FINAL PROJECT H.R.M
Zohaib Khan (37366)
Manisha kumari (35726)
SUBMISSION DATE : 09-04-2018
SUBMITTED TO : Miss Abida Shaheen
TIMING : Monday 11:45-2:45 BBA-H
Table of Contents
01. Executive Summary. 03
02. Introduction. 04
03. HR practices 04-10
04. Industry Best Practices. 11
05. Recommendations For Improvement. 12-14
06. Conclusion. 14-17
07. Reference. 18
Information about the Interviewee
Date of Interview: March 20″,2019
Project Name: Challenges faced by Human Resource Management in an Organization
Interviewee Name & Title: Amjad Siddique- The General Manager (GM)
Company: DtoD Logistics Pvt Limited, Karachi
Place of the Interview: Personal Office of the Interviewee
Method of Interview: This interview was conducted Face-to-Face.
During the interview we gained practical knowledge on how the human resource division of an organization operates and coordinates its activities to ensure smooth functioning of the organization at all levels by ensuring right numbers of people are available at the right time to do the right job.
The report is parted into four parts; starts with an organization profile, giving its background, mission, vision, its services, the hierarchy and organogram of the organization.
The second section comprises of HR practices from recruitment, selection, training and compensation.
The third section contains the detailed discussion of the challenges faced by the HR Department, followed by Organization.
The Fourth section of the report carries out Analysis that touches upon organization’s weaknesses, followed by findings and recommendation on critical factors regarding Human Resource Management. Finally, there is the conclusion followed by references.
D to D Logistics Private Limited Company has a history expertise for over 20 years in the field of supply chain and logistical services nationally and internationally. The company was registered as a Private Limited Company in 2011, formerly known as MBT Private Limited.
D to D logistics (Pvt.) Limited provides a logistics solution for Oil and Petrochemical products in Pakistan with expertise in mechanics of logistics, seamless transportation of products and providing flexible logistic solutions to the Oil Marketing companies in Pakistan i.e. Byco Petroleum Pakistan, Pakistan State Oil, HASCOL, and Puma Energy (ADMORE).
• Mission Statement:
We are committed to our customers to provide them with our reliable industry standard services to transport their products at maximum efficiency and low costs
• Vision Statement:
Our vision is to offer a higher quality of service with state-of-the-art technology equipped fleet for one-stop solution pertaining to all kinds of mass and heavy transport needs, covering petrochemical products and also the transportation of Water through its dedicated fleet of Water Tankers.
Recruitment & Selection method:
Advertisement: The vacant Position gets advertised at Rozee.PK, LinkedIn, and Newspapers. And applicants are encouraged to share their Resumes on company’s official Email Address.
Screening of Resumes: The resume of candidates is then screened and the candidates having the best match and fitting in as per the requirements mentioned in the advertised and as per the Job Description are selected for the interview/test.
Call letters/interview calls: The shortlisted candidates are then contacted through emails, and also via phone call and informed for the interview date, time and venue.
Test/Interview: The interview Panel is organized by HR department of Company in which the Line Managers, HR Staff, and Senior Management Personnel Interview the candidates.
Criteria for Test & Scoring: The criteria for interview scoring are done via the score cards. Each panelist has a score card with structured/Un-structured questions and the candidates are scored on the basis of his performance.
Selection and Offer Letter: The candidate with maximum score by the panelists is selected and a Job offer letter gets dispatched to the candidate.
1. Training Need Assessment
a. Step 1
The first step before training is the Assessment of Training Need is which leads to identify problems and needs to address those problems. Before TNA is conducted, it is probed whether training is needed. As, it is important to identify organizational context in such aspects as policy, goal, roles and responsibilities.
Realizing the policy direction of the organization, performance analysis known as “gap” analysis is conducted to look at an official’s current working performance and knowledge and identify whether an official is performing as desired based on given roles and responsibilities.
b. Step 2
Once the gap and problem is identified based on conducted surveys, reported incidents, periodic reports etc, the second step is to identify the following;
i. Target groups to be trained;
iii. Survey methods
iv. Survey plan including survey plan, schedule to be conducted and in-charge of TNA.
The selection of training course depends on the Trainer. The trainer can create a new training course, identity an existing one that can fulfill the need or acquire one externally.
Table 1: Types of Need Assessment
Type of Need Analysis What the analysis answers
Performance analysis or gap analysis Is this Issue a skill/knowledge deficiency?
How can the deficiency be addressed?
Is training the appropriate way to fix this deficiency?
Job/task analysis What is the best and correct way to do this work?
How can this job and task be broken down into teachable parts?
Needs versus wants analysis Why should this training be done?
Is the deficiency tied to a need?
Why should this training be done?
Is the benefit of training greater than the cost of the
Structured Interview Quantitative research method employed in survey research to ensure that each interviewee is presented with the same questions in the same order and that answers can be reliably aggregated and that comparisons can be made with confidence between sub-groups or between different survey periods.
Questionnaire Survey* A questionnaire is a survey instrument consisting of a series of questions and other prompts for the purpose of gathering information from respondents. They are often designed for statistical analysis of the responses.
