Siemens Internship Report (Cbm)

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INSTITUTE OF BUSINESS

MANAGEMENT

SUMMER INTERNSHIP 2010

Name: ATIKA IMTIAZ

ID No: 2007-2-70-7184

Control No: BS 10-114

Major Field: Human Resource

1.1

Company Where Internship Was Served :

SIEMENS PAKISTAN

Duration: From 31

TH

_{MAY, 2010 to 14}

th

_{JULY, 2010}

1.2 Report Based on (Tick) Option 1 _______

Option 2

__

P

______

1.3 Due Date Of the Report: 30

th

_{May, 2010}

1.4 Report Submitted On: 29

th

_{May, 2010}

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3. Department to which I was attached……….. 3

3.1 Functions of the IR Department………. 4

3.2 The work I did in the IR Department……….... 9

3.3 Functions of the HR dept……….. 3.4 Work I did in HR dept……… 3.5 Relation of functions with the company objectives………

4. Option 2: Theories learned & their application……….. 11

4.1 Department……….. 11

4.2 Theories / Concepts learned in college being applied………. 11

4.3 New theories / Concepts learned………. 24

Conclusion………. 28

Appendix

• Rough charge sheet ………..33

• Employee requisition form………35

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3. DEPARTMENT TO WHICH I WAS ATTACHED

INDUSTRIAL RELATIONS

DEPARTMENT AT SIEMENs

Supervisor’s Name Syed Zeeshan Ali Rizvi

Designation GM -Shared services and IR

Duration 6 Weeks

Department : INDUSTRIAL RELATIONS Supervisor’s Name : Ms. RABIA ANSARI Designation : Senior executive officer IRD

Duration : 30th_{May, 2010 to 14}th_{July, 2010 (6 weeks)}

3.1 FUNCTIONS OF THE DEPARTMENT:

Earlier at Siemens, industrial relations department came under

the HR department, but now the functions are separated. It was

done due to many reasons the major being that the union at the

factory was getting stronger creating many issues and placing

unrealistic demands which got out of the control of the hr

management, therefore, a separate dept was created to control

all the functions related to the factory workers. All these functions

are aligned as specified in the labor laws.

There are 9 functions of IRD at SIEMENS: a) Maintaining attendance records

b) Recruitment & Selection of workers & apprentices. c) Compensation & Benefits Management

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e) Performance measurement and Rewards. f) Grievance handling

g) Disciplinary Action Management h) Employee Record File Maintenance

i) Separation Process Management(resignations)

a)

Maintaining Attendance records: (

permanent and apprentices)

For attendance of workers two electric machines are used at gate C. Workers display their cards to the machine as they go in and out of the factory. The data of attendance is accessible through the computers and this system helps to generate the following reports: 1. Daily attendance reports of every business unit.

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3. Worker’s OT statement.

Every month the OT statement is sent to the wages dept for the process of payroll of the workers, this statement starts from 16th_{of the previous month till the 15}th_{of current}

month. Ms.Rabia ansari(Senior Exec. Officer IR) is responsible for developing these reports on a daily basis and sending them to the wages dept.

Workers before going for a leave duly submit a leave application form to the IRD which are transferred to Sen. Exec officer who updates the daily attendance reports accordingly and sends them to be signed by the dir IRD.

These reports helps identify the regularity of workers as well as in keeping a count of their allocated absences, as if any worker exceeds them or goes for a leave without prior notice, necessary action can be taken against them and assuring that the factory work is not disturbed.

ATTENDENCE OF CONTRACT WORKERS:

There are punch cards on which temporary workers punch their attendance through machines at the time of entering and leaving the factory. There are 3 shifts in the factory:

b) RECRUITMENT AND SELECTION

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II. CV Short listing

III. Recruitment process (Interviews) IV. Candidate Finalization

V. Appointment Letter

The process starts with the Job Requisition. The department fills the requisition form which is a kind of approval from the higher authority that they are allowed to hire a person for a vacant position in their department. Also, this requisition specifies the requirement regarding qualification, experience and age.

Based on their requirement, CV searching is started. This is first done from either internal transfer from one department to another or from the data bank, where daily CVs are stored. If the required person is still not found then, either Head Hunters like HRIS, Revive, Rozee.pk etc. are contacted or advertisement is given in newspapers. Simultaneously, vacancy is posted on EBM website also.

Once, CVs from different pools are collected then the process of short listing starts. For this, CVs are categorized as ‘Suitable’, ‘Semi-suitable’ and ‘Not suitable’. CVs falling in suitable or semi-suitable are called for interview and at least two interviews are conducted. Then, based on the mutual decision, candidates are finalized.

The final step is to give them the offer letter, remuneration based on market rate. If the candidate accepts the offer, then the joining date is given to him / her and he / she is given orientation plan for the first week of joining. And if he / she rejects the offer, then the recruitment process is repeated.

Once, the person accepts the offer letter, he is given some forms to be filled out for his personal file. These forms include;

i. Nomination Form

ii. Employment Personal Form iii. Joining Report

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Once these forms are filled, the employee is given his employee code and employee card to enter in the premises of the factory.

c) COMPENSATION & BENEFITS MANAGEMENT

Workers Incentives • Basic Salary • Cash incentives • Bonus • Yearly Increment • Medical allowance • Eid gifts

• Lunch free (only for workers)

• Leave

• overtime

• Separate canteen for workers

• Medical allowance

• School fees for children’s

• Connivance for female

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• Retirement

• Employee old age benefits

• BASIC SALARY

Siemens Pakistan has laid the Basic Salary according to Pakistan’s Government policy.

