMMUNICATION COMPANY LIMITED:

1.1: COMPANY BACKGROUND

PTCL operates in one of the most dynamic, deregulated and competitive markets in the world; Pakistan with a

population of 165 million people is a fast growing economy with relatively low penetration of Information

Communication Technology (ICT) services.

PTCL intends to be the leading ICT provider in the region by achieving customers' satisfaction and maximizing

shareholders' value and as such PTCL perceives its future as a customer centric organization enhancing its

infrastructure and investing in people.

History. Having its origin in the Post & Telegraph Department established in 1947, the Pakistan

Telecommunication Corporation (PTC) was established in December 1990, taking over operations and

functions from the Pakistan Telephone and Telegraph Department under the Pakistan Telecommunication

Corporation Act 1991.The Pakistan Government's policy to promote competition encouraged private sector

participation and resulted in the award of licenses to cellular companies, card-operated payphones, paging and,

lately, data communication services. Pursuing a progressive policy, the Government in 1991, announced its

plans to privatize PTC, and in 1994 issued six million vouchers exchangeable into 600 million shares of the

would-be PTCL in two separate placements. Each had a par value of Rs. 10/- per share.

In 1995, the Pakistan Telecommunication (Reorganization) Ordinance paved the way for the establishment of

an independent regulatory regime. A milestone was crossed in 1996 as the Pakistan Telecommunication

Company Limited (PTCL) was formed and formally listed on all Stock Exchanges of Pakistan.

Since then, PTCL has been working vigorously to meet the dual challenge of telecom development and socio-

economic uplift of the country. In keeping with the convergence of technologies in the telecom sector PTCL’s

mobile and internet subsidiaries were created in 1998.PTCL launched its mobile and data services subsidiaries

in 2001 by the name of Ufone and Pak Net respectively. None of the brands made it to the top slots in the

respective competitions. Lately, however, Ufone had increased its market share in the cellular sector. The Pak

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Net brand has effectively dissolved over the period of time. Recent DSL services launched by PTCL reflects

this by the introduction of a new brand name and operation of the service being directly supervised by PTCL..

The first major product initiative taken toward a changing PTCL during the year 2006-07,was the launch of

PTCL's Broadband service. PTCL achieved unprecedented success in Broadband service as it added over

10,000 customers within the first 120 days of its launch..

As telecommunication monopolies head towards an imminent end, services and infrastructure providers are set

to face even bigger challenges. The post-monopoly era came with Pakistan’s Liberalization in

Telecommunication in January 2003. On the Government level, a comprehensive liberalization policy for

telecoms sector is in the offering.

in April 2006 ,Emirates Telecommunication Corporation, which is commonly known as Etisalat,has assumed

management control of Pakistan telecommunication corporation limited part of the2.6$ deal to buy a 26% stake

in PTCL.there were three participated in the bet for privatization of PTCL.Etisalat, a Abu Dhabi based company

was able to get the shares with a large margin in the bet. Government's plan of privatizing the corporation was

not welcomed in all circles; countrywide protests and strikes were held by PTCL workers. They disordered

phone lines of institutions like Punjab University Lahore along with public sector institutions were also blocked.

Military had to take over the management of all the exchanges in the country. They arrested many workers and

put them behind bars. The contention between Government and employees ended with a 30% increase in the

salaries of workers .there have been various changes in the company due to privatization such example include

the VSS(voluntary separation scheme for its employees),ERP (SAP based),restructuring B& CC (Billing and

customer care software) etc. Another seemingly minor change was change of brand identity (LOGO) that will

present PTCL's new face after privatization, with greater focus on customer satisfaction and bringing about of

new advancements in telecom for Pakistani customers..

1.2: INTRODUCTION TO PTCL

Pakistan telecommunication company limited (PTCL) is the largest telecommunication service provider in

Pakistan with employee strength of about 30,000 and 5.7 million customers, the company structure spread over

the entire country which facilitates the company in providing value added services to the customers in every

part of Pakistan. Geographically the company divided into: headquarters, north, south, central and west zones

and functionally in commercial HR& admin, corporate development, Finance, operations, technical

departments.

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UFONE

Ufone GSM is a Pakistani GSM cellular service provider. It is one of the five major GSM Mobile companies in

Pakistan. In January 2001 Pak Telecom Mobile Limited (PTML) a wholly owned subsidiary of Pakistan

Telecommunication Company Limited (PTCL) started its operations under the brand name ‘Ufone’.

ETISALAT

After the partial privatization of the parent company PTCL, 26% of shares and control was sold to Etisalat and

Ufone became a part of the Emirates Telecommunication Corporation Group. In 2012 Ufone launched their

social networking service for their Ufone customers Club Ufone, available in English and Urdu languages.

1.3: VISION OF PTCL

To be the leading Information and Communication Technology Service Provider in the region by achieving

customer satisfaction and maximizing shareholders' value'.

The future is unfolding around us. In times to come, we will be the link that allows global communication. We

are striving towards mobilizing the world for the future. By becoming partners in innovation, we are ready to

shape a future that offers telecom services that bring us closer.

1.4: MISSION OF PTCL

To achieve our vision by having:

An organizational environment that fosters professionalism, motivation and quality

An environment that is cost effective and quality conscious

Services that are based on the most optimum technology

"Quality" and "Time" conscious customer service

Sustained growth in earnings and profitability

1.5: CORE VALUES OF PTCL

Professional Integrity

Teamwork

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Customer Satisfaction

Loyalty to the Company

1.6: COMPANY PROFILE

PTCL is all set to redefine the established boundaries of the telecommunication market and is shifting the

productivity frontier to new heights. Today, for millions of people, we demand instant access to new products

and ideas. More importantly we want them for their better living standards with increased values in this ever-

shrinking globe of ours. We are setting free the spirit of innovation. PTCL is going to be your first choice in the

future as well, just as it has been over the past six decades.

1.7: BUSINESS & CORPORATE USERS

For clear communication the first choice of business circles is PTCL telephone for local, nationwide and

international calling. Today businesses can have 10-100 lines with modern day services to meet their needs.

Now you get options like Caller-ID, call-forwarding, call-waiting, Call Barring, to name a few.

1.8: OTHER BUSINESS SPECIFIC SERVICES INCLUDE:

0800-Toll free number, 0900-Preminum rate services, VPN-Virtual Private Network, Audio Conference

Service, Digital Cross Connect (DXX), ISDN (Policy), Tele plus (ISDN/BRI), Digital Phone Facilities/

Modification Charges, UAN, UIN.

CARRIERS SERVICES

As carriers-carrier, we provide the core infrastructure services to the cellular, LDIs, Local Loop operators, ISPs,

Call Centers and payphone operators.

We provide all carrier services, right from inter-connects and tele housing to DPLC and IPLC connectivity. Our

interconnect services are provided from our 3200 exchange locations that connect your carriers networks

domestically, in addition to providing IPLC bandwidths to connect you internationally through our four

international gateways and SEA-ME-WE3, SEA-ME-WE4 and IMEWE submarine cables

Furthermore to provide connectivity to operators in the extreme remote areas of the country, PTCL launched its

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state of the art satellite service (Sky link).

