[HR Practices OfKolson Food Industries] Submitted to SIR MUJEEB FAROOQI

Human resource management

Kolson Food Industries

Farah Naz (6827) Aysha Irum (6829) Ahsan Naeem (6575)

Acknowledgement

Thanks to almighty Allah for enabling us to fulfill all the requirements for the completion of our project report.

It would not be a justice in presenting this report without mentioning the people around us who have been inextricably related with the completion of this report and for assisting us in all respect and regard to complete this report. Our heartfelt thanks to our teacher, Mr. Abdul Mujeeb Farooqi who enriched us with knowledge and designed this course for us to best understand the processes of HRM and how they are applied.

Secondly we would heartily like to thank the management team of Kolson Food Industries, especially M/s Rabia Khatian Siddiqui, Manager HR for her immense guidance and constant supervision as well as for providing the information relating to the topic of the report and also for their kind support in the completion of the project.

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Contents

S No. Topics Page #

1 Human Resource Management in Kolson

Functions of HR Department

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Human Resource Planning

Job Analysis

Job Description

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4 Recruitment

Internal Recruitment External Recruitment Kolson Online Job Vacancy Ad

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5 Selection

Factors influencing selection process in Kolson Selection process in Kolson

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6 Orientation 10

7 Employee Performance Managemen

Performance appraisal in Kolson Key Performance Indicator Example of KPI Dashboard Feedback about Employee Performance

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8 Training and Development

Training and development in Kolson Training Methods in Kolson Evaluation of Training Responsibility of training needs analysis Allocation of Budget to training Recent training program at Kolson

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8 Employee Benefits

Definition and required employee benefits Benefits plan Employees Benefits plan at Kolson

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9 Working Culture at Kolson 15

10 Labor Relations

Labor Practices at Kolson

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11 Conclusion 17

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Human Resource Department at Kolson

The human resource department at Kolson Food Industries Pakistan is responsible for the management of the following functions:

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Human resourse Planing

Career development

Compensation &Benefits

Recruitment/ Decruitment

HRMPerformance Management

Selection

Orientation

Training and Development

Human Resource Planning

Human resource planning in the Kolson is basically performing different kind of functions which are as follows:

Whether there is need for recruitment in the organization. If there is demand from any department, they (HR department) identify. The need of that department. Placement of their employees. Convenience to their employees. Work for employee’s motivation. check on employee’s performance Developing career plans for their employees.

Human resource department performs different kind of functions/practices in this regard to make its effort more and more effective, are as follow:

Recruitment & Selection process, Performance appraisal, Training & Development, Reward Management and Employee Discipline.

Job Analysis at Kolson Food Industries

Job Analysis

The job analysis is the procedure for determining the duties and skill requirements of a job and kind of person who should be hired for it. When HR department at Kolson is asked or demanded for more employees in any other department, the activity HR department performs that first they compile the whole job duties, responsibility grade, work unit and placement and afterwards they prepare the job description and job specifications.

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Job Description and Specification

At Kolson job cards are prepared by the line managers which include both the job description and specifications and are forwarded to the HR department. Every job card then has two purposes, first it is published it in the local newspaper that is DAWN and secondly it is also placed on their website where there is an online application facility for the new employment.

The components they have in this job description are as follows:

- Job title:

Includes the job title for which it is being advertised.

- Department:

For which department the job is required

- Responsibilities:

It includes the key area to perform, autonomy and power.

- Specification:

Includes the basic skills, knowledge, ability, experience and educational background

- Gender:

They specify the gender for the particular

- Working location:

Sites where he/she has to place for Job

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Job Analysis

Job Description

Job Specification

Recruitment Process at Kolson Food Industries

After the task of Job analysis is accomplished the next step that any company has to take is recruiting and similar is the practice at Kolson Food Industries. Kolson uses both internal and external recruitment methods to recruit the new candidates.

Internal Recruitment at Kolson

Internal recruitment stands for the recruitment within the organization, and Kolson has a bulletin board approach towards internal recruiting. Any existing employee at Kolson can apply for the job posted on the bulletin board according to his or her qualifications and areas of expertise.

