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Transcript of World Call1
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PROJECT:
Human Resource Management
Presented To:
Sir. Rashid Saleem
Presented By:
BBA-08-137 Adil Sajjad Mureed
BBA-08-128 Najam Chohan
BBA-08-112 Muzamil YaseenBBA-08-105 Farah Zaheer
BBA-08-110 Sidra Sadiq
Division of Arts and Social SciencesUniversity of Education,Lower mall campus LHR.
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Recruitment and selection policy
1. Objectives:
To plan and regulate recruitment, selection, training and other human resource activities,
at the right time with right people to meet the companys short range organizational
objectives.
HR planning is a part of quarterly budgeting exercise, and aims
to estimate the manpower need of the organization over the period coverd.
1. Keeping in view the objectives/targets and future needs of the department,
company Heads of each business function will make a Manpower Forecast of his
company for the under review. This document shell be prepared along with the
quarterly capex and opex budget.
2. Proper justification will be required for each requisitioned position. Due
consideration will have to be given to various factors such as work load of
existing human resources, planned expansion of the department, external
developments etc, while developing justifications. Quarterly Manpower budgets
once approved by the Group Budget Committee are to be submitted to Group HR
within one or two days of the date of such approval.
2. Personnel requisition and recruitment:
To locate suitably qualified and best available candidates from within and as will
as from outside to fit in with the job in the company.
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Human Resource Department shall maintain a database of skill inventories of its
staff. Whenever a vacancy arises this database shall be checked to identify
possible internal candidates.
1. Solicited\unsolicited applications from external candidates are recorded
and maintained by the Human Resource function to cater recruitment at all
levels.
2. If it is considered necessary to advertise a vacancy in the press,
advertisement will be placed in the relevant newspaper seeking
applications from interested candidates for particular positions. This
would be subject to the prior written approval of the competent authority.
Selection:
To identify and select right persons for the right job following the recruitment process:
The Group HR in liaison with the representatives of respective companys HR
will be responsible for scheduling interviews and communicate the date venue and
time of the interview to short listed candidates.
The Head of Human Resources will make a list of selected candidates and prepare
employment offers for all new appointments specifying name, designation,
remuneration, probation period etc.
The interview panel should comprise of at least three persons i.e. head of user
department, immediate supervise and head of Human Resources as explained in theselection committee. They will evaluate the candidates on Interview Evaluation Form.
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SELECTION COMMITTEE:
PROBATION & CONFIRMATION:
GradeMin pool of
candidates to
select from
Initial interviewFinal interview
selection committee
Final selection
approval(operational
/technical)
Final selection
approval (finance)
E 1
Group Director HR
Head
Chairman GMD,
GDF, Group Director
HR Head
CHAIRMAN
M1 2
Head of Concerned
Dept. HR Head
Chairman GMD,
GDF, Group &
Executive Director
HR Head
CHAIRMAN GMD & GDF
M2 3
Head of Dept. HR
Head
GFC\COO\Head of
Concerned Dept.
COO Dept. & HR
Head
GFC Dept. & HR Head
M3 3
Immediate supervisor
Representative HR
Dept.
GFC\COO\Head of
Concerned Dept.
COO Dept. & HR
Head
GFC Dept. & HR Head
M4 3
Representative of the
concerned dept.
Representative HR
Dept.
Dept. Head Immediate
supervisor
Representative HR Dept.
COO Dept. & HR
HeadGFC Dept. & HR Head
S 3
Representative of the
concerned dept.
Dept. Head Immediate
supervisor
Representative HR Dept.
Dept.
Representative of
HR Dept. Head
Dept. Representative of
HR Dept. Head
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It is important that new employees be assessed closely during their probationary period
and a conscious decision is taken regarding their confirmation in service by the
management.
1. Every employee is required to serve a mandatory probationary period. During this
period the head of the user department is responsible to monitor the probationers
performance.