PTCL satellite service (Sky link) is provided using the Intelsat Satellite System, an undisputed leader in satellite

communications.

WHITE LABEL SERVICES

PTCL customers can now provide uninterrupted services to their clients without undertaking large scale

investment in infrastructure or developing expertise in their own network.

PTCL White Label Services are focused on speed and simplicity at minimal capex. This will enable our

customer to offer their own branded WLL, DSL etc to customers nationally, together with an array of key

support services.

1.9: BUSINESS OPERATIONS

SWOT ANALYSIS

SWOT analysis stands for analyzing the Strengths, Weaknesses, Opportunities and Threats of a certain industry

or company. In this post we do the SWOT analysis of the Telecom Industry of Pakistan. In upcoming posts we

will go in detail of individual companies and discuss the problems and how to make use of the opportunities.

STRENGTH

Exponential growth.

Skilled Human Resource at low-cost.

Access to Infrastructure – optical network and satellite links.

Favorable policies (to some extent) and regulator.

Strong international brand names.

WEAKNESS

Quality of Service.

Low revenue per user (ARPU).

Customer retention.

No clear strategic direction.11

Poor organizational structure.

No research and development programs.

Employee skill inconsistency.

Very low employee morale.

OPPORTUNITIES

Huge market size.

Local handset manufacturing.

Making technology accessible to all (e.g. broadband).

Adopt latest technologies.

Removal of international trade barriers.

Adopting MVNO.

THREATS

Recession in economy.

Inconsistent and adhoc decisions from regulatory authorities.

Political Instability, Security issues.

Adverse shifts in trade policies of government.

1.10 : ORGANIZATIONAL STRUCTURE OF PTCL

An Organizational Structure clarify the roles of personnel of an Organization and to determine who has to do

what task, which is responsible for what, objectives to be achieved, who is to report to whom and to remove the

obstacles for performance caused by confusion and uncertainty of job assignment as well as to make easy

decision- making and communication networks reflecting and supporting organization objectives.

PTCL is divided into five major zones i-e north zone Rawalpindi and Islamabad, central zone Punjab , south

zone Sindh and Balochistan , western zone KPK and head quarter Islamabad , the zones are further divided into

regions , PTCL has been divided into almost thirty-two Regions (Nine Development and twenty-three

Maintenance Region ).

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All the company head’s offices are in Islamabad head quarters .The head of Pakistan Telecommunication

Company Limited is called “President”. Then there are SEVPs (Senior Executive Vice Presidents), i.e. SEVP

(Finance), SEVP (Operations), SEVP (Technical), and SEVP (Human Resource Management), SEVP

(Marketing & Business Development). Then there is a chain of Executive Vice-presidents (EVPs) like EVP

(Finance Central), EVP (Marketing), EVP (HR Central), EVP (Accounts), EVP (Operation), EVP (Information

Technology, Training & Research), and EVP (Revenue). All these are appointed at Pakistan

Telecommunication Company, Headquarters at G-8/4, Islamabad. Apart from these EVP, there are also

EVP(Operation), EVP (HR) etc. who are heading the other regions of PTCL in major cities country wide. Then

there are Chief Engineers and General Managers at H/Qs who report to their relevant EVP. Then there are

Senior Managers, Deputy Directors, Assistant Directors, Account Officers, Assistant Account Officers,

Financial Analysts, Marketing Managers, Computer Programmers, and IT Specialists etc.

There are Regional Heads (General Managers) to head PTCL Regions, There are numbers of Senior Managers

of different departments like HR, consumer, R&C and Finance works under the supervision of RGM. There

are three Senior Business Managers and five senior managers are working under RGM Hyderabad though their

general managers are different.

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REGIONAL GENERAL MANAGER (HYTR)

SBM LATIFABAD SBM RURAL SM-HRBP SM-MMBB

SBM CITY

BM DADU

BM MIRPURKHA

S

MANAGER HRBP

MANAGER MMBB PROVISION BM-THATTA BM-LATIFABAD

MANAGER ADMIN

MANAGER MMBB FAULLT

BM-CITY BM-QASIMABAD

BM TANDO ALLAH YAR

BM CENTRAL

Other senior managers that work under regional general manager Hyderabad, but their general managers are different

As a human resource internee we will discuss HR department particularly, SM –HRBP is the one who is

looking After all the management affairs of Hyderabad region SM – HRBP reports to General Manager human

resource Karachi , manager HR & his staff are responsible to take care of Personnel affairs at Regional Level

and reports to SM-HRBP,there are around 3 Assistant managers that works under manager supervision i-e AM

–HRBP , AM- ADMIN, AM-PAYROLL. Then the non-gazette staff there are Engineering Supervisors

Operations /Switching /Power plant /Optical Fibber system/M.W Media, Account Assistants, Stenographers,

Assistants, Key Punch Operators, Telecom Technicians, Upper Division Clerks, Lower Division Clerks, Line

Men, Wire Men, Drivers, Exchange Cleaners, Naib Qasids and Peons etc. All the staff is recruited by the HR

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BM-SANGHAR

SM CONSUMER

MANAGER

ONE STOP SHOP

MANAGER CONSUMER

MANAGER FINANCE

MANAGER R&C-ii

MANAGER R&C- i

SM FINANCE SM R&C

REGIONAL GENERAL MANAGER HYTR

Department headed by SEVP HR. The HR experts are responsible for hiring & to further streamline its

recruitment process.

HRIERCHY OF PTCL HUMAN RESOURCE DEPARTMENT

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PRESIDENT

SENIOR EXECUTIVE VICE PRESIDENT

EXECUTIVE VICE PRESIDENT

GENERAL MANAGER HRBP

MANAGER HRBP

SENIOR MANAGER-HRBP

ASSISTANT MANAGER

1.11: EXECUTIVE SUMMARY:

Title of internship

Six weeks summer unpaid internship programme at human resource department PTCL regional office

Hyderabad.

An internship programme is designed for students to pace exposure to the corporate world. We as a human

resource Interns at PTCL which is known as a telecom giant were working under Managers supervision. Apart

the requirement of degree our main purpose is to acquire knowledge related to Human Resource policies,

practices and techniques being practiced in a particular Organization .

We are grateful to PTCL and employees who gave their valuable time that we could learn and seek knowledge

related to our field.

During the six weeks we found how the bookish things were found in the practical life.

According to designed Internship programme our attachment was with different sections i-e

1. Human Resource information system, payroll, leave management system and travel management

system.

2. Estate and Civil

3. Human resource services ( Admin)

4. Employee facilitation centre (EFC)

5. Finance

6. Consumer sales (One Stop Shop)

7. Legal and Pension.

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1.12: RESEARCH METHODOLOGY

We have made this report with the help both primary and secondary research methods.

PRIMARY DATA We collected primary data by practical experience , oberservation and by asking

questions from the employees concerning thire work.

SECONDARY DATA : Secondary data is collected from PTCL official website and different internet

websites.