• BONUS

Siemens believes in sharing its profits with their workers and employees in the form of Eid bonuses and other occasional bonuses. Bonuses are based on their individual working repartition.

• MEDICAL ALLOWANCES :

The Company provides medical health facilities to workers and their family members (family means spouse and up to 4 children) as per their category for consultation, hospitalization, laboratory tests, medication, vaccinations, dental treatment and optometry treatment as and when required. In special consideration, the management may elect to provide healthcare facility during the tenure of employment rules, policies, regulations and instructions with notice as circumstances may require. All changes are with immediate effect and will be applicable as per rules.

MEDICAL FACILITIES

SIEMENS Pakistan provides the following medical facilities to their employees. Their treatment, their vaccination and of their children and spouse incase of injury,

accident or certain illnesses.

LUNCH FREE

They provide free lunch facility to the workers; also the workers are empowered of making the MENU for the weekend.

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They also provide reimbursements of workers children educational expenses, even if their child wants to go for higher studies to a foreign country, Siemens bears all the expenses throughout the pursuit of their academics.

CONNIVA NCE FOR FEMALE

Another facility for female workers is the free pick and drop facility.

CON NIVANCE CHARGES FOR MALE

Siemens give the charges of connivance to their Male workers.

EMPLOYEE OLD AGE BENEFITS

This is a Government driven pension scheme. The maximum contribution per month is Rs. 300.00 per employee which is paid by the employer. In addition to the

worker’s contribution, the workers have to contribute Rs. 60.00 per month towards EOBI fund which is deducted from his/her monthly salary. Under this scheme the government pays pension to those employees who have retired after reaching the superannuation age of 60 years.

RETIREMENT

Siemens also provide their workers with retirement Amount. After the 60 age siemens gives the retirement amount.

d) APPRENTICESHIP

The aim of the apprenticeship program is to provide opportunities of hands-on technical training in a real factory environment to the prospective workers of the co.

Matriculate students apply by sending in their CV’s and there test is conducted. The entry test is based on 3 sections, Mathematics, vocabulary and IQ to judge their analytical abilities and those clearing the test are later called on for the interview.

Applicants who clear their interviews are called for a medical examination through the medical centre and those being medically fit are then issued appointment letters.

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The apprenticeship program for a batch is conducted for a period of years, with the emphasis on both theoretical and technical knowledge being provided. Apprentices are judged over their performance periodically through written and practical exams and are provided with certificates on successful completion of their apprenticeship, they are also given report cards of their examinations to let them know of their marks scored and the remarks on them; report cards are maintained by the IRD and are duly signed by the Executive Officer IRD and Director.IRD. Most of the apprentices, based on their results, conduct and commitment are later hired as permanent workers as they very well understand the company and are familiar with the working environment and practices.

e) PERFORMANCE MEASUREMENT & REWARDS

Performance Measurement is one of the other important functions of IR. As keeping worker unions satisfied is very important for a factory to conduct its operations.

IRD has separate appraisal forms that are sent to BU’s one month prior to the appraisal, appraisals are conducted annually on the basis of which increments are made. The BU’s return the appraisal forms duly filled and signed by the concerned production Manager or GM. Increment letters are then issued, if the performance or attendance record of a worker is found unsatisfactory a warning/advise is also mentioned in the increment letter.

SPECIAL PAYMENTS & REWARDS:

Keeping in mind the motivational factor, special rewards in terms of special payments/rewards are made to compensate the workers as per the standing operating procedures for the extraordinary performance of any worker on the successful achievement of a production target or on completion of any special assignments.

Letters of appreciation or special payments are issued to the dept and copies are sent to the wages dept for necessary payments. Receipt copies are filed in the personal files of the individual for record maintenance.

PROCEDURE:

1. BU’s send a request for the increment of a particular employee on the basis of their appraisal.

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2. IR issues the proforma to the concerned BU, duly filled in IR part in the proforma for further process.

3. BU returns the proforma duly signed by the production manager, GM, ED for further process.

4. Director Admin/IR approves the form. The letters are prepared according to the proforma.

5. Copies of the letter are sent to the wages section.

f) GRIEVANCE HANDLING

All workers have a right to record their grievances with their respective supervisors, in case a worker is facing a problem with the supervisor he may directly consult the IRD officer through his union leader(union representative) and discuss the matter with him. MR. Fahim Abbass is in charge of all these matters in the IR dept.

g) DISCIPLINARY ACTION MANAGEMENT:

PROCEDURE:

First the BU or dept sends the complaint to the IRD dept about the workers misconduct or misbehave. Then IR decides whether to give a warning or to issue a charge sheet according to the nature of the misconduct committed as mentioned in the complaint. If the nature of misconduct committed as mentioned is not so serious, a warning letter is issued, if serious a charge sheet is issued to the worker.

1) Issuance of charge sheet/show cause notice: worker is informed in writing about the charges alleged against him within one month of misconduct through show cause notice or charge sheet. Charges leveled against him are clearly explained in the letter in Urdu as to make it easy for the workers to understand, workers are then asked to explain about misconduct within 4 days after receiving the letter.