2. The Human Resource function will forward a Probation Performance Report to
the Head of the users department once within the probationary period of the new
employee. (During the 3
rd
month of probationary period).
3. The Head of users department based on the comments\recommendation by the
immediate supervisor will decide to confirm or extend the period of probation
where applicable or terminate employment.
4. The Head of HR Department based on the recommendation will prepare
confirmation or termination letters accordingly.
ORIENTATION:
To help the new appointee in understanding clearly the companys environment, values,
working of their departments and work related policies. This process ensure that new
employees would settle down comfortably I the in the new environment and integrate
quickly with their colleagues and co-workers. Guidelines and written documents
regarding orientation will be provided by relevant Human Resource Department of the
company.
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The selection process: flow chart
Failed to meet minimum qualifications
Failed to complete application or failed
Job specification
Passed
Failed to impress interviewer and \or
Meet job specifications
Passed
Passed
Passed
Initial screening HRDepartment\immediatesupervisors
Completed application
Comprehensiveinterview
Level and compensationrecommendation by
relevant heads & HRhead and approved byGroup Heads\Chairman
Refer to Group HR for requireddocumentation
Job OfferReject Application
Interview criteria
Up to M3 & belowCOOHead of concerned dept.HR HeadImmediate supervisor
HR Coordinator
Form M2 to EChairmanGroup MD & Group DFManaging DirectorGroup DirectorsHR HeadCOO
Background investigation (if required0
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Recruitment & Selection Process:STEP-1 Initial screening:
Preliminary screening inter view of potentially acceptable candidates be carried out by
the supervisors & HR representative of the relevant department\ company that the
candidate fulfils prerequisites of the available job .i.e.
Educational qualifications
Relevant work experience
Suitable for proposed position
Salary range
Fulfills the minimum qualifications
Passed for next step
Failed to meet minimum qualifications
Reject applicants
STEP-2completion of the Application Form:
Applicants will complete the Application form with the required information and sign the
application form (signing the application from means the information given is authentic
and permission to check references).
Required information
Personal & Job related profile of the applicant
Completes application & meets job specifications
Passed for next step
Failed for complete application or failed job specifications
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Reject Applicants
STEP-3 comprehensive Interview:
Applicants will be interviewed by:
(Interview criteria)
The interview panel should comprise of at least thee persons i.e. head of department,
immediate supervisor and Head of Human Resources, in case of Management staff
selection. In case of Non-Management staff hiring (at Regional Office) the selection
criteria will supplied by the Human Resource Department to the DGM and Senior
Area Manager who will select the candidate after the interview process.
a. Impress interviewer & or meet job specifications
b. Passed for next step
c. Failed to impress interviewer & or meet job specifications
d. Reject applicant
STEP-4 Background Investigation (if required)
Background investigation of those applicants, who are to selected for the
proposed position, should be done by HR person by contacting the former
employer etc.
Satisfactory feedback
Passed for next step
Unsatisfactory feedback
Reject applicant
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STEP-5Recommendation for Level & Compensation:
Level and compensation recommendation by relevant Head & HR Head and
approved by Group Head\ chairman.
STEP-6Head Office HR for required documentation:
Once the applicant is selected and offered the job proposed position.
Relevant documents will be sent to Group HR for required necessary
documentation\issuance of appointment letter as per Organizations policies and
procedures.
STEP-7Permanent Job Offer:
Applicant is informed by the relevant Department Head once appointment letter is
received from Group HR for the job position.
Note:
Total duration for the completion of the process will be 6 to 8 working days.
TRAINING
If you want 1 year of prosperity grow grains, if you
want 10 years of prosperity grow trees, if you want
100 years of prosperity grow people
OBJECTIVE
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FLOW CHART
Training
Training Log
Evaluation
Training RequirementsAccording to job
Training Schedule
Training
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TRAINING PROCEDURE
Immediate Supervisor:
Immediate supervisor shall evaluate the performance of the employee
biannually, identify his/her weak area(s)/deficiencies, and suggest suitable
training by filling & signing the Training Need Assessment Sheet.