LIMITATIONS

During our internship there were some limitations such as:

1. Bad infrastructure and poor maintenance.

2. Major constrain was Power cut and generators were not working properly.

3. When we were attached to finance department, it was their budget closing time and staff was so busy

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1.13: HUMAN RESOURCE INFORMATION SYSTEM

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LABOUR RELATIONS

Union negotiation record

Attitude survey result

Exit interview analysis

Employee work history

HEALTH, SAFETY AND SECURITY:

Safety training

Accident rewards

Employee health records

Compliance with various acts

PERFORMANCE APPRAISAL

Employees competency data

Matching actual

Performance with standards

HR PLANING AND ANAYSIS

Organization charts

Staffing needs

Skills inventories

Turnover analysis

Absenteeism analysis

COMPENSATION AND BENEFITS

Pay structures

Wage/salary administration

Benefits plans and usage analysis

Vacation usage

Implementing legal stipulations

Job posting

Internal job matching

Job description tracking

Workforce utilization

Availability analysis

HR DEVELOPMENT

Employee training profiles

Training needs assessment

Succession planning

Career interests and experience

STAFFING

Recruiting sources

Application tracking

Job offer refusal analysis

HRIS

CHAPTER NO: 2

LEAVE MANAGEMENT SYSTEM (LMS)

2.1: DEFINITION:

LMS is a system on sap through which leave applications are processed .LMS stands for “leave management

system".

Some important aspects to be considered in LMS:

• for Leave (Leave Request)

• Approve Leave (Leave Approval)

• Reject Leave

• View Leave Balance (Leave Balance)

• View all Leave applications (Leave Status)

• View total Leaves for a specified period

• View Leave dates/ detail

• Cancel Leave application

• Leave Report

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2.2: PROCESS FLOW CHART:

For grade 18 and above, employees have access to the LMS through their sap ids these employees can

apply their leaves on their own.

Non-gazette (1-17 BPS) employees, need to fill a leave transaction form (LTF), this form is then

submitted to the payroll agent.

After receiving the LTF, The LMS CORDINATORS makes the leave request on SAP for further

approval from the approving authority.

Approving authority has to open the portal and clicks approve or reject button for the particular leave

request and it by design goes to the next level.

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Notification is issued to the applicant and GM HRA about the rejection/ approval of the leave.

The quota (if available) is deducted automatically from the system.

LMS Coordinator sends the report to the staff branches and attendance department.

Contractual employees:

Eligible for earned leave only

Can be carry forward (upto 180 days maximum)

Encashment facility upon resignation/termination (prorate basis)

3 days per month added to the quota upon completion of the month

Regular:

Quota eligibility is of two types:

Earned leave: 48 days upon completion of one year; 4 days per month

Carry forward facility

Casual leave: 20 days at the start of the year.

Expire at the end of the year.

NCPG:

Quota eligibility is of three types

Earned/annual leave: 20 days upon completion of one year; remaining balance not more than 28 days

Carry forward facility

Casual leave: 8 days at the start of the year . Expire at the year-end.

Medical/sick leave: 8 days at the start of the year

Expire at the year-end

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2.3: OTHER TYPE OF LEAVES:

The other types of leaves include:

Earned annual leave

Iddat : maximum 130 days

Sick leave: maximum 14 days

Disability leave: maximum 720 days

Study leave: 12 months

Maternity leave: 90 days

Leave preparatory to retirement: maximum 180 days

Casual leave: maximum 10 days

Sick leave: maximum 14 days

2.4: LEAVE APPROVAL MATRIX:

1. For leave up till 30 days :

The application needs to be approved from the Concerned General Manager

Then the application is sent to the Concerned General Manager HR & A for final approval

2. For leave more than 30 days to 90 days:

The application needs to be approved from the Concerned General Manager

Then the application is sent to the Concerned General Manager HR & A

Executive Vice President HR & A (HQ) is the final approving authority

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3. FOR LEAVE MORE THAN 90 DAYS AND ABOVE:

The application needs to be approved from the Concerned General Manager

Then the application is sent to the Concerned General Manager HR & A

And to the Executive Vice President HR & A (HQ)

Senior Executive Vise President HR & A (HQ) is the final approving authority

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Chapter no: 3

TRAVEL MANAGEMENT SYSTEM

3.1: DEFINITION:

Travel management (TM) is the function of managing a company’s strategic approach to travel (travel

policy), the negotiations with all vendors, day-today operation of the corporate travel program,

traveler safety & security and “travel & expenses” (T&E) data management..

T&E costs are not only limited to travel (airline, rail, hotel, car rental etc.) but include all costs incurred

during travel such as staff & client meals, taxi fares, gratuities, client gifts, supplies (office supplies and

services), etc. Furthermore this area often includes meeting management, traveler safety & security and

overall travel data management.0

The management of these costs is usually handled by the Corporate Travel Manager, a function that can

be part of the Finance, HR, Procurement or Administrative Services Department. As this function

touches on all of these areas in some form and represents such a major corporate expense, it stand to

reason that this function should have equal ranking within a corporation as any other major division and

not be seen as a sub-set of existing departments.

Traveling for work related activities is the part of every Organization. PTCL as being a

Telecommunication company where traveling is important for employees from lower to higher

authorities for work activities and different tasks.

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3.2: STEPS INVOLVED IN TRAVEL MANAGEMENT SYSTEM AT PTCL:

The entire process is handled on the software which keeps the record:

1. When there is need for visit or travelling then the request is being sent to the TRAVEL

COORDINATOR of that particular region and also have to give the details such as where is the

visit , where is the stay(if any) and whether it is a personal stay or on job, estimate cost and dates on

which to travel etc.

2. Travel coordinator sends request to the Finance unit for budget allocation that whether there is

budget in that cost center or not.

3. After allocation of budget by Finance unit now the travel coordinator will upload this request in the

system and then the trip number is being generated and will further go to the approving authority.

4. The concerned party will be known about the approval in this step.

5. Travel expense manager is also informed about the approval.

6. If concerned party needs advance payment so will have to in before to travel coordinator.

7. This step comprises reimbursement / settlement with supporting documents and is uploaded into the

system software.

8. Now finally it is documented to Finance department their work is to post and decide the mode of

payment.

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CHAPTER NO: 4

TRANSFER MANAGEMENT SYSTEM:

4.1: DEFINITION:

The Transfer of employees has always remained a significant decision for the management. HR in PTCL has

always recognized that employee’s productivity is contingent upon their motivation to commit their time,

energy and ability in the performance of jobs suited to their interest and carrier growth. In view of aligning HR

practices with the company goals the automation of the process pertaining to transfer / posting has been

conceived with ideology of facilitating HR decisions by harboring efficiency .As a result the strategic decision

of transferring employees therefore will maintain a perfect equilibrium between individuals personal

development and Organizational efficiency.

When it becomes necessary for the company business to transfer employees from one position and/or location

to another, it is the policy of the company to place employees in positions where their maximum abilities can be

utilized to the mutual benefits of the company and the employee.

4.2: ELEMENTS TO BE CONSIDERED BEFORE TRANSFER

An employee is going to be transferred to a position where he/she will have new and/or increased

responsibilities and to assure the most effective use of employee abilities, the following factors should be

considered when reviewing a transfer:

(1) Demonstrated excellent performance in current and previous work assignments.

(2) Specific qualifications and knowledge which relate to the new position.

(3) Opportunity for the employee to further develop and increase his competence.