2) Enquiry letter: when the explanation is received from the worker it is analyzed thoroughly and judgment is made that whether the explanation given is satisfactory or unsatisfactory, if

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the explanation found is unsatisfactory, a letter of domestic enquiry is issued to a worker mentioning that;

a) The explanation found was unsatisfactory and the co has decided to hold an impartial enquiry

b) Name of the enquiry officer who is appointed to hold the session is specifically mentioned.

c) Reasonable time to come with co-workers and witnesses is given

d) The accused workman is warned that if he fails to appear before the enquiry officer at the given time, date and place, the enquiry will held ex-prate in his absence.

3) Enquiry proceedings:

Following persons participate in the enquiry: a). enquiry officer

b) Complainant c) Respondent

d) Co-workers of respondent and witnesses if any.

The statements are recorded by the officer one by one, he also takes signatures of the respondent, complainant and witnesses on the recorded statement along with his own signature on each page.

4) Enquiry Report:

The enquiry officer submits his report with enquiry proceedings to the management for appropriate disciplinary actions.

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After enquiry proceedings if the officer founds the respondent guilty of the charges leveled against him, the management may issue either of the following punishment:

a. Imposing fines

b. Withholding of promotion/increment c. Demotion to a lower grade/post d. Stern warning

e. Dismissal from service

h) EMPLOYEE RECORD KEEPING

Another function of IR Department is to keep all the documentation of all workers whether permanent or on contract in their personal files for reference and audit purposes.

These record files contain all the information of the worker from the day of his appointment that includes his resume, test results, letter sent for the interview, medical approval, appointment letter, copy of NIC, his personal information including D.O.B, residence, father’s name etc, other letters regarding misconduct during work or any disciplinary action taken against for which a charge sheet has been sent to him is also kept in the personal file.

Except for personal files there are other files maintained by the dept including: 1. Attendance record files

2. Employee’s wives medical forms and bills file 3. Survey of workers (with competitor statistics) 4. Health & safety rules

5. EOBI, Gratuity & provident Fund files. 6. Salaries file

7. Case files

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9. Annual IRD reports

10.Employee registers (as per the govt. policy) 11.Contract workers appointment files

12.Contractor Files 13.Union files 14.ID card files

i) SEPARATION PROCESS MANAGEMENT:

Worker submits his resignations through the supervisor or production manager. Then IR gets the confirmation through his BU and then IR issues the resignation acceptance letter, and sends all necessary documents or information regarding the dues to the wages section for full and final settlement. Worker collects his dues after producing clearing certificate and company identity card from the wages section.

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HR DEPARTMENT AT SIEMENS

Supervisor’s Name MS. SARWAT CHAWLA

Designation PD TEAM ASSISTANT

Duration 4 days

FUNCTIONS OF THE HR DEPARTMENT

• TRAINING & DEVELOPMENT

• IT

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• RECRUITMENT & SELECTION

Since I did not spend too much time in the dept, I only got to learn a few functions that take place at the HR dept; due to confidentiality issues they do not entertain internees in the HR dept.

I met Ms. Sarwat chawla who is PD team assistance, and her responsibilities

included training, calendar of events, SLA charging for training, event management, entry tests.

She introduced me to hr processes and gave a brief review about how things are taking place.

TRAINING & DEVELOPMENT:

Siemens believes in the phenomenon that leaders are not born they are made and that is evident from their business practice, they encourage in-house training sessions and spend thousands in training the management for the purpose of improving their job knowledge and skills.

Trainings are based on the evaluation of performance appraisals conducted yearly by the supervisors of different BU’s and based on the employee’s requirements training is provided. Siemens has a learning centre in Germany where trainings to employees worldwide is provided, sometimes an external training consultant is hired and sometimes employees are sent to other countries to introduce them to latest work methods.

IT:

Worldwide Siemens data is updated by an encrypted card. 2 employees from siemens Pakistan are selected to perform the task for updating the data of the entire company , for that purpose meetings are held and this data is highly confidential, not even the GM’s or directors are disclosed of the information. The hr it staff also works on CHCM-corporate human capital management system that handles confidential data of employees that can only be accessed by the the hr it staff. For example if an employee was on contract basis and later he was hired this information is only known by hr it staff and that employee.

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These are web pages through which personal information of an employee of

siemens from any part of the world can be known ,these systems are helpful when delegations come to siemens pakistan or foriegner employees of siemens visit pakistan and they are needed to be contacted or any info regarding them is required it can be accessed through these webs.

Hr team divided in two parts 1. Personal development 2. Personal administration

Personal with recruitment, entrance exit interviews, trainings, internships, university liaisons, data handling etc, engineers are a basic requirement at Siemens so they are usually hired every year, otherwise hiring is freezed these days due to budget constraints.

An orientation is organized for all the newly hired trainees or employees, and the dept head and an hr person gives a presentation for introductory purpose, after 6 months of the oreintation an open house session is conducted by the MD and hr director where they explain in detail their personal experience with Siemens and then ask for any questions to be asked.

For employees who’ve been in Siemens for more than 2 to 5 years, an open house session is conducted after every 6 months by the director & MD.

Normally at Siemens promotions are expected after 3 years of good service and they prefer internal hiring mostly.

Calendar of events is also the responsibility of Sarwat chahwla that includes the organization and event management of various events like:

• Family day

• Mrm-management review meeting

• Quarterly sessions

TRAVEL ADMINISTION

APR –air passenger requisition , it is a form that employees fill when they are going for business trips or trainings and it is needed to be duly signed by the dept. head, later it comes to hr and the tickets and other arrangements for the employee are made.