Immediate supervisor shall discuss the case with department head and
forward him/her the Training Need Assessment Sheet for approval.
Department head:
Department head shall review the case and recommend the training
suggested by immediate supervisor by signing the Training Assessment
Sheet, get it approved by chief operating officer, and forward it to human
resource department for necessary action.
Human resource department:
Human resource department shall compile all the training requests in June
and December, after classifying the nature of training, based on
technical/general, in-house/outsourcing and prepare a bi-annual Training
Plan (Jul Dec and Jan to Jun).
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Human resource department shall explore the availability of the required
training(s) in the market, look into the possibility of conducting in-house
session(s), prepare bi-annual Training budget, and get it approved by Chief
Operating Officer.
Human resource department shall review the training plan and prepare bi-
annual Training Schedule according to the approved training budget. The
training schedule is circulated to the concerned department(s).
Human resource department shall arrange in-house training session(s) with
the help of administration department and out sourcing in the following
manners:
In-house Training:
Human resource department shall check the availability of suitable
instructor/trainer from within the company. If available, in-house training
will be finalized with the consultation of concerned department head(s).
Human resource department shall choose a suitable training venue and get
the approval of its use from competent authority. If no proper place is
available within own premises of the company, some hotel or other suitable
place shall be made available.
Human resource department shall arrange the required training material like
multimedia/overhead projector, stationery items, and/or furniture with the
coordination of administration department.
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If some written material/notes are required to be distributed amongst the
training participants, it shall be made available with the coordination of
trainer and administration department.
Trainer/instructor shall make the trainees mark the attendance on Training
Participant Sheet, which shall be provided to him/her by human resource
department.
After conclusion of the training, certificates (If any) shall be issued to the
participants and individual Training Record (Sheet available in personnel
file) shall be updated.
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Outsourcing:
If no suitable instructor/trainer is available from within the company, human
resource department shall hire some suitable instructor/trainer from the
market with the consultation of concerned department head and follows the
clauses in in-housing training above.
If no suitable instructor/trainer is available from within the company or
outside, or the numbers of participants are such as are not economically
viable, human resource department shall send the participants to some
suitable training institute for specific training as and when available.
Trainees shall be provided with the Training Evaluation & Feedback Form
and they will be required to fill it appropriately for evaluating if the training
imparted is helpful in improving the performance of individual.
In either case, after completion of training, human resource department shall
update individual Training Record (Sheet available in personnel file).
PERFORMANCE EVALUATION
In order to shift from total adhocism in granting increases, bonuses and Ex-gratia
payments to employees annually, a system evaluation is being designed with following
objectives.
Objectives
1. To identify and recognize performance and employees of potential.
2. To compensate employees on performance related criteria.
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3. To identify Training and Development needs.
4. To continually improve employees performance.
This proposal is made with an effort to eliminate disparity on one hand and promote
recognition and reward to the good performers on the other hand.
PERFORMANCE EVALUATION PROGRAME
SCOPE
This policy is for management cadre and above. This reason behind this coverage is that
all Branch\Areas are supervised by the Managers and as such it would be logical to
evaluate Branch Manager\Area Managers, Regional Managers and above than to evaluate
550 individuals. It is implied keeping in view the nature of business that if a manger is
performing well, the whole area or department in general is performing well.
POLICY
The criterion for evaluation will vary based on the nature of the jobs. For operational jobs
i.e. Sales\activation\Technical, the evaluation will be done 80% on tangibles (regular
activity based on set targets) and 20% on intangibles.
It is more focused on target achievement, with some percentage of evaluation allocated to
certain predefined tasks, e.g. in case area Managers job, the main object\target could be
to increase card sales of 15% and activities by 20% which involves regular activity.