(4) Training required or previous working experience available to the new position.

The module of transfer/ posting has been designed. All transfer/posting cases are being initiated in the system

by HR.

Company-initiated transfers - If an employee in whom a supervisor is interested, he should discuss the

individual with HR Department and obtain pertinent data regarding the employee's background and present

status. If the supervisor is interested in talking with the employee, the supervisor should discuss it with the

employee's supervisor before any discussion with the employee. Should the supervisor want to transfer the

employee, he should arrange a transfer data. HR has responsibility for coordinating any interview and the

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subsequent transfer.

Employee-initiated transfers - if an employee desires a transfer, he should discuss the matter with his

supervisor. In case his supervisor gains knowledge over the employee's request the supervisor should discuss

the transfer matter with HR and concerned Department supervisor and Manager before any action taken or any

information leaking out.

4.3: STEPS INVOLVED IN TRANSFER/ POSTING:

“TRANSFER/ POSTING MODULE”

1. The first level will remain the HR business partners OR HR operations assessing the need. And check

the current position of the employee.

2. Where to send that particular employee on what designation now for which you have to tell position

number, controlling officer, cost center etc.

3. To initiate the transfer / posting work flow, the initiating agent will trigger Transfer/ Posting engine,

identifying the authorities involved in the process. The HR representatives will be responsible for input

of respective approving authorities that may vary case to case (as per the delegation of decision power).

4. Subsequent the to the initiation request will be routed to the concerned approvers as defined as

accordance to the delegation power, for e.g. the Transfer management coordinator will send request to

Manager after his approval the request is being send to Senior Manager and finally to RGM and further

higher authorities.

5. After the approval of Authorities the Transfer order/ notification will provide the basis to execute the

action of Transfer/Posting.

6. After the notification is being circulated then is finally sent to Payroll section to fill in the updates.

27

CHAPTER NO: 5

PAYROLL

5.1: DEFINITION:

A list of a company's employees and the amount of money they are to be paid. The total amount of wages and

salaries paid by a company to its employee

5.2: T CODES USED IN PAYROLL ON SAP:

In PAY ROLL the following T Codes are working efficiently to process salaries of employees.

1. PA 30 (Maintain HR Master DATA)

2. PA 40 (Personnel Action)

3. PA 70 Fast Entry

4. ZPT_BKST_BR (Branch Wise Statement)

5. ZPT_PR (Pay Roll Register)

6. ZPT_BK_SMRY (Bank Summary)

7. ZPT_SAL_STM (Salary statement )

8. PC00_M99_CEDT (Remuneration Statement)

9. ZPT_IT (Income Tax Detail)

10. PC00_M99_CWTR (Wage Type Reporter)

1 PA 30 (Maintain HR Master Data)

After hiring of new employee create his EPI No. and then enter is Personnel

Information i.e. Family Data, address, CNIC, NTN, Contact Number, Hiring Data

28

after then maintain his salary as per his appointment letter and also maintain his PA

(Personnel Area) PSA (Personnel Sub Area) Cost Centre and also DDO for further

process their salary.

2 PA 40 (Personnel Action)

In PA 40 maintain employee record if transfer / leaving PTCL.

3 PA 70 FAST ENTRY

Fast entries use for the purpose of employee additional payment i.e. Annual Bonus,

Education Grant & Uniform etc.

4 ZPT_BKST_BR (BRANCH WISE STATEMENT)

Branch wise statement soft / hard copies sent to Finance Unit for preparation of

Cheques after that sent concerned branch with Demand Draft / Pay Order for

further payment

5 ZPT_PR (PAY ROLL REGISTER)

Pay Roll Register Region Wise use for the purpose of check the salaries of

employees and prepare excel file Cost Centre Wise.

6 ZPT_BK_SMRY (BANK SUMMARY)

Bank Summary Region Wise use for the purpose of check the salaries of employees

as per Bank Statement and also prepare excel file as per Bank Wise Statement.

After match the salaries amount of Pay Roll Register and Bank Summary, prepare

the ceiling statement for further sent to DDO for applying monthly salaries ceiling

from HQ.

7 ZPT_SAL_STM (SALARY STATEMENT )29

T Code of Salary statement use for the purpose of demanding of any employee for

last one year salary detail.

8 PC00_M99_CEDT (REMUNERATION STATEMENT)

Remuneration Statement (Pay Slip) Soft / Hard Copies sent to concerned Region /

Units for hand over to employees for the purpose of check salary, account , CNIC,

NTN, BPS, Designation & other details.

9 ZPT_IT (INCOME TAX DETAIL)

T Code of Income Tax statement use for the purpose of demanding of any

employee for last one year paid Income Tax through his salary.

10 PC00_M99_CWTR (WAGE TYPE REPORTER)

Wage type report use for the purpose of check employee salary as per his salary T

Codes i.e. Basic Pay, Incentive Pay and other allowances

30

CHAPTER NO: 6

CIVIL AND ESTATE DEPARTMENT

6.1: DEFINITION& CONTENTS:

The work of Civil and Estate department is to keep on PTCL buildings e.g maintenance of PTCL assets

( general maintenance along with repairing) of :

PTCL BUILDING i.e.

1. Office building

2. Telecom building

3. Dispensaries

4. Residence building (PTCL colony)

5. And other assets such as

GENERATORS :

This department also deals with utility services such as:

ELECTRICITY: (HESCO): If there is any misuse, no proper power supply to buildings and other

issues regarding electricity then Civil and Estate department is responsible for these matters.

GAS : To provide proper supply of gas is the responsibility of this department that any

building/person should not face any problem related to utility issues.

WATER (PUMP) : Issues related to water supply are dealt under people of estate and civil. If there

is lack of water or not proper supply of water to any building and to look after water pumps is the

core duty of estate and civil people.

31

CHAPTER NO: 7

HR ADMIN SERVICES

7.1: CONTENTS:

1) SECURITY

2) FLEET MANAGEMENT

3) DIESEL GENERATOR MANAGEMENT

4) JANITORIAL SERVICES

5) OTHER SERVICES

SECURITY :

In security management come security and protection of assets for e.g. Land, building, fixtures and

furniture’s. If there is any issue regarding any of the material or equipment Admin looks after and resolves the

matter according to rules and regulations. Even the security guards who are responsible for company’s valuable

assets (Equipment’s and employees) are working under ADMIN services.

FLEET MANAGEMENT :

Is the management of company’s transportation fleet. Fleet Management includes commercial motors,

vehicles (such as cars, float, and vans).

7.2: FUNCTIONS:

1) Vehicle financing

2) Vehicle maintenance

3) Vehicle telematics( tracking)

4) Driver management

32

5) Speed management

6) Fuel management

7) Health safety management

Fleet management remove or minimize the risk associated with vehicles investment, improving efficiency,

productivity and reducing their overall transportation and staff cost.

DIESEL GENERATOR MANAGEMENT:

This type of management deals with POL (petroleum oil lubricants) for vehicles and generators. PTCL is

linked with PSO and SHELL for purchase of petroleum, diesel and lubricants. Admin HR works on a software

designed by PSO in which they feed amount of lubricants and diesel used in terms of rupees and usage. And

finally LOG book is maintained for it.