External Recruitment at Kolson

The different methods that the Kolson adopts for the external recruitment are as follows:

Newspapers for posting ads. (Dawn) Consultancy firms for recruitment ads (HRS revive, MRI, Banister.) Employment agencies firms (Fulcrum) Kolson also posts the job vacancies online on their website where individual candidates can apply

for the job and send their Curriculum Vitae. Kolson also use employee referrals and in this case Kolson also give their employees

encouragement rewards and other incentives for introducing the candidates from among the people they know.

Kolson did college recruiting as well. Two years earlier Kolson also went to Karachi University for recruiting in the field of microbiology where applicant was required be M.Sc. in the required field.

They also offer fresher’s a chance of internships with good stipends.

For positions for below Assistant Manager Level only General Manager of the concerned department & HR manager makes the decision but for position above Assistant Manager Level all the department heads are involved first HR department head makes the job description then general manager takes a look the various CVs and then all heads of the department are involved in making decision

Technical Department IT Department R&D Department Manufacturing Department Finance Department Sales Department

HR Manager Look at How the Person FITS the Company Culture

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After receiving the substantial amount of CV’s they make decision that who are the best and capable candidates for the company by also taking in account their:

Achievements Qualifications? Interests? Personal skills and Relevant experience.

Selection Process at Kolson

Selection is the process of assessing candidates to ensure that the most appropriate candidates are hired.

Factors influencing Selection process at Kolson

Follwing are the factors which can impact the selection process in organization.

Type of personnel to be selected

More information is required in case of managerial position as comapred to sub ordinates position.

Source of recruitment

In case of advertisement, selection process is more complex and time consuimg, incase of college recruitment the selection prcess can be completed in a day.

Number of candidates

Incase of more candidates, more filter point are required and vice versa.

Organization policy

Organization policy on selecting employee defines the standards and limitations on the selection process.

Selection Process at Kolson

Selection process in Kolson consist of seven steps.

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1. Initial Screening 2. Job Assessment forms3. Interview4. Practical Tests5. Final Hiring6. Appointment letter7. Induction

Initial Screening

At the stage of initial screening, the Human Resource Manager and Head of the Concerned Department is involved in screening the job applications received for a particular job vacancy and picking out the qualified candidate for the job.

In initial screening, they have necessary information of the candidate like education background, skills and abilities , experiences etc. matching with the requirements of job description.

The candidates are informed through emails before conducting interviews mentioning the date, venue and time of the interview.

Job Assessment Forms

The candidate are required to filled the job assessment forms before interviews. Form contains the information related to the selection criteria in the form of scenerios for monitoring the skills and competencies of the candidate.

Interview

In Kolson, Panel interviews are conducted which includes the HR manager and different Head of Departmennts particpates, which make their own set of observations about the candidates with unstructured questionnaire.

Practical Tests

In Kolson, practical tests are conducted to monitor the technichal skills of the candidate.

For example: if the candidate is related to field of Information Technology, then he/she may required to develop comuter programmes, algorithms and software appliations.

Final Hiring

The final approval is given by the Head of the concerned Department. He analyze the competencies and abilities of the candidate and give approval keeping in view the requirements of the job.

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Appointment Letter

The employment is offer in the form of appointment letter mentioning the designation, salary, rank and date by which the candidate should join the organization. The probation period of new employee is 4 to 6 months.

Induction

In Kolson it includes welcoming an employee when he first joins the company and giving him basic information he needs to settle down quickly and happily and stars work.

Orientation of the New Employee at Kolson

Orientation of new employees at Kolson includes the introduction with the organization, a brief introduction about organizations rules, regulations, standards and policies which includes information about,

Defining positions and related roles Work culture Salary information Leaving policy Attendance policy Performance appraisal methods Training needs Compensation and benefits

Performance Appraisal at Kolson

At Kolson, the performance appraisal is carried out on Annual Basis. Employees’ performance interviews are conducted on One to One basis with the Head of the Department. In Kolson, they have not yet drafted any written employee appraisal forms for evaluation. The method used in Kolson for performance appraisal is called KEY PERFORMACE INDICATOR (KPI). They are using the KPI Dashboard to monitor and evaluate the performance of organization as well as individual employee.

