Hr Department

Human Resou rce Department

INTRODUCTION People are our asset and Human Resource department has a definite role in meeting the organization’s mission and strategy. Organization is composed of people, and Human Resource is entrusted with the responsibility of finding the best people for the jobs so that the organization can gain a competitive advantage in the marketplace. Understanding the firm’s strategy has strong implications for planning, staffing, compensation and other Human Resource activities. The

Human

Resource

department

has

multiple

responsibilities.

It

is

responsible for employee selection, development, evaluation, compensation and training. The role of Human Resource management is being increasingly affected and reshaped by the growing diversity of the workforce, global and domestic compensation, and complex legal and ethical issues.

POLICIES RECRUITMENT POLICIES In floral eye following policies are followed for the recruitment procedure. GM Admin appoints all of the positions with the consultation of GM of concerned department after short listing by HR Manager. Dependent relative of a deceased employee of floral eye will be given preference while selecting a replacement for a vacant position provided he/she fulfills the selection criteria. The company will not appoint that person at any kind of job who has been dismissed from employment in Floral Eye. Final selection of employee will be strictly made on the job criteria.

Staffing Policies In case if any situation is vacant first preference will be given to the internal sources to fill that position, other wise external sources will be used and selection of employee will be on merit. At least 3 years of experience is compulsory for the post of Manager at the time of hiring. At least 5 years of experience is compulsory for the post of General Manager at the time of hiring. The experience for other positions will be required according to the nature of the job and work load. There will be no discrimination on the bases of gender, religion, caste and social classes. Any person will not be hired on the bases of blood relation with any employee of Floral Eye if he does not fulfill the criteria.

Staffing Procedure Vacancy There are two cases of vacancies. Case 1 The vacancy occurs when an employee lefts the company. In this case HRM starts recruitment process it self with out receiving any notice from the department where the vacancy is. Case 2 The vacancy is created due to additional work load, increased activity or expansion of the department. In this case the concerned department will inform about the vacancy to the GM Admin. Request for employee The GM of concerned department sent a request to the GM Admin. With the specifications and request for new employee. GM Admin forwards the request for new employee to the HR Manager who is responsible for the employment work. •

If vacancy is created due to Case 1 then HR Manager prefer to promote any existing capable employee to the vacant position otherwise or in Case 2 new employment procedure starts.

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Advertise the job Floral Eye is registered at www.rozee.com.pk. The HR Executive looks for applicants at www.Rozee.com.pk and if he does not find any applicant up to criteria then he advertise the job in daily newspapers “Dawn and Jang”. The jobs for GMs and labors will not be advertised.

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Screening After receiving the applications the screening process of applications is performed by HR Executive (recruitment & ER) according to the predefined criteria.

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Call for interview After the screening process the HR Executive call short listed candidates for interview by sending them interview call letters.

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Interviews Short listed candidates are interviewed by a committee consisting of following members.

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General Manager Administration General Manager of concerned department

Human Resource Manager In case of hiring a GM and Manager the HR Manager doesn’t conduct interview but CEO is also in interview committee.

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Appointment letter The GM Admin sent a list of selected candidates to the GM of concerned department and HR Manager. The HR Executive enters the data of selected candidates in database and sent appointment letters to each selected candidate.

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Employees of lowest rank like gardeners are interviewed and selected by form supervisor and HR Executive from near by area. These jobs are not advertised.

Hiring The GMs were hired on 18th October 2006 by the promoters of the company. Promoters are CEO and GM Administration. The HR Manager was hired by GM Admin on 19th October 2006 and hiring of other Managers was also started on 19 th October 2006. The hiring of other staff was started by HR Manager on 20th October 2006.

PERFORMANCE APPRAISAL POLICIES The objective of performance appraisal in floral eye is to evaluate individual’s job performance, Ensuring individual contribution to the strategic focus of the organization, to evaluate the success of recruitment & selection, orientation, placement & other activities of HR, to know What reward one deserves against his performance and to terminate idle employees. All department heads are encouraged to actively participate and contribute in the design development and implementation of the appraisal system. Performance appraisal forms are been distributed to the employees semiannually so that there performance can be evaluated. These forms are not provided to lower level employees, immediate boss gives his views about employee’s performance. Performance of employees is evaluated from different dimension and prospective like • • • • • • • • • •

Quantity of work Quality of work Job knowledge Decision Making Time Management Communication Skills Human Relations Creative and Initiative Planning and organizing skills Leadership and motivation skills

Employee rates himself and his immediate boss also rates him for above mentioned functions. Then the rating of all functions is totaled and then a final rating is given by HR Manager against the performance of each employee. After the final rating the HR Manager categorize each employee in performance grades like:

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Excellent Very good Good Average Limited

In the last HR Manager comments about the employee and signs the appraisal form.

COMPENSATION & BENEFITS POLICIES

Salary Basic salary The major portion of employee earnings will be from the basic salary. The basic salary will be offered according to the following points:

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Grade of employee Qualification of employee Experience of employee Market circumstances According to the salaries offered by other similar companies.

