(Rehmat Flour Mills (Pvt.) Ltd. ) DELIMITATIONS: In this busy world no body have time for others, because of competition. It’s very tough to get their personal data because they are very conscious about there personal values. This is the very large firm that’s why because of their busy schedule they are giving us a very limited time. They are already using the HR processes but on a very small scale, they want to improve their performance but don’t want to spend time and money on it. It’s very tough for us to convince them on our points of views. Actually they need the detail explanation of all our views but because of limited time, its not easy for us to provide it. They are not allowed us to personally interact with their employees of different levels.
Transcript
(Rehmat Flour Mills (Pvt.) Ltd. )DELIMITATIONS:
In this busy world no body have time for others, because of competition.
It’s very tough to get their personal data because they are very conscious about there personal values.
This is the very large firm that’s why because of their busy schedule they are giving us a very limited time.
They are already using the HR processes but on a very small scale, they want to improve their performance but don’t want to spend time and money on it.
It’s very tough for us to convince them on our points of views.
Actually they need the detail explanation of all our views but because of limited time, its not easy for us to provide it.
They are not allowed us to personally interact with their employees of different levels.
(Rehmat Flour Mills (Pvt.) Ltd. )
BACKGROUND OF THE COMPANY
HISTORY
Rehmat Flour Mills was established in 1964 .the company is one of the pioneer's with a famous trade mark "Yaadgar Atta" and enjoy a good reputation among flour mills throughout the Pakistan.
Since its establishment Rehmat Flour Mills has concentrated its activities on making of high quality wheat products
LOCATION
The production facilities are located at 19-Ravi Road , Lahore Pakistan .The production facilities are equipped with Siemens Roll Bodies, locally manufactured flour mill machinery and the dedicated staff which further strengthens the company to meet the increasingly manifold requirements for a successful marketing of quality products the mill has a store of finished products.
MANAGEMENT
The Rehmat Flour Mills is headed by
▲Mr. Bakhtayar Ali Babar (Managing Partner )▲Mr. Nazim Ali Sheikh ( Partner ) ▲Mr. Shoaib Raza Sethi (Management Representative)▲Mr. Muhammad Saleem ( Manager )
PRODUCTS
The company quality wheat products are
▲Meeda ▲Fine ▲Special Atta▲Aam Atta▲Bran
(Rehmat Flour Mills (Pvt.) Ltd. )
Recruitment
The job requirements and specifications for a position (e.g., minimum qualification, experience and other requirements related to the job position) are defined in the concerned Job Description.
The requirement for any hiring is identified by concerned departmental incharge, which is communicated to Managing Partner.
After approval, the position is advertised in the local newspapers. In addition, personnel having any reference may be directly contacted. The candidates are asked to submit their CVs/bio-data.
The bio-data are scrutinized and short-listed by MR based on the requirements of the job position. Short-listed candidates are issued call for interview. Managing partner takes the interview and assess the candidates.
The candidate is initially hired on temporary basis for a 3 months probationary period after which his/her performance is reviewed and assessed by his departmental head. In case of satisfactory performance, he is hired on permanent basis.
Orientation and training
Orientation of new employees includes:
Orientation on administrative policies (e.g., working hours, leaves, medical, disciplinary policies)
Understanding of company mission statement Understanding of job responsibilities and authorities On-job training
After joining by the new employee, MR initiates the orientation of employee. MR first gives the employee orientation on administrative policies, quality policy departmental structure and functions, and the concerned position’s responsibilities and authorities.
The employee is then assigned specific tasks and assignments related to his position and given on-job training. During the on-job training, his/her performance is monitored.
(Rehmat Flour Mills (Pvt.) Ltd. )
Appraisal
Training needs of employees are continually identified by their departmental heads/in charge as a result of following developments:
Changes in services or operations New or revised procedures, or changes in the quality policy Inadequate performance of individuals or groups of personnel Results of internal quality audits Corrective & preventive actions
Based on these identified training needs, MR plans and arranges internal training sessions of employees. The training attendance of employees in the internal training sessions is recorded. The training records of concerned persons are updated.