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RECRUITMENT AND SELECTION

1. CV Searching (Data bank, internal transfer, Head Hunter, Website, Advertisement) 2. CV Short listing

3. Recruitment process (Interviews) 4. Candidate Finalization

5. Appointment Letter

The process starts with the Job Requisition.

Employee Requisition Form is used when a new hiring is required for a unit. This form applies to Permanent, Contract and Trainee positions. It is also used for conversion of Contract to Permanent employees, Trainee to Permanent or Trainee to Contract.

The form is forwarded to HR, Recruitment Services with associated documents and signatures – as stated on the ERF, the form is attached in the appendix.

Based on their requirement, CV searching is started. This is first done from either internal transfer from one department to another or from the data bank, where daily CVs are stored. If the required person is still not found then, either Head Hunters like HRIS, Revive, Rozee.pk etc. are contacted or advertisement is given in newspapers. Simultaneously, vacancy is posted on EBM website also.

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Selection Advise is sent in by the business unit after an employee has been selected to be hired. The selection of a candidate can take place through a number of avenues:

Entry Level Tests at Universities, e-Recruitment, Job advertisements – external. The hiring decision takes place upon use of the Interview Evaluation Forms (see below for further details on Interviews).Only interviews conducted by DGM Level and above are acceptable. It is mandatory to have 3 interviews conducted prior to selection: BU raising the ERF, Neutral BU and Human Resources. The form is also used for Trainee to Permanent employees or Contract to Permanent employees.

ERF TRACKER

ERF Tracker provides the status of all requisitions open in the system. The

ERF Identifier is a unique number assigned to a requisition and provides a mechanism of tracking each requisition from receipt at HR Recruitment Services (complete ERF), approvals at each step and hiring status. It is therefore very important to receive Interview results as soon as interviews are conducted. The tracker is mailed to BU Heads each week

E-RECRUITMENT

E-Recruitment is an application of internet used to recruit / hire the right

employee for each position. The objective of this application to have a ‘one stop information center’ for each potential candidate as per hiring guidelines of Siemens AG and Siemens Pakistan.

With the approval of each ERF, a Job is opened on e-Recruitment in order to receive applications against the required Job Position, track CV’s short-list candidates, call for tests and interviews. Test scores are also maintained in this application. The

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Interview status is also available for the Key Account Officers to view and follow the status of each interview.

How to access the application: Passwords and demonstrations of the system have

been offered to business units. For further enquiries, please contact the HR IT Coordinator for access to this system’s

New Employee Integration - The purpose of this method is to describe a set of activities to be

performed in order to integrate new employees in as fast and efficient a manner as possible.

Employee Joining Package – The purpose of this package is to provide new

employees with all the required information and documents to facilitate a safe and successful transition into new working environment.

EMPLOYEE JOINING PACKAGE

A few of the documents present in the Joining Packet are:

Target agreements – is an agreement form that is filled up by the concerned

supervisor and the employee. It comprises of targets and deadlines that need to be set for the responsibilities and tasks concerned employee. This form is your ‘achievement catalog’ and is used for final performance evaluation at the end of the year.

EMPLOYEE HANDBOOK – The purpose of the Employee Handbook is to provide

the employee with comprehensive information about Siemens Pakistan’s rules and regulations.

PAYROLL NUMBERS : are issued upon receipt of completely filled documents in the

Joining Packet. Therefore it is compulsory to submit documents on time to the HR Coordinator.

ORIENTATION PROGRAMS – Orientation Programs are conducted for all new

employees. HR holds a session to describe the purpose and intent of the Joining Packet and the correct utility of the enclosed forms.

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Items covered:

• Organization overview • HR Policies

ASSESSMENT CENTERS – NEW HIRING UNDER CONSTRUCTION

Assessment Centers are conducted for varying levels of employment in the business.

Level 1: Entry Level Entry Level Tests are conducted each Friday, 9:30 a.m. to 12:00 pm

INTERVIEW PROCESS

Intelligent and effective interviews form the cornerstone of good hiring techniques.

Interviewing is also an art that few people possess but most can master. Interview Evaluation Form is used for the evaluation of candidates. It must be filled and returned to the Key Account Officers once the interview has been conducted. Feedback from the interview is entered into the E-Recruitment application in order to maintain track of the applicant while he/she goes the various phases of

selection. This is of benefit to both HR and the business units.

INTERVIEW EVALUATION FORM

Interview Evaluations Guidelines provide a list of questions as per the Siemens Leadership Capabilities. Both condensed and details user guidelines are available on how to evaluate candidates.

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RELATION OF THE FUNCTIONS WITH THE

CORPORATE OBJECTIVES

• Ensuring management commitment to quality

• Embedding high level of quality in all spheres of our operation through professional tools and methodologies, ensuring that employees at all levels master these tools in carrying out their missions within the company, while observing all safety regimens, environmental preservations and applicable statutory and regulatory compliance.

• Competence and knowledge management to focus on enhancing human excellence using professional methodologies with strategic planning and competence management as concurrent processes.

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Usually Industrial relations in companies are managed by the HR departments but at Siemens, they thought to have separate operations only because they believe in the formula that if things are managed in the right manner there is no way of loopholes left behind. Creating a separate team first headed by an ex army major, it clearly explains how important factory workers are for the company and their satisfaction and work means a lot for manufacturing the best quality products that makes Siemens stand out from the rest. Therefore the first objective of commitment to quality by the management is fulfilled by the IRD as it deals with the industrial workers and their issues separately giving it adequate time and consideration as required by it to ensure the workers are managed decently.