House Rent 30% House rent will be given on basic salary to the employees of grade 8, 10 and 12. Medical Allowance 10% Medical allowance will be given to the employees of grade 10 and 12. Time of payment Salaries are paid to employees on monthly bases within first 5 days of the month. Annual Increment The employees of grade 5 and 6 will be given 10% and the employees of grade 8, 10 and 12 will be given 15% annual increment in basic salary.

Benefits •

Annual leaves: Floral Eye offers 14 annual leaves to all of the employees after completing one year of service as a permanent employee.

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Sick leave Floral Eye offers 12 half paid sick leaves per annum to all of its permanent employees.

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Free Medical All employees of grade 8 and below will be given Social Security facility and the workers on daily wages will be provided first aid facility on the forms.

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Life Insurance The Company will offer individual life insurance to M1, M2, M3, O1, O2 Grades.

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Accommodation Facility The farm supervisors will be provided accommodation on forms.

Compensation •

Bonus 5% of net profit will be distributed as bonus between the employees having exceptional and superior performance according to their salaries.

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Advance Pay

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In any critical situation employees will be paid 40% of monthly salary or salary of days worked within the month which ever is greater, as advance salary.

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On special days like Eid employees will be paid 50% basic salary in advance.

EMPLOYEE RELATIONS POLICIES

Dinners The Company will offer a dinner at last working day of each month in well reputed restaurants in the city. And a semi annually dinner will be given in Serena Hotel. In this way the communication gap between the employees will reduce and it will be helpful for them to understand each other. Sports Festival The company will offer sports festival after every 3 months. It will make the employees energetic and keep them fresh and frank to each other. Employee Recognition Program To enhance the moral and productivity of employees and to increase their motivation the company has prepared an Employee recognition program. In this program according to the employees top performance the company will offer him

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Employee of the month award. Employee of the year award.

Department Recognition Program In order to achieve departmental goals company has prepared a Department recognition program which will be helpful to enhance productivity of employees, to motivate and encourage them to work more and perform best. Employee Awareness Program

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Bulletins The Company will affix different bulletins on the bulletin board every month which will aware the employees about the achievements of the company, goals and tasks for the company and employee of the month.

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Verbal Announcements verbal announcements will be made to the employees about occasional leaves and different events organized by the company.

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Notice Board All of the verbal and non verbal announcements will be affixed on notice board also.

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Simulations and Workshops The Company will organize different kind of simulations and work shops for the training and awareness of the employees related to the company affairs. The instructors will be invited from outsource.

Separation Policies Resignation

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If an employee wants to resign or leave the company he will have to give three months prior notice to the company other wise his one month salary will be deducted. The employee will be interviewed by HR Manager, he will have to give reason of his resignation and he will have to fill resignation form.

Termination

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If the company terminates or expels any employee from Floral Eye, the company will give the employee a thirty days prior notice of his termination or one month salary. The company is not bound to give any reason of termination of any employee

Retirement •

The retirement age of male employee is 60 years and female employee is 55 years.

OPERATIONS Ensuring the availability of human resource when needed. Monitoring employee’s performance and motivating him in order to get maximum output Employees relations Programs Maintaining and recommending organization structure and staffing level.

Structure of the Department

Manager HR Sarosh Akhter

Executive Officer HR

Executive Officer HR

Asma

Vacancy

Internal Communication HR DEPTT (Internal Flow)

G.M Admin

Order Recruitment

Order Process

2 Received By

HR Manager

Forward Order

Forwarding Process

Received By

1

5 Submit Documents

Candidate

Aware

3

Advertisin g Process

Advertise

Requireme nt Process

Received by

Doc. Submissio n Process

4

Check Requirement

HR Officer

6 Conduct Interview

Interview Process

Report

HR Manager

Selection

Selection Process

Call

HR Officer

7

ee Record

Employee Record

8

G.M Admin

Approval

Appointme nt Process

Candidate

INTERNAL REPORTING RELATIONSHIP •

GM orders for recruitment to manager HR whenever requested by a department GM

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HR manager forwards this request to Officer HR who conducts recruitment process and employees called for interviews are reported to Manager HR

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Manager HR then selects the best candidates as per requirements and asks GM Admin for approval.

External Communication H.R DEPTT (External Flow)

1

Any Department

Request for Staff

Request Process

Received By

GM Admin

Forward request 2

Received By

Request for Staff

Request for Staff

Request Process

4 Request for Staff

Approval Process

HR Manager

3

Request for Staff

Interview Process

Staff Database

Request for Staff

EXTERNAL REPORTING RELATIONSHIP •

Any department whenever in need of staff makes a request to GM Admin.

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GM Admin forwards this request to HR manager

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HR manager after following the recruitment process

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Keeps record into employee database

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Reports to GM admin for the appointment approval of selected candidate

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GM Admin then after approval forwards the report to GM of concerned department

ACTION PLANS Performance Appraisal 

On the following date performance appraisal forms will be distributed to all the departments.

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Following will be the deadline for collection of forms from all the employees.

