Report: management and hr operations

LETTER OF TRANSMITTAL Mr. Waqar Sheikh 20-JULY-2010 Dy. Chief Manager HR (Ops.

) Department Sui Southern Gas Company Limited Karachi. SUBJECT: SUBMISSION OF INTERNSHIP REPORT Respected Sir, I am pleased to inform you that I successfully completed my Internship at SSGCL. This Internship program increased my knowledge and provided me a good introduction about the functions of HR (Ops. ) department at SSGC. This internship gave a perspective on where I have been and it serves as a guide for my career planning.

PAF (KIET) Sui Southern Gas Company limited (SSGCL) VISION To be a model utility, providing quality service by maintaining a high level of ethical and professional standards and through the optimum use of resource [pic] Mission To meet the energy requirements of customers through reliable, environment-friendly and sustainable supply of natural gas, while conducting company business professionally, efficiently, ethically and with responsibility to all our stakeholders, community and the nation. SSGC AT A GLANCE: [pic] Sui Southern Gas Company (SSGC) is Pakistan’s leading integrated Gas Company.

The company is engaged in the business of transmission and distribution of natural gas besides construction of high pressure transmission and low pressure distribution. SSGCL transmission system extends from Sui in Balochistan to Karachi in Sindh comprising over 3, 200 KM of high pressure pipeline ranging from 12 – 24″ in diameter. The distribution activities covering over 1200 towns in the Sindh and Balochistan are organized through its regional offices. An average of about 357, 129 million cubic feet (MMCFD) gas was sold in 2006-2007 to over 1. million industrial, commercial and domestic consumers in these regions through a distribution network of over 29, 832 Km.

The agreement which was signed at the SSGC Head Office will also facilitate the consumers to pay their gas bills in a totally secure, hassle-free environment without queuing up at the banks. The Company has emerged as a leader and a trailblazer in bringing state-of-the-art technology innovations and applications that aim to not just transform the way business is conducted but provide more and more options to the consumers. SSGC is the only company that has the technology infrastructure and a totally customer-centric focus to initiate online bill payment facility thus eliminating the hassles previously faced by the consumers.

OPERATION MAP OF SSGCL [pic] ORGANIZATION STRUCTURE Department of Internship (HR-oPERATIONS) The department assigned for the internship at SSGC (Sui Southern Gas Company) was the HR (Ops.

HR-OD (organizational Development) Ms. Meher Mobed (General Manager) This department deals with the organizational activities and works for the development of the employees, by arranging soft skill training program such as (who moved my cheese, high 5, Emotional Intelligence and E.

T. C) which helps the manager and their heads to learn how to tackle different situations and what essentials are necessary for employees motivation and how can u implement it to get a better output. Recently yellow Hat an internal monthly magazine that is being routed via emails to everyone, it contains different pictorial sections of employees who attended the training session and participated in different activities, it also organizes movies not as source of entertainment but as a source of learning.

? RETIREMENT ? RESIGNATION/ EARLY RETIREMENT ? DISMISSAL/TERMINATION ? DEATH/EXPIRED ? RETIREMENT

Retirement process begins in advance 6 months before retirement with consensus of the retiree. Leave encashment is allowed for up to 60 days. Retiree is asked in advance on the forms as to which option will he be choosing, either gratuity or pension. Then accordingly further processes take place. The form consists of all the details like salary, service period, date of joining, age, and option.

Option of surviving spouse/family about pension/gratuity ? Ask family for the death certificate ? Inform finance about final settlement payment and copy of death certificate ? Issuance and filing of Provident fund withdrawal form and Format ‘ A’ form ? Memo to finance for arrangement of insurance claim ? Giving option to the spouse for purchasing company car (for OG-VII and above) ? Informing CMO about executive death. TRANSFER POSTING ? Transfers and postings are done according to Company’s interest and on requests from the employees.