The second objective is to keep employees up to date and trained enough to work on the latest machinery and equipment by implementing all safety measures and applying statutory and regulatory compliance.

IR functions at Siemens are carried in accordance with the law and the law has defined the age and medical fitness limitations for workers to be hired, this is strictly followed in the recruitment process, Siemens has environmental friendly industrial units with its own medical centre that before hiring a worker examines there fitness for working in a factory environment. Moreover a full fledge medical dispensary with qualified medical doctor is maintained in the factory which is open 24 hours. Other medical benefits such as bearing employees wives medical in case of hepatitis B or C and the expenses of first child are also borne by the company which makes workers stay loyal to Siemens and carry out their missions within the company.

Moreover, it has an apprenticeship centre where latest technical and theoretical knowledge is being imparted, most of the workers hired are ex apprentices as they are well trained during their apprenticeship period at Siemens.

Throughout Siemens SAP is implemented, ensuring quality in its work processes and therefore IRD uses the software for maintaining attendance records , the punch card system enables management to keep a record of employees regularity making sure nobody is fooling the management in any way. The record of leaves is also maintained with

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attendance and all such processes helps the management plan work schedules and shifts accordingly leading towards the attainment of its goal and objectives.

iii.2

WORK I DID IN IR DEPARTMENT

a) LEARNED TO WRITE A CHARGE SHEET AND WARNING LETTERS.

During the second week of my internship I was asked to go through the case files of workers to get a knowhow of how their files are maintained and how charge sheets and warning letters are written, when they are issued and how an enquiry is conducted, who is involved in it and the whole procedure involving punishment as specified by the law. PEOCEDURE:

First the BU or dept sends the complaint to the IRD dept about the workers misconduct or misbehave. Then IR decides whether to give a warning or to issue a charge sheet according to the nature of the misconduct committed as mentioned in the complaint. If the nature of misconduct committed as mentioned is not so serious, a warning letter is issued, if serious a charge sheet is issued to the worker.

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5) Issuance of charge sheet/show cause notice: worker is informed in writing about the charges alleged against him within one month of misconduct through show cause notice or charge sheet. Charges leveled against him are clearly explained in the letter in Urdu as to make it easy for the workers to understand, workers are then asked to explain about misconduct within 4 days after receiving the letter.

6) Enquiry letter: when the explanation is received from the worker it is analyzed thoroughly and judgment is made that whether the explanation given is satisfactory or unsatisfactory, if the explanation found is unsatisfactory, a letter of domestic enquiry is issued to a worker mentioning that;

a) The explanation found was unsatisfactory and the co has decided to hold an impartial enquiry

b) Name of the enquiry officer who is appointed to hold the session is specifically mentioned.

c) Reasonable time to come with co-workers and witnesses is given

d) The accused workman is warned that if he fails to appear before the enquiry officer at the given time, date and place, the enquiry will held ex-prate in his absence.

7) Enquiry proceedings:

Following persons participate in the enquiry: a). enquiry officer

b) Complainant c) Respondent

d) Co-workers of respondent and witnesses if any.

The statements are recorded by the officer one by one, he also takes signatures of the respondent, complainant and witnesses on the recorded statement along with his own signature on each page.

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8) Enquiry Report:

The enquiry officer submits his report with enquiry proceedings to the management for appropriate disciplinary actions.

After analyzing the whole procedure in detail my supervisor made me write a rough charge sheet randomly if I had to in a given situation. Since I am working as VP in my school’s alumni I wrote it in reference to that assuming a fake case. The document is attached in the appendix.

b) CALCULATION OF OVERTIME

PROCEDURE OF OVERTIME:

When a worker is require to work in overtime the following procedure is followed:

1. The production manager/supervisor fills the overtime form on daily basis wherein, he mentions the name, BC No. and time of those workers required for overtime and sends to IRD.

2. IRD receives the OT forms and sends all the forms to the security office for physical checking.

3. Next day, the security staff returns all the forms back to IRD after checking them. 4. If a worker avails a short leave on any day during a week and does overtime in the

same week, the short leave hours are recovered by the overtime and the deficit hours are not deducted on that day.

5. Overtime hours are incorporated in the payroll for the period from 16th_{(of the}

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I calculated the overtime of both the shifts of almost about 55 workers in the first week with the help of my supervisor. She kept on correcting me where I went wrong.

c) MAKING FILES OF HIRED CONTRACT WORKERS:

It is an ongoing process at IRD to hire workers on contract basis and maintain their data in the files.

Just as a worker is hired he is issued an ID card with an employee no and a cost centre no. My job was to make new files of these newly hired workers with the preliminary information such as: Name, father’s name, D.O.B, NIC no, Employee NO, cost centre, duration of the contract, contract starting and expiry date.

After making a file I was supposed to attach a copy of their resume, test results, interview call letter, appointment letter, medical report and a copy of NIC in that file.

d) SORTING AND MANAGING RECORD ROOM FILES

I was given this task as my major responsibility and this is where I spend most of my time. Maintenance of files is one major task of IR department, files of all the factory workers is kept and maintained in the record room since the co has started its operations. At Siemens Islamabad, a record room exists where all the files which are not being in the continuous use of the co are kept; my job was to sort all the files which are not being used. Files for 3 years were to be kept while all the other files were to be sent to Islamabad.