JANITORIAL SERVICES:

Cleaning and sweeping of the buildings.

OTHER SERVICES:

water filtering service

maintenance of A/C.

33

CHAPTER NO: 8

FINANCE

8.1: DEFINITION:

Finance is the study of funds management, or the allocation of assets and liabilities over time under conditions

of certainty and uncertainty.

8.2: TYPES OF EXPENDITURES:

There are two type of expenditures :

1: CAPITAL EXPENDITURE

2: OPERATIONAL EXPENDITURE

1. CAPITAL EXPENDITURE:

Capex (or Capital Expenditure) is a business expense incurred to create future benefit i.e. acquisition of assets

that will have a useful life beyond the tax year e.g. expenditure on assets like building, machinery, equipment or

upgrading existing facilities so their value as an asset increases.

2. OPERATIONAL EXPENDITURE :

On the other hand, those expenditures required for the day-to-day functioning of the business, like wages,

utilities, maintenance and repairs fall under the category of Opex (operational expenditure). Opex is the money

the business spends in order to turn inventory into throughput. Operating expenses also include depreciation of

plants and machinery which are used in the production process.

PTCL finance department deals over issues for such as:

Budget control

Travel management system

Non-purchased based payments.

34

Reporting on: monthly accrual report, withholding tax report, fuel, store consumption, variance report,

rent amortization , Government sales tax report)

Clearing of maintenance order(store budget)

Registration of fixed assets.

Apart all these functions how finance section allocate the budget for any material, asset etc.

First step is the need analysis that whether there is a need for anything that is done by the concerned

party e.g. building maintenance, vehicle information (vehicle pool), Administration (functions,

seminars) and so forth.

Then there is an initial document for any kind of work request that states estimated quantity, estimated

cost and nature of work.

For this now the Finance unit confirms the fund allocation on the approval of competent authority

(Regional General Manager)

Payment is done according to nature which means if payment is up till Rs: 5,000 that can be paid easily

and direct. Transactions above Rs: 5,000 are dealt through "REGIONAL PROCUREMENT

COMMITTEE" (RPC) , the committee is eligible for this nature of payment but not every time .If

payment is through committee then Request For Quotation (RFQ) , purchase order , (service acceptance

note RPC) and goods receiving note (GRN) is put into action.

35

CHAPTER NO: 9

“ONE STOP SHOP (OSS)”HYDERABAD

9.1: HISTORY & BACKGROUND

” PTCL ONE STOP SHOP (Hyd) came into existence in 2010. It is the consumer sales and service department,

where customers reach easily and record their complains, pay their bills and clear their dues, get new ptcl

connections, evo, broadband and get answer to their queries, consumers can buy different products, get known

to new services, packages and offers and much more. OSS is offering one window operation, all under one roof.

OSS is strategically located to ease the valued customers. There are in total “191” oss in Pakistan across

different cities, where ptcl friendly staff/ employees deal with costumers and respond to their queries.

HYTR has “4” OSS located at

Thandi sarak (CTO compound Gul center)

Qasimabad

Latifabad

Market

9.2: PRODUCTS AND SERVICES OFFERED BY THE PTCL:

There are 2 categories of products and services that are being offered by the PTCL:

1) Wire line :

Wire line products include:

DSL

Telephone

Smart TV

2) Wireless: 36

Wireless products include:

Wireless landline (WLL)

EVO

PRODUCTS OFFERED BY THE PTCL:

LANDLINE

PTCL landline has always been a part of family and providing services from generations and it continues to be

the primary choice of customers for making voice calls from many decades. PTCL gives its customers highest

quality at very affordable rates along with attractive packages and Value Added Services to choose from. PTCL

offers many attractive packages like Freedom Package, International Packages, Mobile Buckets & Double Up

Unlimited (double play services)

PTCL EVO SERVICE

PTCL EVO 3G Wireless Broadband is Pakistan’s fastest wireless internet which offers its customers –

“superior 3G internet experience”. EVO Wireless Broadband is enabling the wireless broadband revolution in

Pakistan with flexibility to roam freely like never before. PTCL EVO has revolutionized the way people

connect to the internet by offering true mobility. PTCL EVO gives its customers the advantage of nationwide

roaming with seamless internet connectivity across Pakistan. Evo coverage is in over 350 cities, whereas EVO

customers can also enjoy CDMA-1X data rates of up to 153.6 Kbps at more than 1000 destinations across

Pakistan.

PTCL Introduced EVO 3G Nitro in Pakistan - “The World’s first & most cutting-edge EV-DO Rev.B

commercial network”. PTCL is the first operator in the world to commercially launch EV-DO Rev.B products,

which offer blazing fast speeds of up to 9.3 MBPS.

EVO 3G Nitro is all set to meet the next-generation’s need for ultimate speed & superior performance. It is the

next step in Evolution of the Wireless Broadband Revolution!

Whether it is streaming High Definition video or music, conducting a video conference while simultaneously

browsing the Internet or uploading multimedia content, in the Nitro Universe, everything happens at the speed

of light.

37

PTCL introduced Pakistan’s First 3G Enabled Smartphone Android Tablet—3G EVO Tab. Powered by Google

Android Froyo 2.2 OS, EVO Tab is a 7’’ capacitive multi gestures touch screen tablet packed with features of

both a tablet and a GSM phone that lets you surf, talk, tweet & do a lot more simultaneously on-the-go in more

than 350 cities nationwide

Say Hello to the Future with Pakistan’s first 3G enabled Android Smartphone; “Evo Droid”--a GSM

Smartphone that keeps you connected to your world without being tied to a Wi-Fi connection or the worry of

being stuck with a slow mobile data connection. With Evo Droid, Get ready to experience the magic of 3G right

on your cell phone.

PTCL has introduced pocket-sized Evo 3.1 mbps & Nitro 9.3 mbps 3G Wi-Fi Clouds that enable its customers

to create instant 3G Wi-Fi hotspot. Users can connect up to 5 Wi-Fi gadgets simultaneously, use these as

external storage device via the provided Micro SD Card slot, and also use these to charge other devices. Both

the Clouds have a super-charged built-in battery that lasts up to 12 hours.

Introducing Pakistan’s first 3G USB modem with built-in Wi-Fi hotspot - EVO Wingle is all out & about! The

most talked about futuristic Wi-Fi tool that lets you effortlessly connect multiple Wi-Fi gadgets simultaneously

at Hyper Speeds of up to 9.3 Mbps* in over 250 cities, and auto switch over to Evo 3.1 Mbps speeds in over

350 cities. It lets you connect ’n’ share effortlessly through any external USB power adapter.

PTCL BROADBAND

PTCL Broadband is the largest and the fastest growing Broadband service in Pakistan. Launched in 2007, PTCL

Broadband Internet has acquired over 1 Million Broadband customers in over 2000 cities and towns across

Pakistan, leading the proliferation and awareness of Broadband services across Pakistan.

With its entry in this market segment, PTCL opened up a broadband culture in Pakistan, where till a couple of

years back there was very little awareness in the country about broadband & high speed internet services. PTCL

made the broadband technology affordable by lowering the barriers to entry, by geographically bringing the

service within the reach of a common user across Pakistan and by continuous improvements in customer care

for the service.

