Report For COOP - storage.googleapis.com file · Web viewReport For COOP. September 22. 2018. This...

Report For COOP

September 22

2018This is my report for the Coop Training to college about my training into Hospital (Ministry Of Health) in Human Resource department Job section .

YUC

COOPERATIVE TRAINING PROGRAM

FINAL PROJECT REPORT

Topic:

A Study of HUMAN RESOURSE DEPARTMENT in

(Ministry Of Health ) and (Madinah )

Prepared by:

Name: Hassan Mansour al-basti

Student ID: 12110150

Specialization

MIS

Course Code: MIS 490

YANBU UNIVERSITY COLLEGEDEPARTMENT OF MS - IMT

2018

Hassan Mansour AL-basti Page 1

Table of ContentsSummary..............................................................................................................................4Acknowledgements..............................................................................................................4Schedule of Training............................................................................................................6Abbreviations of Terms used in Report...............................................................................8Chapter One.................................................................................................................91.1. Introduction of the Company:...................................................................................91.2 Sources of the Data.................................................................................................121.2. Key functions of Human resources division:..........................................................131.3. Organizational structure:........................................................................................141.4. Products and Services offered by the Company:....................................................16Chapter Two...............................................................................................................172.1 Procedures and Practices:.......................................................................................172.2 Jobs handled during Training and Self Learning:...................................................18

Chapter Three..........................................................................................19MINI Project Details...........................................................................................................19

3.1 Topic of MINI Project..............................................................................................19

3.2 Relationship of the project to this training and company.......................................193.3 Complete Project details in Chronological order....................................................213.4 Project findings.......................................................................................................22Chapter Four....................................................................................................................274.1 Conclusions.............................................................................................................274.2 Recommendations:.................................................................................................28Appendices........................................................................................................................29References:........................................................................................................................36


Figure 1- MOH...............................................................................................................................9Figure 2- MACH............................................................................................................................11Figure 3 – Another picture for MACH...........................................................................................25Figure 4 – The icon of Jobs department........................................................................................26Figure 5 – The icon of files department.......................................................................................26Figure 6 - Human Recourse department......................................................................................27Figure 7 – The icon of Contract Unit.............................................................................................27Figure 8 - Evaluation paper for the employee..............................................................................28Figure 9 – Some of my tasks on old system..................................................................................29Figure 10 – Home page for the old system...................................................................................29Figure 11 – Files department........................................................................................................30Figure 12 – My office....................................................................................................................31Figure 13 – New System (Mawared )............................................................................................32Figure 14 – New System (Mawared).............................................................................................32


Summary

In the YUC, it has a required course have to take. So it should to choose between either doing a senior project or cooperative training, so we preferred to choose cooperative training to know what sort of work we will look, all things considered, and to get the information, abilities and dispositions of the work and workplace when all is said in done, and to contrast what amount did we realized and the actual work.

We improve picture how is the actual function, and we took in a considerable measure beginning from how to finish the duty with the aptitudes that required with the correct information and state of mind, finishing with how to help the office.

Acknowledgements

Most importantly we express gratitude toward ALLAH for his beauty and

everything in our life. At that point we thank our families for their motivate , supporting

and teach us to be valuable in our general public, and we thank our nation for giving the

possibility for everybody in the nation who need to finish his/her investigation with high

degree, for example, bachelor’s degree education , et cetera without any expanses, and

we would like to be useful for our nation to accomplish the VISION 2030 and

manufacture an awesome future.

Second , we thank our college for teach us and give the chances to get more

learning , for instance SAP courses ,with low costs and make a unique rebate for their

students to look for the correct aptitudes , information and states of mind .


Third, we thank our educators for managing us to the correct way in the class ,

and assist us with seeking the learning that required , and we thank particularly, Mr.

Ashfaque Pinitod. Dr. Faisal Sanaa , Mr. Mohammed Faisal. At that point we especially

thank our advisor Mr. Hafizi Ali for assist us with accomplishing our scholarly profession

in the college and guide us in our mini project.

Finally, we thank our General Directorate of Health Affairs , Employee Affairs

department especially Unit Jobs Section for their helpful and they was so kindly with us,

and we learned a considerable measure from them how the roles can finish.

Schedule of Training

Training

weeks

Tasks and activities that he will practiceSupervisor

Name(Section)

Week 1-3

Introduction to the human resources departments, the section where they are trained, and

identify the employees and the work method of the hospital.

Mr. Aahmad Aljohani

(HR)


Supervising the two important files for doctors and gave the allowance supervision and

discrimination allowance and ensure its validity

Making letters to the Commission regarding the institutes and academies that have been

closed by them and making sure of the students who have received certificates from them.

Week 4 Introduction to other departments such as Administrative Communications, IT , Finance and Contracts Unit.