I suggested that each carton should be listed with the names of the files inside and year wise volumes should be made for a certain category for say, employee medical bills file.

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Therefore, I spent almost a week in listing all the files that were in the record room, later I sorted them category wise as they were all mixed up without proper volumes, I gave them volumes and then made lists of each carton.

I made 3 copies of each list, one to be pasted on to the carton so that if IRD wants a file at a later period for reference or some other purpose they would know in which carton the file would be, one copy was given to IRD officer and other to the Dir IR.

iii.3

WORK I DID IN HR DEPARTMENT

i) I was first given the task to read the employee hand book and find any improvements that can be made in it, I went through it made some changes in the format and gave it to the supervisor.

ii) Then through Ms Sarwat Chawla I was introduced to the recruitment and selection procedure, I spend time understanding the procedure and scrutinize resumes the first day while the next day she made me conduct a test along with her, where I was responsible of arranging for the orientation room, making candidates get to the room and explaining them the test procedure.

1. I made candidates attendance sheets on Ms excel, and took their attendance.

2. After conducting the test she assigned me the task to take her calls in her absence and gave me the details to answer queries.

3. With the help of an answer sheet I also tabulated the results of the candidates and made the result sheet of successful candidates.

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4. THEORIES LEARNED AND THEIR

APPLICATION

4.1 DEPARTMENT: HR/IR

4.2 THEORIES / CONCEPTS LEARNED IN COLLEGE WHICH WHERE

APPLIED

Working at Siemens was a memorable experience in terms of learning. There were many courses that helped me during my internship, lot of concepts being used and implemented. These courses helped greatly in grasping the concepts put into practice at the Office. Following is this list of courses that assisted me during my internship and theories and concepts that were being applied.

1) BUSINESS ETHICS:

The course Business Ethics was very beneficial because it made me understand that when a company is doing its business, it must do it in a proper legal way and that it is answerable to a number of stakeholders in and around it. The key term that helped me in Business Ethics was Confidentiality and Trust. Since, I was placed in IR/HR Department; confidentiality of information was given utmost importance. The importance was given for fair dealing and transparency in all affairs of life not just business. This was a common practice in HR department as the company maintained a very transparent system. Justice is a very important part of IR Department, specifically when dealing with factory workers. Over all, this course provided essential knowledge of doing business fairly and honestly. Some other learned terms and how they were applicable on the company are as under:

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Corporate Social Responsibility at SIEMENS (CSR)

Since gaining independence, Pakistan has been very fortunate to have socially conscious entrepreneurs in its midst. A large, diverse number of individuals and groups have placed the interest of the nation and its people above their own, and in doing so, they have earned the respect and reputation that their companies carry today.

Equipment For Social Welfare

The first complete mobility workshop in the world was inaugurated at the premises of Disable Welfare Association in Lines Area, Karachi. The entire workshop has been donated by Siemens Pakistan

Siemens has a policy of helping institutes with transparent work structures and processes as well as institutes and with a proven track record of working for the collective benefit of society. These services and donations include

(but are not limited to)

 A refrigerator to SOS Village

 IBM equipment to Citizens Police Liaison Committee to store data

 Project financing for organizations involved in projects having economic

and humane impact.

 An Inter-school Cricket Tournament is sponsored each year by Siemens.

With participation of more than 32 schools, the winners are awarded Cricket Kit for promotion of the game and to encourage budding talents from various schools.

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At Siemens Pakistan, they belief that employees are their most valuable asset. To this end, they have developed and instituted a large number of service-oriented programs and events.

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• Through a fair and transparent ballot system, arrange for a fully paid trip of 4 employees per year to perform the auspicious honor of Hajj to Saudi Arabia. In order to fulfill this obligation in an adequate manner, the (selected) employees are granted extended leaves.

• Establishment of a fully equipped and 24-hour operational Medical Center on the premises of Siemens Pakistan SITE Office. Health and Security mandates maintained at the highest accredited levels at the offices and factories.

• A Beautiful Mosque at the premises provides opportunity to employees to offer their prayers.

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• A n e n v i r o n m e n t c o n s c i o u s o r g a n i z a t i o n s t r i v e s n o t o n l y t o p r o t e c t t h e e n v i r o n m e n t t o d a y b u t a l s o t a k e s e f f e c t i v e a n d c o n c r e t e m e a s u r e s t o e n s u r e t h a t o u r f u t u r e g e n e r a t i o n s a r e p r o t e c t e d i n t h e c o n t e x t o f a s t r o n g e c o l o g i c a l f r a m e w o r k . R e c o g n i z i n g t h i s n e e d t h e y ’ v e t a k e n p r o -a c t i v e s t e p s t o e n s u r e c o n t i n u i t y o f a h e a l t h y e n v i r o n m e n t . • • •

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2) PRINCIPLES OF MANAGEMENT

& ORGANISATIONAL

BEHAVIOR

I learnt few concepts at CBM regarding management, organizational behavior. I really realized it’s important at Siemens. From the very first day to the last day, everything was according to the rules/regulations as I was told in the orientation session.