Besides that an additional predefined task may be given in order to increase contribution
towards the overall growth and profitability of the organization. For example
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Increase awareness\presence of WorldCALL payphones within the allocated
budget in his area by display road show posters etc.
Increase outdoors payphones revenue by selecting high traffic areas, and
removing from dead locations.
Streamlining daily\ weekly \monthly reporting etc.
ACCOUNTS DEPARTMERNT (Management staff)
For support department, like accounts the predefined tasks can be determined e.g.
Reducing outstanding suppliers payments to 3 days.
Each member of accounts staff should be trained in SBT (Accounting Software).
Monthly reporting should be expedited by 5th of every month, weekly reporting by
Tuesday, etc.
MARKETING DEPARTMENT (Management staff)
Predefined tasks:
Brand campaign to Hello and Payphone during the year.
Collects competitors advertisement expense date In Hello and payphones.
To identify new markets that would increase the WorldCALL base by 50,000
customers.
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Similarly for admin department and P.T.C liaison, M.I.S, Customer Service etc. certain
predefined tasks\goals will be set based on their regular activities, which would add to the
overall efficiency and level of competence of their department thus contributing
indirectly the growth profitability of the business.
All management staff will also be assessed on certain managerial traits, which they have
exhibited during the year while performing the job\achieving targets. The percentage
weight age to be allocated to such evaluation will vary depending whether the manager is
performing operational job or a support job.
Based on the same evaluation the need for appropriate training\courses will be identified
and written in the appraisal form. The Human Resource Department will make a record o
fall such training needs\recommendations made subsequent to the appraisal exercise and
plan to arrange both on-hose and external training\courses with different local institutes.
TARGET SETTING
This exercise will be done at the beginning of the year i.e. July, between the manager and
supervisors. Goals and targets should be agreed and would be reviewed on the quarterly
basis. In case any changes are necessary due to changing market trends or for any other
valid reason, the same should be incorporated in the agreed targets in order to avoid any
possible misunderstanding at the time of appraisal. The targets should be short termed i.e.
quarterly or mid termed i.e. for six months based on the nature of activity the staff is
performing.
RATING TRENDS
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The rating trend prevalent in most of the multinationals and other professional
organizations is based on a formula, which is as follow:
Outstanding = 5% of the total Management population.
Very good = 10 to 15%
Good = 70%
Fair = 7 to 10%
Unsatisfactory = 3 to 5%
The COOs, department heads concerned would be asked to do a forced distribution i.e.
restricting the outstanding rating to 5% of the total Management staff. A similar
requirement is applicable to very good rating.
Those getting Fair and Unsatisfactory will not be entitled for any exgratia payment
and will have their bonus entitlement proportionately reduced to 30% and 50%
respectively.
LINKING OF PERFORMANCE WITH COMPENSATION
In order to relate the performance rating with annual increase we need to have an
increment policy wherein a certain percentage is allocated to the annual increment of the
current gross salary. Normally this percentage varies from 10% to 15% in various
comparable organizations e.g. if the gross salary of the Manager is Rs. 30,000/- a Good
rating which is consider a normal rating, will qualify him for an increment of Rs. 4,500/-
i.e. 15% of 30,000. If we are to follow the competitive market trend then the following
table is recommended:
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Gross Salary Performance Rating Percentage Increase Increment
30,000 Outstanding 30% double the annual increment 9,000
30,000 Very Good 23% 6,900
30,000 Good 15% 4,50030,000 Fair 10% 3,000
30,000 Unsatisfactory 5% 1,500
The increase given in the salary based on performance rating invariably has a positive
impact on the morale of the above average performers. This is because of following
reasons:
I. This gives a sense of recognition to the employee.
II. Increase given in the salary has beneficial impact on other incentives given to the
employee which are usually based on their salary e.g. gratuity, leave encashment
(at separation), Medial Allowance, Bonus if any etc.
It motivates the performers to plan their association with the company on long-term basis.