Week 5

Has ensured the updating of staff data in the Human Resources Department and ensuring that their statements are complete to be submitted to the competent authorities.

Work on the general program of the hospital's patients on the Excel program and to identify the names and holidays of those who have a mandate for the Eid al-Fitr emergency.

Week 6

Ensuring the staff who have the right to a scarcity allowance and submitting it to the HR Manager.

Provide inventory data for the non-saudi nurses submitted on resignation from the hospital from the first year of work until the end of the work.

Week 7-8

Write a restrict statement for administrative staff . Working on the statement of the grantee of the excellence of the employees of the hospital and the proportion of their entitlement to the allowance of excellence of 100%Ensured the structuring and distribution of tasks to employees because of the establishment of a new system by the Ministry and work to issue a letter to the competent authorities and the work of a statement of the staff directed to them the powers.

Week 9

Working on a resource system for the Ministry of Health (Payroll Department) and adding

salaries to those working in Eid and Hajj emergencies

Also give rewards to those who have a maturity allowance.

Make a statement regarding the Hajj emergency workers and the specified period and

submit them to the Director of Human Resources for approval.Mr. Ahmad

Yati(Self-

employment Department )

Week 10-11

Work on the new system of the hospital (resources) and take an introduction to the system

and how to deal with the new system..

Work in the self-employment department of the hospital and know how to choose trainees

and employ them by human resources.

Renewal of understandings for non-Saudis, yearly allowances, deletions, increases to the

contract, and resignation of workers


Week 12working away at manual archiving and keeping exchanges in the files of workers Mr. Abdul-

Aziz(Archiving Files)

Week 13-14

(Renewal of contract for non-Saudis, yearly allowances, augmentation of contract, loan, cost of different tasks et cetera, exchange between health branches and end of service (resignation) .

Know the regulation and rules which is the choices depend on.

Mr. Talal(Contract Unit)

Abbreviations of Terms used in Report

Directorate General of Health Affairs(MOH)

Human Resource (HR)

Cooperative Training (COOP)

Self-employment department (SE)

Management Information System (MIS)

Yanbu University College (YUC)

Financial Dues (FD)


Maternity And Children Hospital (MACH)

Chapter One

Introduction and General Review


1.1. Introduction of the Company:

Figure 1- MOH

Public health and disease control have been priorities of the Saudi government since the beginning of the unification of the Kingdom and the building of the modern Saudi state by the founding king Abdulaziz bin Abdulrahman Al Saud, may God have mercy on him. The health march in the Kingdom began its first organized steps when King Abdul Aziz, To focus on public health, work to develop it, and push forward its growth, which coincided with the entry of Hijaz and take Mecca as the first capital to unite the rest of the Kingdom.

The directives of the Founding King, may God's mercy and blessings be upon him, helped overcome all these challenges and the accompanying difficulties, despite the lack of resources and the lack of expertise at the time. The most important steps were to increase the volume of cooperation with international organizations, On the developments in the sector, while striving to make every effort to cope with them through the localization of competencies and the establishment of the first building blocks for an integrated health sector, which will include all the regions of the Kingdom.

The Royal Decree of His Majesty King Abdulaziz, may God have mercy on him, was established by the establishment of the Public Health Authority in 1343 AH / 1925, based in Makkah, with other branches in various regions. After a short period of time, specifically in 1344H / 1925, the


Directorate of Public Health and Ambulance was established, with the aim of taking care of health and environment affairs, establishing hospitals and health centers throughout the Kingdom and issuing regulations to ensure the practice of medicine and pharmacy, Which have contributed to the improvement and development of the health sector in the Kingdom.

In view of the increase in health services provided throughout the Kingdom, as well as the provision of health services to pilgrims and the construction of the house of God, and after the number of hospitals and health centers increased significantly, the establishment of the General Health Council as the highest supervisory body in the country, The Council was one of the highest ranking leaders in the Kingdom. The main focus during this period was on the development of health services and raising the competencies of workers in this important vital sector, in addition to combating diseases and epidemics prevalent at that time.

In this period, it was necessary to establish a specialized body to fully supervise the health affairs in the Kingdom. Indeed, Royal Decree No. 26/8/1370/1951 No. 5/11/8697 establishing the Ministry of Health was issued. The way to promote the health sector and achieve the aspirations of His Majesty King Abdulaziz bin Abdul Rahman, may God have mercy on him.

Figure 2- MACH


In the era of His Majesty King Saud bin Abdul Aziz Al Saud (May Allah have mercy on him), the hospital was established in 1383 AH in 1946 in a building in Bab al-Shami, the hospital was specialized in delivery and gynecology only with the nursery section of less than 60 beds.

During the reign of King Khalid, the building was moved to the other building owned by the Ministry of Health in 1383 AH in 1982.