Focus Group discussion A small meeting under a specific purpose under during which group members talk freely and spontaneously about a certain topic. The result
Observation Observation of working environment and performance of officials (office materials, communication tool, IT system, means of circulating the information)
Table 2: Survey Methods for collection of Data
Figure 1: Steps for conducting a Training Need Assessment
1. The rate of minimum wage has been fixed by Local Government for per month to unskilled workers
2. Chief Operating Officer, General Manager and Fleet Manager set salaries for other skilled workers above the minimum wage level, as per their qualification and experience.
Salary Register (Pay Roll)
1. HR monitors the activity to maintain salary register.
2. Accounts Department maintains salary records.
3. Absence from duty, damages of loss to goods other deductions , total deductions, actual salaries paid, signature or thumb impression of the employee.
All employees are given salary slips along with the salary cheque or cash.
1. All permanent employees are insured under Group insurance scheme. The HR/Compliance Manager is responsible to pay insurance premium.
2. The HR/Compliance Manager is responsible to bear all such expenses. In case of any permanent/partial disability/death the company would pay the same sum of money as would have been payable by the insurance company.
3. Accounts Departments maintains the Group Insurance policy records and keeps it updated accordingly.
1. Employees are entitled to bonus (if Company earns profit). Bonus for the year is paid to employees who have been working in that year for a continuous period of not less than six months.
2. Accounts Department prepares the List of employees which length of service is above one for bonus purpose and gets its approval from Chief Operating Officer.
3. Accounts Department maintains the bonus records.
Challenges face during recruitment, hiring and selection process:
1) Screening and shortlisting from a large applicant pool:
Shortlisting is often the most challenging and time consuming in the recruitment process for our HR team. The management has to struggle with attracting strong candidates or identifying the right candidates from a large applicant pool.
2) Lack of quality candidates.
It is incredibly frustrating that we don’t see the best results after putting a significant amount of time and effort in hiring process. The labor market does not produce qualified candidates and a large number of unqualified candidates have been applied for the vacant positions
3) Keeping the prejudice in recruitment:
This is when our hiring panel looks for information that supports a pre-conceived belief about a candidate. Sometimes a candidate has been recommended to the organization by a friend or former colleague whose judgement the hiring manager trusts. Without fully evaluating the candidate’s skills or how they will fit into the organization, the panel commences the selection process with a bias based on one of the members’ relationship with the candidate’s referrer.
4) Technology Misalignment
The Use of manual or outdated processes and policies that the company follows in hiring, introduces inefficiencies and too much energy and resources are being spent.
5) Inter-departmental conflicts for hiring a specific candidate having same scores.
After the final interview, some panel member’s discussion is supported by candidate’s personal impression and not by assessment evidences and the candidate is rated against each other instead of the agreed and specified criteria
It is absolutely critical for businesses to hire the right people, with the right skills, right knowledge, right attributes, at the right time, for the right job, As an HR manager of the company we would like to highlight some best practices to overcome the above faced challenges hiring and selection procedure.
Our company would first conduct Job analysis which yields a well-defined ‘person specification.’ A person specification is the ‘basis for assessment and decision-making. It sets down the skills, behaviors, and underlying competencies which enable a person to perform that job successfully and in accordance with the organization’s values.
Use of Recruitment Software (ERP)
In order to assess, refine, monitor, and fine-tune the hiring process, Company should consider using recruitment software solutions, the company digitize the hiring process, so there is no room left for bias.
ERP software has everything an organization needs to streamline the hiring process. This Recruitment software has many benefits, which range from finding and reaching the best candidates for the job and easy hiring process management, to application tracking and advanced hiring analytics.
Corporate talent network
Corporate “talent networks” are online platform for promoting the company brand name, which would be adopted by our organization to attract new talent from a variety of sources which includes job candidates, fans, employees, alumni, partners, suppliers and even customers. It is very popular among the big firms and are increasingly being adopted by smaller and medium size firms as well. A talent network serves as an advertising and promotional hub for the company brand name. It is used to communicate job openings, career information, and other company information. The contents are usually tailored and targeted for each specific candidate.
Well Defined Assessment Method:
The policies would set up for candidate selection criteria, that must match the job. The selection criteria should focus on skills, experiences, qualifications (knowledge) essential to performance of the job. Criteria must be specific. Avoidance of ambiguous and vague criteria Each criterion must have well defined assessment method. Prioritize all selection criteria according to relevance and importance. Base decision on all information; application form, interview, referee’s reports, tests, etc.
A well-developed HR Department:
All employees participating in recruitment and selection must be trained, informed, and knowledgeable about the R&S process. The recruitment panel is also responsible for the overall R&S process-from writing up the advertisements, to specifying selection criteria and assessment methods to making the final selection.
Industry Best Practices
Identified performance gaps.
Assessments conducted as part of identifying potential gaps in supply chain operations, as well as areas for improvement in supplier relationships, so transporters can focus on continuous improvements.
Extensive training Program
It introduced an extensive training program; new measures and metrics were deployed; an innovation grant program was also launched. After over two years, management called in an external group to assess the progress.