Performance Evaluation
At the end of each year, MR initiates the performance evaluation of company’s personnel based on the following criteria:
◙ Company’s objectives achievement
◙Achievement of specific tasks
◙ Completion of assignments
◙Management’s expectationsWages
◙Wages are paid as per industry trend and local labor laws
◙ The company ensures that deductions from wages are not made for disciplinary purposes.
◙ The composition of the salary is as follows:
▲ Gross Salary▲ Basic Salary (66.67 %)▲ House Rent ▲ Indexation Allowance (for workers having salary less
than Rs. 3000)▲ Attendance Allowance (for workers having salary less
than Rs. 3000)▲ Cost of Living Allowance▲ Special Allowances▲ Weapon Allowance (fro security guards)
Deductions: Loan Installments Provident Fund Employees Old Age Benefit Institution --E.O.B.I
Benefits
The following benefits are being paid.
SS 7% (for employee having salary up to Rs 5000)
EOBI 5% of wagesEducation Cess Rs. 100 per annum (for all
employees who are drawing salaries up to Rs. 3000 per month)
Bonus as per Company PolicyAdvance against salary up to one-third of salaryMedical Allowance 5 % of wages (for employee
having salary more than Rs 5000)
Accommodation:
The employees who belong to distant areas are entitled for accommodation at site. However, employees who are required to be at plant to meet exigencies are also provided accommodation at site. For detail, refer Housing Policy.
Over time calculation
Overtime is paid at a premium rate i.e. twice of ordinary rate of pay
Loans
The employee is given loans as per the loan policy mentioned in the Service Rules. The employees submit their application for loan approval to Accounts department. After the approval of the Managing Director the loan is granted to the applicant.
(Rehmat Flour Mills (Pvt.) Ltd. )
Work allocation, selection of personnel
◙ Every worker is hired according to Recruitment Policy.
◙Notice Boards are installed at the relevant locations for displaying relevant information.
◙Workers understand the calculations of wages & overtime
Deductions
◙Deductions (such as loans, cot, income tax, provident fund, etc) are made according to the Service Rules and records are available in accounts department.
Mode of Payment
◙ Salaries are paid monthly through cash / cheque in a manner convenient to employee.
◙ Salaries are paid up to 7th of the month through cash / cheque.◙ Salaries are paid on working days
Labor relation
◙ Complaints/Suggestions boxes are available in the department for Identification of any kind of discrimination; these boxes are opened on fortnightly basis by HR department. These complaints are discussed in workers welfare committee meetings.
◙ Complaints are presented in the Management Review meeting and corrective & preventive actions are taken.
◙ Employees are free to observe all national and religious holidays.
◙ Employees are free from indecent verbal, physical and sexual harassment or any other discriminatory practices.
◙ The company treats all employees with respect and dignity, no employee is subjected to any gesture, language and physical
(Rehmat Flour Mills (Pvt.) Ltd. )contact that are sexually coercive, threatening, abusive or exploitative.
Formation of Workers Welfare Committee
A workers’ welfare committee has been formed by the workers having nominations from all departments:
The company ensures that workers representative is not subject to discrimination by monitoring that nominations are not based on religion, region, race, cast, gender, disability, political affiliation and age.
Selection of Workers Representative
◙ S.M.R informs workers about selection of their representative, to communicate with the management on their issues as company is interested in strengthening teamwork within the organization.
◙ Workers Representative’s selection date is communicated through notice.
◙ Workers are asked to nominate representative of their choice, who can better communicate their issues with the management.
◙ Workers cast vote by show of hand for each nominee’s selection as per their own choice.
◙ These votes are recorded on Workers Representative Selection form
◙ Selected workers representative’s names are communicated through notice board.
◙ The workers representative can nominate his replacement, when absent by informing his department and S.M.R
◙ In case the workers representative leaves the organization, the same selection procedure will be followed.