In addition, the hospital management has selected a number of doctors and administrators in the building until it reached in 2007 the current new building to 1000000 square meters and also increased the departments and specialties.

The current director of the hospital is Dr. Sami bin Sulayem Al-Rahaily.

Director of Human Resources Mr. Bader bin Ali Al-Rashidi.

Address: 7815 Ali Ibn Abi Talib Rd ، Mahzur, Medina 42319

Vision :

To be the best medical center in the kingdom of Saudi Arabia for women and children .

Mission :

To advance the health of women , children and family through the provision of specialized , integrated health care services by a creative team in accordance with the latest national and international standards .

Values :

(God helping whom helping others ) Cheerfulness – Humility – Accuracy – Cooperation – Honesty – Seriousness – Credibility – Ambition.


1.2 Sources of the Data

These data were observed and noted during my training in hospital inside the Job Unit, Contracts Unit and Self Employment Section. Another source is the Ministry of Health website and from the Quality department in the Hospital.

1.2.Key functions of Human resources division:

Implement the HR strategies of the MOH to ensure the achievement of the objectives of the Ministry.

Analysis of new and existing functions, preparation of MOH work plans, and coordination with the Finance and Budget Department on financial allocations for posts.

Identify the main positions of the career progression process and determine the work involved in the process according to their functional priorities, and prepare and manage career development plans and career advancement of staff and executive functions.

Prepare studies to update the available positions of training in order to obtain the merit that qualifies employees to fill a vacancy.

Prepare studies to identify gaps in skills and job skills to identify the gap in training needs and design training programs to fill these gaps.

The compensation and benefit management system includes: the preparation of salaries and leave, the calculation of compensation, promotions, annual bonuses and the staff assessment process.

Oversee issues related to staff discipline, review labor rules and regulations, make required development recommendations, resolve complaints and investigate employee misconduct.

Manage day-to-day personnel services such as: employee relations, payroll management, vacations, tickets, absences, etc.); managing and managing staff contracts and information; managing archives for Saudis and non-Saudis.


1.3. Organizational structure:


1.4. Products and Services offered by the Company:

To provide goods and services for the treatment of patients through the provision of therapeutic, preventive, rehabilitation, palliative care or even sometimes unnecessary care. The modern health care sector is divided into several sub-sectors and is based on multidisciplinary teams of trained professionals and assistant professionals to meet the health needs of individuals and communities.

Also choose the best foods and drink to suit the needs of patients of women and children and be synchronized with medicines to increase healing, God willing.


Chapter Two

2.1 Procedures and Practices:

The HR role

The Department of Human Resources is the reference to all employees in the hospital and those who are on the system of the service bureau and self-employment because we are the section that follows up and end all the formal procedures and is compatible with the system of the Civil Service Bureau and the working system of all types of licenses and notifications of return and renewal of contracts and the work of monthly salaries and differences and follow-up of Before the Department and the application of the system in all types of deduction and the adoption of the penalty and the penalty and reasons according to the system and the issuance of all the costs and the necessary correspondence for this and raise requests for staff of the Directorate General of Health Affairs and address all departments.

The FD role

The translation of all the decisions into a cash all that is worth the employee can be compensated for physically.

From holidays, salaries, overtime, allowances, end of service, courses, assignments, end of service and education.


2.2 Jobs handled during Training and Self Learning:

1. Classification system.

In the hospital you have two system one is old and another is new created before two

month so, I deal with the old system more than the new .A) put the salary of your staff Saudi

and non Saudi also renewal the contracts and write some letters to some department .

2. Updating the list of Eligibility excellence.

When you come to the Hospital some of Doctors have Eligibility excellence so,

this the first task I do it . I check the information and the date which is take this

eligibility however , to be sure all of them deserve or not .

3. design Flowchart for staff in the HR department.

This task when the manager of HR update the role for the employee so, I do it in

Visio program as I studied before .

4. Create a special schedule for trainees on Word.

This task which is to learn how to create schedule because the advisor should know when

the trainer come and go so, this good in the future .

5. Updating the job description of staff.

6. Archiving and updating files of hospital staff.

This one of my tasks in File Department which is update the file of staff to present for the

Manager . The second is archiving the file and arrange it alphabetically.


7. Create PowerPoint and design.

This is just to see the advisor how to deal with power point if you want to design some

presentation for the Hospital .

8. Updating staff files on Excel sheet.

The Hospital has data base on Excel sheet and some employee change the phone number ,

Email and maybe some wrong data so, I update it .

9. Writing letters on Word.

10. Design a trainee evaluation schedule on World file.

This task which is to learn how to create schedule because every single who work in the

Hospital must has the evaluation schedule to evaluate every year .

11. 13. Working on the system of the ministry (resources).