I studied in my Organizational Behavior course that ‘better work place

environment leads to better results’. And this theory is proved in

Siemens working environment; every department has its own sitting place, every department has its own supplies and other stuff, every employee is provided with the same ambience as of a top level manager. The management part is also fully applied at Siemens; clear rules are laid down and they are being religiously followed by every employee. The relationship of departments’ heads with their sub-ordinates is quite a simple one; I have seen them having lunch together, cracking jokes at times together, but everything was in a professional premise. During my six weeks of internship, I learnt from my surroundings;

 Organizational structure, organization charts and departments  Planning, organizing, leading and controlling the organization  Standard operating procedures

 Effective decision making process  Mega environment of the organization  Time management techniques

 Conflict management

 How to work in the work place and stand out.

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3) PERFORMANCE APPRAISAL AND MANAGEMENT

Performance Measurement is one of the other important functions of IR. As keeping worker unions satisfied is very important for a factory to conduct its operations.

IRD has separate appraisal forms that are sent to BU’s one month prior to the appraisal, appraisals are conducted annually on the basis of which increments are made. The BU’s return the appraisal forms duly filled and signed by the concerned production Manager or GM. Increment letters are then issued, if the performance or attendance record of a worker is found unsatisfactory a warning/advise is also mentioned in the increment letter.

SPECIAL PAYMENTS & REWARDS:

Keeping in mind the motivational factor, special rewards in terms of special payments/rewards are made to compensate the workers as per the standing operating procedures for the extraordinary performance of any worker on the successful achievement of a production target or on completion of any special assignments.

Letters of appreciation or special payments are issued to the dept and copies are sent to the wages dept for necessary payments. Receipt copies are filed in the personal files of the individual for record maintenance.

My course helped me understand why conducting appraisals is important and how they help maintain goodwill within the company, I noticed that workers are always looking for rewards and recognition and when given it really motivates them , some nice words of appreciation and a few paid leaves as rewards really works for them. During my internship I observed the case of a worker who was issued a warning for staying absent without prior notice as per the rule, while when the inquiry was conducted he presented his excuse which was entertained only because it was his first time that he was given a warning, he was asked not to repeat such behavior in future, lately he was found working overtime to compensate for the day he could not come, and throughout the month his attendance was full. This case made me realize the fact that it is always important to give others a chance to correct their mistakes and putting faith in them.

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4) BUSINESS COMMUNICATION I & II

During the four weeks spent in HR Department, I found my Business Communication courses extremely useful. The 7 Cs of communication and how to deliver good and bad news messages were particularly helpful in dealing with people’s queries, complaints and demands. Moreover, the report writing skills taught in Business Communication II, were quiet applicable as I had to submit a report to my department head in a detailed report format.

5) BUSINESS AND PROFESSIONAL SPEECH

This course is a basic business communications text with emphasis on the interpersonal approach to communication. It guides the student toward more effective speech communication in the business world at all levels. Presentation skills are one of the most important skills, and this course helped me prepare myself to speak in front of people with confidence. Though I was not required to give a formal presentation during my tenure at Siemens, none the less this course provided me with enough confidence that I didn’t hesitate while communicating with the colleagues, Line Managers, senior executives and even with other employees.

In my Business and Professional Speech course, I was taught how to make calls to clients and handle inbound calls. The tone of your voice is extremely critical in HR department. My supervisor had given me the task to take her calls in her absence and note down the messages. So for all this, the tone of your voice and how you deliver the message is very important. Some of the concepts I learnt from college and found applicable during my internship were:

How to Make a Call Perfect!

• Include ASAP in your calls:

∗ A friendly and lively Attitude

∗ A warm Smile

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∗ Acknowledge the other person’s problems

∗ Treat candidates with Patience

• You can also add the simple rule of LARC to make a difference in your call:

∗ Listen

∗ Acknowledge

∗ Response

∗ Close

• Understand the candidate’s problem/complaint or desired information through active listening.

• Do not interrupt by jumping to conclusions.

• Always probe from the beginning till the end.

• Confirm whatever you have understood regarding the issue or complaint & then rectify.

6) SALES MANAGEMENT

In my sales management course, I was taught the Selling Process. This was applicable exactly in the HR Department. This is explained under:

Calls Handling Process

The proper way of handling calls should undergo these processes:

• Opening/ Greeting

• Verification (reaching the right person)

• Listening

• Probing/ investigation (Encourage the customer to talk)

• Build the trust and rapport

• Proper use of holding/transferring call

• Confirm

• Follow up on the query/complaint

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• Recap

• Close

Steps To Handle Objection

• Keep Yourself Cool & Patient

• Listen To The Customer Carefully

• Convert Objection In To Question

• Reply In A Suitable Way/Manner

• Don’t Repeat Your Answer

7) PERSONAL MANAGEMENT

This course was helpful as it provided me with valuable information regarding how to carry oneself in the office environment. The most important lesson that I learned from this course was that one should always mind his own business, this way one manages to safely stay out of all controversies, politics and back biting.

8) COMPUTER APPLICATIONS I

The tasks which I took care of during my internship required working on Word & MS-Excel. I was required at times to prepare lists of files and get their printouts and in the HR dept , I prepared the list of applicants on excel along with their attendance sheets and then also computed their marks after checking their tests. This course helped me a lot in preparing professional looking sheets.