What is KEY PERFORMANCE INDICATOR (KPI)

Key Performance Indicators, or KPIs, are business metrics that are used to track an organization's performance. Any industry, government agency, or non-profit organization needs to measure its performance on a daily, monthly or quarterly basis, and key performance indicators are those statistics that are deemed important to track in order to meet business goals or organizational objectives.

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For example, if your vision includes providing superior customer service, then a KPI may target the number of customer support requests that remain unsatisfied by the end of a week. By monitoring this, you can directly measure how well your organization is meeting its long-term goal of providing outstanding customer service.When an employee's goal is defined in terms of an organizational KPI, it ensures that what the employee is doing is well aligned with the goals of the organization.

Feedback about Employee Performance

If the employee unable to achieve its standard performance, they are given with the chance to improve himself by offering him a training program and job rotation to boost and enhance his skills and abilities in order to improve his performance.Employees with good performance are rewarded with promotions to higher ranks. Monetary and non monetary are given to employees in the form of Employee Performance of the Year with financial rewards also. Employee may be rewarded in the form raise in salaries and bonuses.

Training

Training is the process of enhancing the skills, capabilities and knowledge of employees for doing a particular job. Training process moulds the thinking of employees and leads to quality performance of employees. It is continuous and never ending in nature.

Training and Development in Kolson

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Kolson believes that each individual is attributed with potentials, which can be maximized by enabling conditions favorable to their growth.

It is recommended that staff gets an opportunity to engage and learn through active involvement in Human Resource Development intervention, which can include trainings, workshops, learning, seminars etc.

Training needs analysis done on four bases,

1. New candidates who join an organization are given training. This training familiarizes them with the organizational mission, vision, rules and regulations and the working conditions.

2. The existing employees are trained to refresh and enhance their knowledge. 3. If any updates and amendments take place in technology, training is given to cope up with those

changes. 4. When promotion and career growth becomes important. Training is given so that employees are

prepared to share the responsibilities of the higher level job.

Training Methods in Kolson

On Job Training

Basically in Kolson on job training is usually and mostly applied and conducted. The employees are given technical skills training regarding the IT and manufacturing department. Now R&D is also a major important dept for giving training.

For giving technical skills training they call upon a technical person also to be called as external trainer from an employee training institution in external trainer usually and mostly comes from the ISO related officer to give training and trainers are often called upon to update and train employees on the IT & R&D dept.

Evaluation of Training

The company gives post training evaluations and then results are also been evaluated. The G.M or any other dept head is expected by the employee to conduct training interviews. The G.M or any other head evaluates and gives a proper guide to employee whenever needed.

Whenever training session is conducted all the heads and G.M first looks at what is the objective of training is, then the heads and GM go through the employees performance that how well the employees

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have gains and achieved the expertise and knowledge from the training session. The company evaluates the results that if the company has achieved the targeted profit or not.

Responsibility of training needs analysis

There is no particular training head dept which is been allocated. Every dept has the due responsibility to check and evaluate the training needs of its employees.

Allocation of Budget to Training and Development

A budget is always present but it is not mentioned in the budget plan and according to the budget the training is announced.

Recent Training Program in Kolson

Kolson conducted a training and development program for its employees in mid of April’2012. It was a training workshop and they called upon an external trainer from Pakistan Institute of Quality Controls. The targeted dept was the manufacturing dept coz it was concerned with the quality control issues. Approx 20-25 employees were the trainees and the employees were a mixed panel some were general employees and some were executives.

Employee Benefits Plan at Kolson

At Kolson, the company and its management believes that an employee is the sole contributor of the company’s success throughout every accomplishment. The management of Kolson has developed an attractive benefit plan so that the employees are happy, satisfied at their work places. The following has the main essentials of Kolson employee benefit plan. They are explained below.

Medical Coverage

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o Medical Insuranceo Hospitalization

Bonus Increment Leaves Senior level benefits Retirement plans Benefits for Disables

Medical Coverage

Kolson gives a medical coverage package to all of its employees whether senior level or lower level. In medical coverage package there are two main essentials. They are,

Medical InsuranceMedical insurance includes life insurance given to all the employees.