12. Write a statements on the Word.


Chapter Three

MINI Project Details

3.1 Topic of MINI Project

Create the online guideline for the new system (Mawared) of Ministry Of Health .

3.2 Relationship of the project to this training and company

Problem:

In the hospital the transition from system to system was carried out by the Ministry of Health which made it difficult to use by the administrative staff.

This difficulty is also caused by delays in transactions, irregularities in holidays, salary paths and other matters that use the new system

Solution:

The idea is to create an application system on mobile and a web site that includes Guidelines for the Human Resource department so that the employee can use the web site or application system in an easier and faster way.


Benefit :

Helps employees and staff of this system (resources) to take advantage of the instructions included in this application system and the web site, which facilitates the use of the system and speed up Guidelines.

The application system is also a good idea and the application is only downloading on smart devices to take advantage of the guidelines at anytime and anywhere.


3.3 Complete Project details in Chronological order

Details Time

1. Collect the data which is important for me by sent survey to employee .

When the idea come from me I create the survey to be sure is the hospital need this or not

. So, I sent this survey to employee who deal with the system . I sent it to 10 person all of

them are men by the 18th of September . The survey create by google Form (Gmail) and I

upload it here . I got the response from them about two or three days .

18th Sep

2- Create web page and design it .

I create the web page by (I PAGE) which is learned in MIS 343

And design the home page to suit with what I create for it.

25th Sep

3- put the Guidelines for Mawared .

I face problems when I want to take this guidelines because the section or It department

say to them never anybody see it . So just take some of them and put it here . I want to

thank their man to easily the tasks . This some figure I uploaded on web page you can

show you .

25th Sep


3.4 Project findings.

This chart show us 62.5% from the staff need the guidelines to the new system to help them and 37.5 say No need to it .


The majority of the staff which is 75% don’t accept on move from system to another in short time but I found two from them on say good and the second say pretty good .


This chart show me how many employee 25% saw the (Mawared) solve the problems which are faced in the old system and also some of them said no 37.5% and the other which is not deal or you want a lot of time to see (say maybe) 37.5%


Here in this chart the majority 75% prefer the old system because it simple and easy to use. And

you should to take time to get used to new system .


Here as we see 62.5 all the staff how exactlly use the system say no need to modifying or edit to it also my opinion is the same because what I see is good system and it has all the data which

the MOH need .


This chart shown 87.5% what all the people do you should when you want to create new system the old system must work .


Chapter Four

4.1 Conclusions

Finally after the completion of cooperative training found that there is a big difference between study and work. So I preferred to choose cooperative training on the senior project so that I could transform what I was able to study into real work and that is what has already been done.

I will not let you know that you have encountered some problems in the beginning of the work, but thanks to God and my colleagues at work I was able to overcome them.

Working in the HR department is useful and good. Seeing how recruitment is done and how to attract employees gives you an incentive to provide everything you have so that in the future you can choose the right place and know what distinguishes a man from booking and earning a job seat.

I thank the colleagues at the MOH for their motivation and initiative so that I can gain experience and first enjoy the work and then benefits.

The 14 week of training I spent in the MOH was very interesting, challenging and difficulties . I hope I will be responsible and that I will succeed in earning a job as ambitious as possible.

I wish success to all colleagues in the hope of a close meeting, God willing.


4.2 Recommendations:

First, training in hospitals or in general, everything related to the Ministry of

Health or falls under it is enjoying and interesting because it combines the

departments of administration and health departments, which allows the trainee to

get experience in both fields. Second, I hope that the Ministry of Health not only

adhere to the training of health staff and put on the site training of the

administrative staff in order to attract as many as possible.

Second, the MOH should consider those with higher level like , diplomas,

bachelor's degrees, and even master's degrees to reserve places in the

administration, which makes the administrative department to be in high strides in

the deeper thinking. There are many administrative staff in hospitals and others

who are at a lower level, which hinders communication between administrative

and health staff in many things including language and lack of full knowledge of

the computers.

Finally, I hope that the students coming to graduate not only focus on training

within companies ,without a doubt working within companies is of deeper interest

but also working under the umbrella of the Ministry of Health is useful and good.


Appendices:

Figure 3 – Another picture for MACH


Figure 4 – The icon of Jobs department


Figure 5 – The icon of files department

Figure 6 - Human Recourse department


Figure 7 – The icon of Contract Unit


Figure 8 - Evaluation paper for the employee

Figure 9 – Some of my tasks on old system

Figure 10 – Home page for the old system


Figure 11 – Files department


Figure 12 – My office


Figure 13 – New System (Mawared )

Figure 14 – New System (Mawared)

References:

https://www.moh.gov.sa/Ministry/About/Pages/default.aspx


https://www.moh.gov.sa/Ministry/About/Pages/default.aspx

The HR division The Finance Dues staff Quality department


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