9) HUMAN RESOURCE MANAGEMENT

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Concepts taught in HRM class were important in general. Since I did my internship in IR Department, therefore, almost all the concepts taught in HRM class proved applicable as dealing with people is all what HR is about. I understood the HR functions after interning at Siemens and saw the practical implications of the functions. I conducted tests, went through resumes and sat in some interviews where I got a hand on experience as to how interviews are conducted in practical, knowing the basics helped me a lot in understanding why some questions were being asked, and what are the kind of responses an interviewer needs to focus at? How to judge if an interviewee is nervous, what is the thin line between asking Job relevant personal questions to getting personal, all in all what must be asked and what must not was it was all about.

4.3NEW CONCEPTS AND THEORIES LEARNED

This was my first experience to work at any Multinational company therefore It was very a golden opportunity for me to adapt myself in

Siemens environment and get knowledge from them. During my internship I learned so many new things like:

1. SAP:

Siemens is associated with saps since, learning saps was an entirely a new concept to me, SAP provides software solutions to optimize and innovate core businesses processes.

SAP is too wide to be learned in 6 weeks but I got to learn how it works for Siemens in the HR dept, HR uses SAP ERP, The SAP ERP Human Capital

Management solution offers a complete and integrated set of tools that helps you, regardless of industry or geographic location – deal with human resource

processes, such as employee administration, payroll, and legal reporting, increases efficiency and supports compliance with changing global and local regulations. For example, you can create project teams based on skills and

availability, monitor their progress on specific projects, track the time they spend, and analyze the results. With embedded analytics and real-time insight into your workforce, you can maximize human-capital strategies and programs and

measure their contributions to your bottom line.

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Equally important, integrated talent management functions in SAP ERP gives HR managers insight into organizational talent to more effectively plan, acquire, educate, align, and retain the talent they need to maximize the effectiveness of the organization. Identifying top performers and potential successor’s helps them to minimize disruption when executives and senior managers leave or retire.

SAP ERP supports shared services and business process outsourcing (BPO), thereby reducing the cost and risk for these deployment models. Whether you outsource part or all of your HR operation, you have access to an ecosystem of partners whose BPO services are powered by SAP software.

2. CONCEPT OF COST CENTRES:

It is also a product of SAP ERP solutions, but for me it was an entire new concept to be

learned, these cost centers helps in the finance related matters of the company, each dept or BU falls under a cost centre, each employee of a certain BU/dept is associated to that particular cost centre, and all the expenses of the dept/employee are chargeable under that cost centre, their payrolls, dept expenditures, stationary and all the expenses will be drawn from that cost centre.

3. Daily attendance sheets were maintained by the exec officer IR on SAP software, I got a chance to have a look at how it is done on SAP.

4. Learning to write a show cause statement and charge sheet was very worthwhile as I never had an experience of writing one before.

5. In the HR dept, I was given the opportunity to learn the ERF procedure as well as the ERF tracker and E-recruitment processes were entirely new to me .

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• A n e n v i r o n m e n t c o n s c i o u s o r g a n i z a t i o n s t r i v e s n o t o n l y t o p r o t e c t t h e e n v i r o n m e n t t o d a y b u t a l s o t a k e s e f f e c t i v e a n d c o n c r e t e m e a s u r e s t o e n s u r e t h a t o u r f u t u r e g e n e r a t i o n s a r e p r o t e c t e d i n t h e c o n t e x t o f a s t r o n g e c o l o g i c a l f r a m e w o r k . R e c o g n i z i n g t h i s n e e d t h e y ’ v e t a k e n p r o -a c t i v e s t e p s t o e n s u r e c o n t i n u i t y o f a h e a l t h y e n v i r o n m e n t . • • • .

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CONCLUSION

The internship at IR Department of SIEMENS was a great experience for me. I have gained a lot of knowledge, practice and opportunities from this internship. It has given me practical experience to apply all the theory I have learnt through my academics. It was my first experience in the professional world and I learnt a lot both on personal and professional basis.

The internship made it clear that I have all the capabilities in me to excel in my career, the positive remarks which were given to me by my supervisor are the result of the efforts that were put in. It gave me a lot of confidence and increased my moral. I thank CBM for giving me this opportunity.

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EMPLOYEE REQUISITION

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TO: Human Resources

From (BU / Dept): Receiving Date

Please refer to:

Date:

Nature of job:

 Trainee  Permanent  Contract  Project

Proposed Designation:__________________________ Number Required (if more than one): ___________ Appointment Date(s): ____________/ ____________/ ____________/ ____________/ ____________ Proposed Grade: _______________________________ (For permanent employment only) Proposed Gross Salary Range: From Rs __________To Rs. ____________ (Not applicable for trainees) (Variation between From and To Range should not be greater than 10%)

Benefits: Cell Phone _______________ Vehicle: ________________ Others ______________________ IBB / MBO ________________ Allocation Rate: ___________________

Internal: Seating Available  Computer Available  Stationary Available 

Probation Period (for permanent employment only) : ___________ months

Duration of Contract (for Contract / Project employees only):___________ months

Location (City): ____________ Cost Centre: __________

Project Name & Order Number (For Project Employment): ________________________________________

SOURCING METHODOLOGY:

 Head Hunters ________  eRecruitment _________ Print Media _________  Job Portals (External) ________________  University Posting _________________________________  Internal Advertisement ______________________________

REASON FOR REQUISITION (Please  one of the following):

 Replacement of Mr. / Ms. ___________________________ as per budget for the business year 200__ / 200__

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1. POSITION PROFILE (please fill separate profile for each position)

Function:  Engineering  Design  Production  Sales  Projects  I.T / OI  QA  Finance/Accounts  Business Administration  HR  Audit  Others __________________________________