IPTV SERVICE (SMART TV)

PTCL SMART TV service using its state of the art Broadband network, PTCL entered the media sector on 14th

38

August 2008, by launching a digital interactive television service for the first time in Pakistan. PTCL brought

Pakistan in the list of a few countries across the globe that offers this state of the art interactive TV service to its

subscribers.

Branded as ‘PTCL Smart TV ’, the service includes Interactive Television, Broadband and voice telephony all

at the same time on PTCL’s telephone line. Besides offering the highest digital quality TV picture, the most

revolutionary section of this offering is the ability to ‘rewind’ and ‘pause’ live TV channels through TSTV

(Time Shift Television) feature, the ability to block / unblock any TV channel for parental lock and the ability to

search through video on demand content. Currently PTCL Smart TV offers its viewers 125 live channels and

over 500 Movie titles through its Video- on Demand service’. The service is available in more than 50 cities

across Pakistan and PTCL is planning to expand to all remaining cities and towns across the country during the

year 2013.

VFONE SERVICE

PTCL also continues to be the largest CDMA operator in the country with approximately 1.4 million Vfone

customers. It gives the liberty of payment in both prepaid and postpaid options.

It offers fixed wireless telephone for your homes & business. With CDMA2000 1X technology, ours is the

largest WLL network with a capacity of 2.6M, covering over 10,000 urban & rural areas. The network is

already enabled for Voice, Dialup-Internet access (153.6kbps), SMS and for EVDO Broadband.

CHAPTER NO: 10

39

EMPLOYEE FACILITATION CENTRE:

10.1: DEFINITION:

PTCL has opened its employee facilitation centers around the country to facilitate its employees. All

problems and complains are resolved through the EFC.

It is a welfare institute for the PTCL employees

The EFC works under the HR department

10.2: FUNCTIONS OF THE EFC

The functions of the EFC include:

ISSUANCE OF EMPLOYEE MEDICAL CARD

MARRIAGE GRANT CASE

GPF REFUNDABLE AND NON REFUNDABLE

EDUCATION GRANT CASE

UNIFORM GRANT CASE

MEDICAL DATA POSTING ON SAP

TRANSFER MEDICAL FACILITIES

HEAVY EXPENDITURE CASES

ISSUANCE OF DEPARTMENTAL CARD

THE ISSUANCE OF CONDOLENCE LETTER

THE ISSUANCE OF FUNERAL CHARGES

ISSUANCE OF COMPENSATION LETTER

40

REST AND RECREATION ALLOWANCE

10.3: ISSUANCE OF EMPLOYEE MEDICAL CARD:

REQUIRED DOCUMENTS:

Along with prescribed Performa

Attested copies of CNIC for self, spouse, parents and children above 18 years

Attested Form: B” for children under 18

2 Blue Back ground photographs 1x1 sizes for each family member

Attested copy of Departmental Card

Contract letter for NCPG & Contract Employees

Attested copy of pension Book (if retired)

Regular employees can have medical cards for their whole families, including self, spouse, and sons

less than 21 years of age, daughters (unmarried & unemployed) and parents.

For contract employees parents are not included.

Issuance of Medical authority is A. Manager EFC Hyderabad

Treatment is done in the panel hospitals

After registration of Medical cards in SAP employee/retired/widows & dependents can avail Medical

facilities from Health Centre Hyderabad & Mirpurkhas

Registration of medical card for retired Employees from PTCL H/Qs Islamabad

Registration of medical card for regular employees from the Hyderabad, Regional Office

After referral from SAP by the Senior Medical Officer of Health Center( if needed)

employee/retired/widows & dependents can avail Medical facilities through panel Hospitals

PANEL HOSPITALS INCLUDE41

CMH, Hyderabad

Liaquat National Hospital, Karachi

PNS Shiffa, , Karachi

NIMRA, Hospital Jamshoro (For Cancer Patent)

Taj Medical Complex Karachi

PTCL Dispensary MRI & Laboratory in Latifabad, Hyderabad

10.4: HEAVY EXPENDITURE CASES

Heavy Expenditure Case if referred by the consultant of PTCL panel Hospitals

Employee/retired/widows & dependents approached to the Senior Manager (Medical Services)

South Business Zone Karachi and through Medical Board which is duly signed by Three Medical

Officer of PTCL, Karachi & Hyderabad and recommended by S.M (M/S)

Medical Board Submitted in EFC Hyderabad for further Proces

Steps involved in getting approved a heave expenditure case

1. EFC, Assistant Manager, Hyderabad prepared case and submitted to higher authority.

2. Manager HR&A

3. Senior Manager HR&A.

4. Regional General Manager approved/ recommended case for sanction or refried to PTCL H/Qs

Islamabad for further approval.

GM (Medical services for approval of heavy expenditure)

Expenditure application less than 50,000 rs (mostly heart & cancer cases) are processed in the concerned

regional office.

42

Expenditure applications more than 50,000 rs (mostly Hepatitis C cases) are processed in Islamabad

Head Office.

Documentation of the expenditure.

Sanction to finance.

PROCESS, STEPS:

1. Doctor consultation

2. Consultation estimate

3. Medical board

4. Refer letter issued for disease

10.5: MARRIAGE GRANT CASE:

Employee can avail Marriage Grant of RS;,/ 50,000/ for Daughters only from Benevolent Funds

Through prescribed format through controlling Officer submitted in Region Office

Application Form:

Along with required documents

Original Nikah Nama

Photocopies of CNIC & DEPT. Card of Employee

Photocopies of CNIC / birth certificates of the bride & Groom

Photocopies of CNIC’s & DEPT. card of two witness of PTCL employees

Affidavit for stamp attested by oath commissioner

Marriage invitation card

Original medical card of Married daughter/surrendered

43

Steps involved in getting approved a Marriage Grant Case

EFC of Regional General Manager Hyderabad prepares the case and submit it to the Scrutiny committee

Scrutiny committee:

Manager HR&A

Senior Manager HR & A

Regional General Manager

After signed by the competent authority the is case forwarded to the Finance Department for allocation of

the Funds.

10.6: GPF REFUNDABLE & NON REFUNDABLE CASES

Deduction is made from the salaries of each regular employee every month acc. To his/her grade

Steps Involved (withdrawal process)

1. Application to the EFC, Assistant Manager, Hyderabad

2. Sanction processing through SM & Manager HR

3. Approving authority RGM

4. After sanctioning, it is submitted to the finance dept. for issuance of cheque

5. For non refundable cases the file is sent to Lahore for approval

An employee is allowed to withdraw not more than 80% from his/her GPF Account

Employees below the age of 45 cannot avail the facility of non refundable GPF

10.7: EDUCATION GRANT CASES

Employees below 17 grade are eligible to avail education grant

For school going children rupees 800 annually is allotted .44

For college students rupees 1600 annually is allotted .

For university students rupees 6000 is annually is allotted .

*university stipend allowance can also be availed by above 17 grade officers

For position holder university students an extra amount of rupees 1500 is added to the stipend (6000 Rs)

Education grant facilities are allowed for regular employees and NCGP

10.8: UNIFORM GRANT

Is an allowance for below 17 grade employees.