◙ The workers select their representative on annual basis.
Communication with workers
(Rehmat Flour Mills (Pvt.) Ltd. )◙Quarterly meetings are held with Workers Representative or
this representative can approach to S.M.R any time as deemed necessary. Furthermore complaint boxes are installed to facilitate suggestions / complaints from the workers.
◙ These complaint boxes are opened by HR department and summary of the problems is presented to the management in Management Review meetings. However, urgent matters are talked directly and necessary actions are taken.
◙Workers can access their representative freely.
◙ In case of any urgency, un-scheduled meetings can be held between worker’s representative and the top management.
◙ CPA forms are assigned to the concerned and monitored by workers representative & S.M.R.
Health and Safety
Health & Safety Representative
◙Manager HR has been nominated as Health & Safety Representative, responsible for health & safety for all personnel and for the implementation of health & safety requirements of this standard.
Health & Safety Committee
◙ To ensure compliance of Health & Safety requirements and create awareness among all employees about H&S, the committee has been formulated as:
(Rehmat Flour Mills (Pvt.) Ltd. )◙Health & Safety training is scheduled as per Training Schedule. These
sessions are arranged whenever needed for existing and new employees.
Responding Potential Threats to Health & Safety
Hazards Prevention
The company has provided measures for prevention of the potential threats to health & safety as:
◙ Emergency exits are clearly marked and accessible
◙Adequate first aid supplies and trained first aid personnel are available on site to attend any emergency.
◙ In-case hospital treatment is required, the company arranges accordingly
◙All fire-fighting equipment is regularly inspected
◙ Evacuation and Fire drills are conducted twice a year
◙ Fire Alarm is installed in M-I and M-II
◙ Emergency Lights are installed on emergency exits
◙ Protective health & safety equipment’s (gloves, masks, shoes, goggles, ear plugs etc) are available for use.
◙Ventilation, Lighting, and temperature control are adequate
◙ Clean bathrooms are provided to both male & female workers.
◙ Potable water is provided to the workers
◙Health & Safety policy, relevant posters, safety signs, work instructions, Internal & External emergency telephone numbers are displayed at the relevant locations
◙ Evacuation Plans are available at the relevant locations; these plans show the closest emergency exit and indication of current position,
◙Accident records are updated and reviewed in the management review meetings; Actions taken to prevent the recurrence are recorded.
◙During the tests & real emergencies, handicapped employees are assisted to evacuate from the area
Activities during Emergency
In case of any emergency the following activities are carried out:
Notification
◙Any body who sees an emergency situation should sound the nearest alarm button and / or inform to security staff / Time office.
(Rehmat Flour Mills (Pvt.) Ltd. )Evacuation
◙On hearing alarm, all employees will evacuate through emergency exits and gather at their respective assembly points.
◙ Shift in-charge or any nominated person will take roll call at the respective assembly point.
◙ Safety Officer will immediately reach emergency spot and guide FFF teams. Trained firefighters and first-aiders will perform their respective duties to overcome the emergency.
◙Admin Manager will arrange emergency vehicle which will be parked outside Time Office in complete readiness during emergency.
◙On hearing central alarm, all employees will report back to their place of work and start work.
Contacting outside agencies
◙Admin Manager / Time Office member will call to external agencies for tackling the uncontrollable emergency situations.
◙ External agencies contacts are available at time office, telephone exchange, notice-boards and main gate.
Shut Down of Certain Utilities & Services
◙ Considering the nature of emergency, all utilities & services e.g. machines, Boilers, Generators or Electric supply etc are shut downed by the concerned personnel / FFF team members.
Handling of Emergency
◙ FFF team incharge will guide their respective FFF teams as instructed by the safety officer.
◙ The FFF teams will ensure that all employees are out to the safe locations, emergency assembly areas. If injured employees are found, they are to be carefully moved out of the affected area.
◙ In case phone system goes down during a disaster, mobile phones are available.