HospitalizationIn hospitalization the company gives the total pre and post medicines cost for one month to an employee in the case of surgery. In addition to it the company also gives leave to such employee with a fully paid salary.

Bonus: all the employees are given a bonus in the first quarter of the annual year.

Increment: Increment is given annually to the employees. When giving an increment many things are noticed and observed such as, the accomplishments of the employee, the skills gained by the employee, the workshops attended by the employee and etc.

Leaves: all the employees are given leaves of 32 days annually.

Senior Level Benefits: the senior level staff of Kolson gets the benefits of a car with including the fuel expenses and a cell phone as well.

Retirement Plan: at Kolson the retirement age of an employee is at 60. Kolson previously gave gratuity funds to its retired employees and now at present Kolson is giving provident funds to its employees.

Benefits for Disable Workers: Kolson gives a fair salary, a fair bonus, a fair leave plan to all its disable workers.

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Working Culture at Kolson

The following are the key believes of Kolson for a safe, secured, and healthy environment. The key points are:

Teamwork and Employee Involvement

At Kolson the senior manager and the CEO believes that if an individual has to survive in a competitive world that one individual rather a worker or an employee has to work in a team and to get involved in all the actions of the company. The management gives tasks to the employees in a team or a group and thus contributing to the employee involvement in the organization.

No DiscriminationAt Kolson there is no practice of favoritism, there is no gender discrimination. Either men or women are free to work, are free to socialize and are free to express their views regarding and eliminating any biasness as well.

Annual TurnoverThe annual turnover rate at Kolson regarding employees is 2-3 % annually and the annual turnover of sales of Kolson is 5 billion per year.

Present No. of EmployeesAt present Kolson have the strength of 1700 employees overall from which 200 workers are working and actively taking part in the HR department.

Labor Practices at Kolson

Labor law of PakistanKolson is a due responsible firm of our country and as being a large manufacturing company Kolson take cares well of its employees including all individual. Kolson is a follower of factories act, 1934 of Pakistan and regulates all the laws according to the factories act. As it is mentioned Kolson regulates the laws of labor such as:

Contract of employment Termination contract Work and rest time Health and safety issues paid leave Protection of young workers.

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No Labor Union EstablishedSince Kolson believes in unity, equality and wellness there is no labor union established up till now because all the negotiations are handled peacefully and justifiably.

BonusKolson gives the same level of bonus to its workers as well. The workers are given bonus at the first quarter of its annual year.

Paid LeaveIf a worker works for the span of 12 continuous periods of service hours in the company then Kolson gives such workers a holiday of 14 consecutive days with a paid salary.

Fair Pay PlanThe pay plan of workers at Kolson is according to the contract of employment which is duly signed by the worker at the time of the selection. When the standards and quality of the work perform by the worker is quite according to the contract level then increment is also given to the worker.

LeavesEvery worker in Kolson is given a leave package of 30 days throughout the year.

EqualityWhether it is an employee, a senior level manager or a worker in the manufacturing department, all of the individuals are treated with fair humanity behavior and no sort of discrimination is made rather in terms of cast, creed, religion, ethnicity etc. the workers are given the right to lodge their complaints regarding any issue they can straight come to the HR department and lodge their complaints.

Conclusion

If managed effectively, the workforce provides a very definite competitive advantage to those firms that are savvy and progressive enough to leverage the HR department appropriately.

At Kolson the human resource department is the hub of their Workforce Management system. HR is the tool for acquiring and retaining the necessary workforce through job satisfaction, security, compensation, training programs, appropriate and frequent measurement of the workforce, and finally providing flexibility with respect to the values of different generations of workers. Therefore, their HR should also take leadership role in employee management and communications. At Kolson HR is not given too much importance but generally seen as a cost center that ensures that the entire payroll is on time and vacation tracking is accomplished.

Today organizations are more adaptable, resilient, and easy to change and customer oriented. They have recognized that organizations will strive for talent in coming years and this will only

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happen by employee oriented workplaces where HR works hand in hand with all the other departments. Therefore the Kolson Food Industries should integrate their HR department in order to produce more meaningful work, good communication, and effective leadership and enhanced growth of the organization.

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