2 shalwar kameez,pair of shoes , pair of socks , cape for drivers , duppata for female caders twice a

year ( seasonally ).

One coat is provided in alternative years.

The uniform allowance is added to the salary of the employee according to the rates described by the

company’s policy (seasonally).

STEPS INVOLVED:

1. EFC writes an application of rates according to the policy.

2. Attach finance letter about availability of funds.

3. Get it sanctioned form RGM .

4. Then the application is sent to the pay roll branch for adding the allowance to the salary.

10.9: MEDICAL DATA POSTING ON SAP ( System Application Program )

STEPS INVOLVED

1. Bills received from panel hospitals.

2. Entry of each amount on SAP.

45

3. Enter employee number

4. Enter medical bill date

5. Press F5

6. Enter slip number

7. Press enter

8. Enter amount on the bill

9. Press enter

10. Save the data for each employee/bill.

11. Referral service billing report

12. Enter the data

13. Then download the report

Excel file sorted by

Amount

Flag

Doctor’s name

Dispensary

10.10: TRANSFER MEDICAL FACILITIES

For instance for employees family lives in another city and he /she wants to get its family registered in

that city,

He/she may write an application to the EFC

46

Surrender the medical cards of his/her family members

The EFC will forward the case to the other region EFC to make new medical cards for employee’s

family members and get them registered to it dispensaries

10.11: REGISTRATION OF MEDICAL DATA ON SAP

STEPS:

1. Registering medical data on SAP requires the retired employees to fill in a data form.

2. To fill in the information needed about employee, his/her spouse, children & parents for verification.

3. Along with the documents, copy of CNIC for each, B form for the children under 18 & passport size

photos for each.

4. The form is then signed by General Manager, Islamabad

10.12: ISSUANCE OF DEPARTMENTAL CARD:

Regular employees are required to fill a data form for the issuance of dept. card

Retired employees need to fill a data form & are also required to submit the following documents:

Copy of CNIC

Copy of pension card

Retirement notification

3 photos

A fee of Rs. 30/-

Dept. card issued to the regular employees are computerized

Retirement service cards are made manually

10.13: THE ISSUANCE OF CONDOLENCE LETTER:

47

When an employee dies, a CONDOLENCE LETTER is issued from the EFC.

Signed by the:

Assistant Manager EFC

Manager HR & A

Senior Manager HR & A

General Manager OPS/TECH

A copy of the condolence letter is sent to the died employee’s family

Its copies are also sent to all the concerned officers

The senior manager (HRO) PTCL Headquarters, Islamabad

The senior manager (HR-CORDINATION) commercial accounts Lahore

The senior manager (switching)

The senior engineer

The assistant manager HR

The payroll agent, Region Office

The purpose of issuing a condolence letter is to make all the concerned offices know about the

employee’s death.

10.14: ISSUANCE OF FUNERAL CHARGES:

When an employee dies, his/her family is paid on the spot, 10,000 Rs , As funeral charges by the

concerned officer.

The widow/widower is then required to write an application to the EFC

EFC then issues a cheque

48

10.15: ISSUANCE OF COMPENSATION LETTERS

The widow/widower files an application and sends it to the EFC for the issuance of

compensation letter

When a PTCL employee dies, his/her child is given 200,000 instead of a job in the PTCL

as compensation.

10.16: REST & RECREATION ALLOWANCE:

Every alternative year, PTCL employees are paid a rest & recreation allowance

(half basic pay)

They are also given 15 days holidays

The amount is added to the salary of the employee by the pay roll agent, each

alternative year..

CHAPTER NO: 11

PENSION AND PAY FIXATIONS BRANCH:

11.1: DEFINITION:

Pension & pay fixation branch works under Human Resource Department , here the 606 employees record of

regular and retired employees record is kept in the form of service book , and personal files .A record of every 49

regular employee has to be maintained in a service book, from grade 1 to grade 16 (non-gazette) employees has

maintained at regional level , service book from grade 17 and above the service books are maintained by

director accounts PTCL ,Lahore. As well as the personal files of contractual employees also maintained at same

branch.

11.2: SERVICE BOOK & ITS CONTENTS:

1. Complete Bio data/personal information of the employee

2. Date of appointment and date of retirement.

3. Pay fixation of pay

4. Promotional documents

5. Service verification

6. Leave balance

7. Required documents in service book

1. BIODATA

Name

Fathers name

Date of birth

Mark of identification

Contact number

CNIC number

Finger prints

Residential address

2. DATE OF APPOINTMENT AND DATE OF RETRIEMENT

An appointment letter is a information letter of a person who has been selected for a particular post in a organization.

50

In appointment letter only date of appointment is mentioned, and same is kept in the service book for office record .After retirement of regular employees, pension book is continued.

3. PAY FIXATION RECORD :

After appointment of employee the basic pay is fixed and written in the service book from date of appointment ,it can be change on yearly increment , on promotion ,selection grade ,move over and due to advance increments Salary increases on the following basis ,

1. SELECTION GRADE /MOVE OVER

In selection grade and move over the employee’s designation remain same only basic pay scale change before 2001 . and after 2001 selection grade and move over cannot be granted in PTCL.

2. EDUCATION/TRAINING

After appointment employees has awarded increments on higher educational basis and departmental training , which as two increments on matric , two advance increments on intermediate ,two advance increments on graduation (BA) , two advance increment on post-graduation ( MA) ,and two advance increments on departmental training LM-Ii (TRAINING for LINE MAN ), AND T.O-ii(TRAINING FOR TELEPHONE OPERATOR ). The increments were granted only before 1.12. 2001.

3. PROMOTION

Any PTCL employee who was promoted in next channel of promotion his/her pay will be fixed in next Basic Pay Scale after including one pre mature increment.

4. PERFORMANCE ALLOWANCE

After privatization of PTCL performance allowance introduced for PTCL employees from 2011.

5.REACH AT MAX STAGE OF PAY SCALE

When an employee’s reaches at maximum basic pay scale stage, then the employee is entitled to move to the next higher basic pay scale

6.UP GRADATION

In 2005 PTCL management introduced up gradation policy for those employees who had served for 12 years has been promoted to the next channel of promotion.

4. PROMOTIONAL RECORD

Promotional record of every regular employee is also retaining in service book as well as in personal file.

51

5. SERVICE AND PAY VERIFICATION

Service books are verified by the in charge pay fixation branch after filling the service verification pro forma the same will be sent to the director commercial accounts PTCL ,Lahore for final verification .