Review of Emergency Preparedness & Response
(Rehmat Flour Mills (Pvt.) Ltd. )◙ The initial details if the accident is reported by department /section
head on accident notification report and submit it to HR department.
◙An investigation team comprising of HR Manager, Safety Officer and department head or his nominee will investigate major / critical incidents. Accident investigation report will include:
▲Analysis of the loss▲Cause of accident ▲Contributory factors of accident▲ Impact assessment
Recommendations will be documented as:
▲ Impact on Environment▲ Impact on Human ▲Preventive Maintenance▲Back up of data/File▲Contact Insurance Companies▲Re-establish Utilities & Communications▲Training needs (if any)
Re-establish Utilities & Communications
◙During the disaster some of the utilities like electric, water, sewer, Telephone, Networks, etc may have shut down, these are to be restored by concerned personnel.
Benefits
The company ensures that all employees working hours do not exceed 48 hours per week.
A- Official working hours:Shift General Morning Evening Night Remarks
Timing 9:30 AMTo
5:30 PM
7:00A.M. To
3:00 P.M
3:00 P.M. To
11:00 P.M
11:00 P.M To
7:00 A.M
During Ramadan, the timings for general shift are from 8:00
(Rehmat Flour Mills (Pvt.) Ltd. )A.M. to 3:00 P.M. other shifts will work as per routine.
Meal/Tea Breaks
1:00 PMTo
2:00 PM
11:00AM To
1:00 PM
11:00 AMTo
1:00 pm
11:00 AM To
1:00 PM
For prayers during working hours 15 minutes break is allowed in each shift.
B-Rotation between shifts of Production Department:
Shifts will be rotated on every Saturday for M-1 and on every Monday for M-2 in the following manner.
Shift Morning Evening NightWeek-1 A B CWeek-2 B C AWeek-3 C A B
◙ The company assures that overtime is only allowed in unavoidable circumstances and does not exceed 12 hour per week per worker.
◙Overtime is voluntarily worked and is paid at a premium rate:I.e. Twice of Ordinary Rate of Pay
◙ Company will allow overtime in following circumstances:
◙ Personnel department maintains records of working hours and overtime of workers. All employees are required to swipe the attendance card upon entering and exiting from their respective departments for the purpose of duty.
◙ The company provides one day off in every seven-day period. Gazetted holidays in Pakistan are provided to all the employees.
Loan / Credit schemes
(Rehmat Flour Mills (Pvt.) Ltd. )◙ Loan & Advances policy is addressed in Service Rules and accounts
are managed accordingly.
◙ Loans are recommended by the department head, reviewed by HR and Personnel department and finally approved by MD. Loan and advances are provided in a manner that it does not become impossible for the worker to return or compensate the amount.
◙ Loan Records are available in accounts department.
◙Workers are also given advance against salary on recommendations of General Managers or Heads of Department, Personnel department and HR department.
(Rehmat Flour Mills (Pvt.) Ltd. )
Analysis the existing HR process
Recruitment process:
For recruitment purposes the requirements (education, skills, experience) etc are approved by the managers and after that they use the following steps for further process:
1. Advertisement in the local newspaper2. Reference people may directly contacted3. The candidates asked to submit their CV/bio-data4. The bio-data are scrutinized and the short listed candidates will be call for
interview.5. Managing partner select the candidatures after taking the interview.6. The candidates are hired on the temporary basis for 3 months and after that
satisfactory candidates hired on permanent basis.
Orientation and training:
Orientation of new employees includes:
Orientation on administrative policies (e.g., working hours, leaves, medical, disciplinary policies)
Understanding of company mission statement Understanding of job responsibilities and authorities On-job training
The employee is then assigned specific tasks and assignments related to his position and given on-job training. During the on-job training, his/her performance is monitored.