Traveling and Daily Allowance (TADA) is given to the employees when they are being transferred but at lease 18 km distance required. ? No Objection Certificates (NOC) is issued to the employees while they are applying for passports and visa to travel abroad. ? Maximum of 7 days joining period is requested from the employees. When the employee is being transferred, within a period of seven days, he/she must join the next posting. LEAVE MANAGEMENT There are 9 different types of leaves.

. Special Relief Leave / Days off: If the executive is working at distinct stations and he is also working on Saturdays and Sundays then he gets 11days leaves. 7. Study Leave: It can have study leaves for further education purpose or training. 8.

Maternity leave : Company provided maternity leave for 3 months but only one time in a year. 9. Ex-Pakistan Leave: You can visit to foreign countries for academic or other reasons. o Approvals are required from competent authority. o Data Updating according to leave applications. o Issuance of Leave advises/NOC‘ s.

RECRUITMENT/SELECTION: It is the process of finding and attempting to attract the job candidates who are capable of effectively filling the job vacancies.

First of all HR review the vacancy position and in this way requirement from various departments are identified by SSGC and its organizational plans and also by the number of executives available as identified through the executives’ inventory. Recruiting is conducted both internally and externally. INTERNAL RECRIUTMENT: ? When the need of the executive is identified then HR inform about the job vacancies to the executives by the method of Job Posting, means , the information about the job vacancies is placed in conspicuous places in an organization such as notice boards etc. ob description and job specifications , both mentioned earlier. ? Then the willing executives send their applications along with their CV’s to the HR dept.

(again the most suitable person according to the nature of the job is selected) ? During the interview, the terms and conditions and salary packages and other benefits is informed the candidates and they also ask the candidate about their expectations. ? If the candidate accepts the position on such terms and if he is dissatisfied then he refuse otherwise if he is satisfied then he is recruited. It is being informed to them by the Recruitment Manager. If, suppose the candidates are satisfied and they are recruited with the approval of MD then the process stops here. Otherwise left over candidates are again being considered for that particular position.

And suppose, if they are not capable enough then external recruitment can take place. ? When the process is stopped and suitable candidates are selected then appointment letter is issued. ? Compensation is designed. ? Medical Fitness letter is issued after acceptance. ? Orientations program is done.

Contracts may be from 1year till 3 years. The benefits and perks provided to the contractual employees vary from grade to grade. We were asked to revise and redo the Employment Application form of the organization. ? We were asked to enter the CV’s in the Database so that to find any suitable candidate becomes feasible for the recruitment officer. ? The Duty form of the organization was developed on excel sheet. ? Entries were made of promotion executives on Access Sheets; they were sorted and arranged accordingly ? Appointment letters for finance employees were prepared ? Appointment letters for Regulatory Affairs employees were prepared.

RECRUITMENT PROCESS SELECTION PROCESS

The criteria for calling a meeting to deal with the conflict is if the employee is given a ranking of 50 or below 50, then only the panel will sit to deal with the conflict. ? The assembling of forms was done and then according to departments they were dispatched ?

Forms were reviewed of those employees who had disagreed with their appraisals. ? Executive input form is assessed by the departmental head. ? Executive’s performance is rated. ? If executive disagrees then he sends his application.

SSGC’s friendly and professional environment has facilitated my learning highly. This experience is surely one of the most memorable and valuable experiences to mark my career ahead. Apart from the practical knowledge, I also got the opportunity to get acquainted with the organizational work setting & environment. Since the staffs were very co-operative, the time spent at SSGC has added to the pleasant memories of mine. ———————– HR Plans Employee Requisition Form

Job Opening Identified Identification of Establishment Vacancy Manager/ Department Requirements Job Posting on Bulletin Boards / Intranet Receive Screened Applications along with Evaluation by Head Hunters Obtain Approval from Competent Authority for Publication of Advertisement Publication of Advertisement in the Leading Newspaper Receipts of Applications Data Entry of Applications in DBMS Forward Applications along with Details for User Department for Short Listing Corporate Communication Department Preparation of Advertisement & Obtain Approval of from User Department Evaluation of Applicants by Head Hunters