6. DOCUMENT REQUIRED IN SERVICE BOOK

1. Appointment letter

2. Move over order

3. Selection grade order

4. Promotion orders

5. Sanction for advance increments on higher education basis / training

6. Initial pay slip and

7. Service verification pro forma verified by director commercial accounts Lahore

11.3: PENSION & ITS TYPES:

TYPES OF PENSIONS

1. Pension and other cases of Retired employee on superannuation

2. Family pension and other cases of on duty death employee

3. Family pension and bf case of those employees who were expired after retirement

PTCL provide pension to its regular employees only, after the retirement or death. Maximum age of retirement is 60 in PTCL after retirement of regular employee, retired employee get other benefits too like commutation, benevolent fund, G.P.F etc., retired employee gets 65 % of its gross pension , there is a particular method for calculating gross pension which explained below

1.PENSION AND OTHER CASES OF RETIRED EMPLOYEE ON SUPERANNUATION :

11.4: METHOD FOR CALCULATING GROSS PENSION

Formula

Total emolument x 7 x 30 years of service = GROSS PENSION

52

300

TOTAL EMOLUMENT

1. Basic pay = 10,000 (assuming )

2. Good conduct pay = 200 (assuming)

3. Incentive pay = 30% of basic pay

Add all the above values

Basic pay + good conduct pay + incentive pay = total emolument

10000 + 200 + 3000 = 13,200

Now we will put the total emolument value in gross pension’s formula

13,200 x 7 x 30 = 9,240 gross pension

300

11.5: CALCULATING NET PENSION

NET PENSION = 65% OF GROSS PENSION

Net pension = gross pension / 100 x 65

= 0.65 X 9,240

= 6006 net pension.

In case if employee die before or after retirement then the widow will get 50% of its gross pension.

11.6: SUPERANNUATION:

In case of superannuation employee gets retirement at his/her on will before the actual retirement time.

1. 65% of gross pension

2. GPF

3. House requisition for 6 months

4. Leave encashment of six months

5. Commutation 35%

53

11.7: COMMUTATION:

Commutation is an amount of money that is provided to the regular employees at the time of his/her retirement it is a loan that company provides to its regular employees to help them ,commutation is 35% of gross pension, when commutation is refunded then the employee will get his full pension amount , that is known as restoration of pension it may take several years( approx. 15 -20 years) to refund the commutation amount .

CALCULATION FOR COMMUTATION

COMMUTATION = GROSS PENSION

100 x 35

= 9240 .

100 x 35

COMMUTATION RATE = Rs .3234

CALCULATION OF COMMUTATION AMOUNT

Commutation rate x age rate

3234 x 148.4628 = 480128.69 commutation amount

2. GENERAL PROVIDENT FUND (G.P.F) CASE

G.P.F cases are finalized by PTCL Lahore.

3. CALCULATION OF HOUSE REQUISITION ALLOWANCE

House requisition x 6 ( the amount of house requisition is taken from monthly salary)

4.LEAVE ENCASHMENT

LEAVE INCASHMENT = TOTAL EMOLUMENTS X 6

13,200 X 6 = 79,200 LEAVE INCASHMENT.

11.8: FAMILY PENSION AND OTHER CASE OF ON DUTY DEATH EMPLOYEE:

If an employee dies during his/her service period then his/her pension will be provided to his widow and un married daughter till she gets married and son till the age of 21. PTCL provides following benefits to the family of deceased employee along with:

1. 50% of gross pension

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2. gratuity

3. Benevolent fund

4. GPF

5. House requisition for 2 years

6. Leave encashment

7. Death compensation 200,000

8. Funeral charges that is 10,000

9. Insurance 400,000

11.9: CALCULATION OF PENSION FOR WIDOW

Total emoluments x 7x length of service /300

Gross pension = 13,200 x 7 x 25 = 7700

300

CALCULATION OF NET PENSION FOR WIDOW

net pension = gross pension x 50%

7700 x 0.50 = 3850 net pension

11.10: GRATUITY:

 It is a "lump-sum" amount of money payable to a worker on leaving service (through retirement, death or termination of service) based on salary (highest or the final salary) and period of service (over and above six months).

CALCULATION FOR GRADUATY ¼ OF GROSS PENSION

Gross pension /50%

Rate of gratuity = net pension /2 x age rate

Emoluments

Basic pay 10,000 55

Good conducts pay 200

Incentive pay 3000 i-e 30% of basic pay

Total emoluments 13,200

GROSS PENSION = TOTAL EMOLUMENTS X 7 X 25 = 7700

300

NET PENSION = 7700 / 2 = 3850

AMOUNT OF GRATUITY =1925 (gratuity rate x age rate ) = Rs 349914.18.

3.FAMILY PENSION AND BF CASE OF THOSE EMPLOYEES WHO WERE EXPIRED AFTER RETIREMENT:

In case if employee dies after his /her retirement than PTCL provides the family ( Widow/ Unmarried daughter)

of deceased, retired employee with the following benefits

1. 50% of gross pension

2. Benevolent fund

REST AND RECREATION ALLOWANCE

 Rest and recreation leave may give employees time to go home and see their families. It is given over and

above regular vacation time. It is only granted to on duty employees after every two years half of basic pay is

also provided to them.

11.11: SYSTEM APPLICATION PROGRAME (SAP)

To record transactions software is used by PTCL named ''SAP'' .it was implemented after privatization in

PTCL .it is internationally recognized software used in most of the organizations. There were some authorized

transactions related to each individual employee and were any authorized to specific users in the department .i

used to work in some specific T-codes for learning of the transactions done in the software. SAP has been used

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as data entry system and also for the day to day transactions related to cost and profit centers.

CONCLUSION

Every Organization has some good and bad aspects but where as we noticed PTCL is one of the very well

renowned organizations in PAKISATAN.

Overall PTCL still behaves as a monopoly

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PTCL's efficiency has increased in terms of its employees and sales as well as by introducing new

packages and by staff's efficiency how they are treating with their valued customers.

With the implementation of SAP system with includes transfer posting, travel management, leave

management system, pay roll has decreased the work load on employees and manual work is almost

finished. SAP system links the whole organization that means CENTERALIZATION of functions

With the increased efficiency of Management punctuality among employees has increased a lot and

employees Key performance indicators are already set for them.

Establishment of EMPLOYEES FACILIATION CENTRE is among great efforts where employees are

faciliated easily, where as improvement in medical services is also greater than before.

Initiation of Recreational activities(sports etc) at PTCL HYDERABAD REGIONAL OFFICE .

PTCL HYDERABAD REGIONAL OFFICE has very poor infrastructure even the offices are not well

equipped which gives bad impression and also has a impact on work and employees.

There were no particular projects or assignments for internees.

PTCL needs to lower it rates on services and products and increase its speed and accessibility in terms of

internet services.

The system of E-payment which although exist in PTCL finance system but there is still a need of

improving this facility.

Complaint department is not working properly so that department should be made efficient.

Faulty telephone connections should be fault free within 24 hours in order to maximize the revenue ,as

revenue of PTCL should sacrifice as cost of faulty Telephone.

ANNEXURE

ABBREVIATIONS USED...

SEVP SENIOR EXCECUTIVE VICE PRESEDENT 58

EVP EXECUTIVE VICE PRESEDENT

GM GENERAL MANAGER

SM SENIOR MANAGER

HRBP HUMAN RESOURCE BUSINESS PARTNER

HR&A HUMAN RESOURCE AND ADMINSTRATION

AM ASISTANT MANAGER

HQ HEAD QUARTERS

RGM REGIONAL GENERAL MANAGER

OSS ONE STOP SHOP

DSL DIGITAL SUBSCRIBER LINE

MBPS MEGA BITES PER SECOND

LMS LEAVE MANAGEMENT SYSTEM

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