Appraisal:
(Rehmat Flour Mills (Pvt.) Ltd. )Training needs of employees are continually identified by their departmental
heads/incharge as a result of following developments:
Changes in services or operations New or revised procedures, or changes in the quality policy Inadequate performance of individuals or groups of personnel Results of internal quality audits Corrective & preventive actions
Performance Evaluation:
At the end of each year, MR initiates the performance evaluation of company’s personnel based on the following criteria:
Company’s objectives achievement Achievement of specific tasks Completion of assignments Management’s expectations
Wages:
Wages are paid as per industry trend The company ensures that deductions from wages are not made for
disciplinary purposes. The composition of the salary is as follows
(Rehmat Flour Mills (Pvt.) Ltd. )
Recommendations
Regarding to their existing HR process
Recruitment process:
For the recruitment process you must know the nature of the job and that must be clearly defined in the job description. There are some other equipments are required for the better recruitment process like fist of all make a succession plan for that particular job and then for hiring a person these are the following helping hands:
Internet base advertisement Constructing ADIA Applicant tracing On site visit Old workers as a source of candidates Minorities and women
With a pool of applications, the next step is to select the best candidates for the job. Effective selection is therefore important and depends. To a large degree, on the basic testing techniques. To validate the testing techniques there are the following steps:
Analyze the job Choose the test Administer the test Compare the test with criteria Make expectancy chart Cross validates and revalidate Test at work
Types of test:
(Rehmat Flour Mills (Pvt.) Ltd. )We must follow some of the important testing techniques for the better selection of candidates:
Intelligent test Physical abilities test Achievement test
Background investigation and reference checks are important when you are going to hire a person.
Interview:
There are different interview techniques that must be used when the managing partner taking interview of those candidates whose passed the test (with all defined techniques).
Structured interview (interviews should always be structured) Behavior interview Job related interview Panel interview
After selecting the exact and appropriate candidate for that particular job the managing partner is responsible to must describe the terms and conditions regarding to the job to the employees. The management must prepare two type of form regarding to that employee.
Developing and using application form Equal opportunity and application form
Training:
Our company is already use on the job training so, On the job training also required managerial training:
Job rotation Action training Outsides seminars
But they have to make other training techniques for the improve performance of the newly hired employees.
1. Simulated trainingIt includes off job training of the newly hired employees
2. Appreciation training3. Job instructional training4. Lectures5. Use audiovisual tools
(Rehmat Flour Mills (Pvt.) Ltd. )6. Computer base training7. Distance and Internet base training 8. Diversity training9. Teamwork training
The training must be recorded on training form and noted in the employee personal file that is maintained by the management.
External Training:
In case when the organization wants to train their personnel from the external institution, Director Production nominates and approves the right person for the training. MR makes arrangements for registration of persons in the course.
After completion of course, the concerned person submits a copy of course certificate to MR. These certificates are filed in the personal record and the training records of concerned employees are updated.
Appraisal
Performance evaluation must be included the following points defined as under:
Central tendency Reduce Biasness Self-appraisal The improvement areas and the corresponding training requirements for next year
are also identified.
Wages and salaries:Must be according to local labor laws, and salaries must be followed by proper salary plan with all the incentives and commission.
(Rehmat Flour Mills (Pvt.) Ltd. )
Conclusion:Regarding Existing HR system
During the analysis of their existing human recourse system we seen that how they are applying the Recruitment process (from job analysis to selection of employees). For selection purpose of candidates they are applying interview for testing the employee, according to their certain criteria, and candidates who meet that criteria will be selected.
Orientation and on the job training will be arranged after the selection of employees and the newly hired employees are posted on temporary job of 3 months for their practices, and employees having satisfied performance will be permitted as permanent.
Appraisal will be conducted, and there are some key points that must be not changed and must be same in all the departments. Performance evaluations of employees are demeanor after a year. In that evaluation employees must be meet some specific tasks like to achieve the objective of the company, achieve specific assign tasks, complete the given assignments, and fulfill management expectations.
Salaries and wages are paid to employees according to industrial trend, and other direct and indirect financial payment and facilities are provided to the workers. The company ensures that deductions from wages are not made for disciplinary purposes.