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10th October 2007

On the following date performance report will be made to GM Admin

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1st October 2007

20th October 2007

Report of each department would also be forwarded to the GMs of all the departments about their subordinates’ performance

Employees Get together 

Announcement of this get together will be made on

1- 25th April 2007 2- 25th October 2007 

Commencement dates for these get together will be

1- 30th April 2007 2- 30th October 2007 High performers will also be rewarded on 2nd get together and both get together will be called in Serena Hotel



A dinner will be given to all employees on the last day of every month in Lassania, Usmania or AFC. Where high performers will also be announced and rewarded with shields/certificates

Sports Day 

Announcements for this day will be made on following dates

1234

20th 15th 20th 15th

January 2007 April 2007 July 2007 October 2007

And this day will be commenced on

1234-

25th 20th 25th 20th

January 2007 April 2007 July 2007 October 2007

These games would be arranged either in Al-fateh Complex Jawad Club

Or

Workshops



Workshop will be conducted for executives and managers and date will be announced on

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1st August 2007

And workshop will be conducted on

• In Serena Hall

9th August 2007

Meetings of Executive Bodies

The main purpose of these meetings is to review the progress and setting objectives for future. Announcements of these meeting will be made on

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3rd January 2007 20th March 2007 22nd June 2007 1st October 2007

And these meeting will be held on 1- 10th January 2007 2- 25th March 2007 3- 29th June 2007 4- 9th October 2007 C.E.O may call such meeting at anytime.

FLORAL EYE

PVT LTD.

Job Description Form

JOB TITLE

HR MANAGER

COMPANY JOB CODE

DIVISION/DEPARTMENT

ADMINISTRATION

LEVEL/GRADE

SALARY

Rs. 20000

REPORTS TO

TYPE OF POSITION

2387

GM ADMINISTRATION Hours 48 / week

SUMMARY Provide leadership and coordination of company Human Resource functions. Develop and implement company Human Resource strategy and programs. Maintain the supply of Human Resources in each and every condition. DUTIES AND RESPONSIBILITIES 1. Develop and implement strategy for HR management. 2. Create company strategic recruitment and selection plan. 3. Coordinate company equal opportunity programs to achieve diversity goals. 4. Oversee compensation programs to ensure regulatory compliance and competitive salary levels. 5. Monitor measures and report to GM Administration on HR issues opportunities, development plans within agreed formats and time scale. 6. Maintain awareness and knowledge of current HR development and methods and provide suitable interpretation to managers and staff within the organization 7. Plan the benefit programs like health, retirement, death, disability and unemployment. 8. Evaluate procedures and technology solutions to improve human resources data management. 9. Recommend and maintain an organizational structure and staffing levels to accomplish company goals and objectives. 10. Evaluate company culture and provide recommendations on changes to accomplish company goals and objectives. 11. Manage and control departmental expenditures within the agreed budgets. 12. Work with GMs and staff to develop long term business plans for the company. 13. Establish and implement short and long term departmental goals, objectives, policies, and operating procedure. 14. Communication and coordination with managers of other departments to understand all necessary aspects and needs of HR and efficiency of employees. 15. Execute the responsibilities in lawful and ethical standards. WORK EXPERIENCE REQUIREMENTS AND SKILLS 5 years of experience in an established organization as an HR manager. Ability to work independently as part of a team. Ability to perform under stress. Self-motivated and flexible. Excellent interpersonal skills. Outstanding oral and communication skills. Familiarity with HR strategy and preparation of budget. Decision making skills under all types of circumstances. EDUCATION REQUIREMENTS -

MBA in Human Resource Management.

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Proficiency in MS Office.

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Knowledge of employment, wage and salary laws and regulations.

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Knowledge of contracting and negotiating.

FLORAL EYE

PVT LTD.

Job Description Form

JOB TITLE

HR Executive

DIVISION/DEPARTMEN T SALARY

Administration

COMPANY JOB CODE LEVEL/GRADE REPORTS TO

TYPE OF POSITION

HR Manager Hours 48 / week

SUMMARY Assistance and follow up on company Policies, Procedure and Documentation. DUTIES AND RESPONSIBILITIES • • • • • • • • •

Recruitment & Selection To Review Hiring, Turn Over, Injuries, Expenses, Vehicles, Status of company Personal files of all employees Like Education, Picture, id card Induction orientation for new employees. Tell the program to employees for next two days. Establish & maintain appropriate system of measuring necessary aspects of HR development. Monitor measures & report on HR issues opportunities, development plans within agreed formats & time scale. Communication & coordination with managers department to understand all necessary aspects and needs of HR and efficiency of employees. Executes the responsibilities in lawful and ethical standards.

WORK EXPERIENCE REQUIREMENTS AND SKILLS • • •

2 to 3 years experience Computer skills are necessary especially totally awareness about MCROSOFT OFFICE. Education, Presentation Skills, Outstanding Oral & Communication Skills

EDUCATION REQUIREMENTS •

MBA in Human Recourse Management

•

Proficiency in MS Office