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HRMI619  Internship Report--Human Resource Management Pronto Promo Pvt. Ltd. L.H.R

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Internship Report

 

Submitted To:Department of Human Resources

 

Supervisor Name:

 

Prepared By

 

Student Name

 

ID

 

Program

MBA(HR)

Session

2010-2012

 

 

 

 

Sr. No.

TOPIC

1

Introduction

2

Overview of the organization

3

Vision Statement / Mission Statement

4

Organizational Structure

5

Organization Introduction

6

 HR Planning and Forecasting

7

Selection

8

 Training and development

9

Employee Development

10

Employee Compensation and Benefits

11

Conclusions

12

Recommendations

 

Introduction

Pronto provides various marketing services and products in Pakistan. Its clientsincludes Nestle, Cocacola and Gold Leaf. Pronto offers different kinds of marketing promotional items to its clients for example File Bags, Racks and Stands, Mini Tower Clock, Key Chains, Soccer Ball, Pencils, T-Shirts and Mugs with Client Company’s logo.

I have done my Internship in Pronto Promo Lahore. It is the main part of my internship report. It consist on the detail of the work that I have done my work there as an internee. In Pronto I worked in HR department. The detail of my work in each department is described in this part with all possible details.

The mostly I worked under the head of HR and work for HR policies. It helped me a lot understand the criteria for making any policy and personnel management of employees. This includes the following points.

The purpose and aim of the policy, pros and cons that should be affected by the policy and the beneficiary as well. What kind of data needed for an individual employee and how to keep it in a presentable way.

During the course of internship I learned about different functions of HR like record keeping, attendance procedures, recruitment and selection etc. I learned about documentation requirements and record keeping for different activities and processes, especially the documentation requirement for different kinds of HR facilities.

 

 

Overview of the organization

 

 

What is Production Industry?

 

Manufacturing is the use of machinestools and labor to produce goods for use or sale. The term may refer to a range of human activity, from handicraft to high tech, but is most commonly applied to industrial production, in which raw materials are transformed into finished goods on a large scale. Such finished goods may be used for manufacturing other, more complex products, such asaircrafthousehold appliances or automobiles, or sold to wholesalers, who in turn sell them to retailers, who then sell them to end users – the "consumers".

 

Manufacturing takes turns under all types of economic systems. In a free market economy, manufacturing is usually directed toward the mass production of products for sale to consumers at a profit. In a collectivist economy, manufacturing is more frequently directed by the state to supply a centrally planned economy. In mixed market economies, manufacturing occurs under some degree of government regulation.

 

Modern manufacturing includes all intermediate processes required for the production and integration of a product's components. Some industries, such as semiconductor and steel manufacturers use the term fabrication instead.

The manufacturing sector is closely connected with engineering and industrial design. Examples of major manufacturers in North America include General Motors CorporationGeneral Electric, and Pfizer. Examples in Europe include Volkswagen GroupSiemens, and Michelin. Examples in Asia include ToyotaSamsung, and Bridgestone.

 

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 Training and development

9

Employee Development

10

Employee Compensation and Benefits

11

Conclusions

12

Recommendations

 

An Overview of Organization

History of Pronto

Pronto Promo (Pvt.) Ltd. has come a long way, and takes pride in the fact that it has managed to meet and exceed all expectations over a period of 17 years. Taking off with giveaways, Pronto now stands at a unique position in the market, with a factory facility designed to backward integrate and bring quality and cost control into our processes.

 

•1996 Cricket World Cup – Conceived, designed and developed Coca Cola bottle shaped Monocular. Delivered 1.5M Monoculars in less than 2 months from mold making to manufacturing to assembly and delivery. Plastic lens was made in Pakistan for the 1st time in a market that was using glass lens


•1996 International Market – The 1st Pakistani company to become member of Promotional Product Association International, (PPAI) Dallas


•1997 Premiums – Introduced a brand new concept by offering promotional products as a replacement for price –offs then prevalent in the industry . We delivered on 20 of the largest campaigns to-date with quantities varying from 300,000 to 3 million pieces against tight timelines and severe budgetary constraints This was the beginning of in-pack/on pack consumer offers.

 


•2003 Developed Ceramic Industry - At a time when plastic mugs were being offered as a premium, Pronto volunteered to deliver ceramic mugs at similar price point. For the next 4 years, with a team of 40 workers and 3 supervisors at supplier’s premises, Pronto trained the industry to deliver a variety of designs on strict timelines and specifications. Since then tens of millions of mugs have been given away as part of consumer offers by different companies


•2004 Merchandising - Diversified into Retail Merchandising Products. For the next 4 years Pronto was the sole merchandising partner of Coca Cola in what was to be labeled as a picture of success and a case study for CIS and ME region. For the first time in Pakistan, we introduced SKD Racks that resulted in significant cost savings for the client, both in transportation and in warehousing costs.


•2006 Activation Services – Pronto’s performance and commitment in MerchandisingProducts, inspired faith and confidence in Coca Cola’s trade marketing team to entrust Pronto with activation of their retail space across the country. With no prior experience, Prontoventured in this area. With a carefully planned operations strategy, effective recruitment and training program, we activated 25,000 plus outlets in 200 cities and town across Pakistan. The activity was a resounding success.


•2007 Coca Cola Atlanta – Pursuing our dream to be a player in the international market, Pronto took the initiative of meeting with the global purchase head of Coca Cola in Atlanta. These meeting were very critical in determining Pronto’s future course in years to come. This was the beginning of our organizational transformation.


•2008 Organizational Transformation- This involved corporate restructuring andorganization building. Pronto moved from being a partnership to a corporation with external board members and from a small management team to multiple department organization with clearly defined roles and JDs.


•2009 New Facility & Social Compliance Audit – Pronto completed its purpose built facility keeping in mind CSR guidelines and successfully completed social compliance audit conducted by 3rd party assigned by the client. Pronto attained a green status in first attempt. This was the first time that anyone got a green in first attempt across industries in a region comprising 22 countries.


•2010 British American Tobacco comes to Pronto – BAT itself identified Pronto as a potential merchandising partner. In less than a year, Pronto has reached the status of preferred vendor. Our overall ranking was excellent with 92 points in the annual supplier evaluation, conducted by PTC earlier this year.

Philosophy

Strong work ethic and faith in its employees are the cornerstones of Pronto’s value system. Following are some of Pronto’s values and beliefs which constitute its philosophy:

Shared Philosophy

      • Doing business the right way

      • Honesty and integrity

      • Conformance to laws

      • Health & safety at work place

      • Keeping the environment clean

Corporate Integrity

      • First company to register for Sales Tax

      • Honesty & integrity

      • Upholding commitments

           – Quality and timely delivery

      • Transparency & documentation

Validation of Pronto Promo’s Policies

      • More than 24 fortune 500 companies

      • High client retention

      • Tremendous goodwill amongst clients and vendors

      • Extremely low employee attrition

      • Unilever’s SEAC approved supplier

      • UNICEF’s approved vendor

      • SGP approved supplier for The Coca Cola Company

      • Nestlé Responsible Sourcing - In process through SEDEX

 

 Worker Policies

      • Minimum age requirements

      • Hourly wages with guaranteed minimum wage

      • EOBI & Social Security

      • Accurate calculation of overtime

      • Medical benefits and allowance

      • Provident fund

      • Lockers and Showers for workers

      • Secular organization

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12

Recommendations

 

Introduction of all departments

There are 4 main departments at the branch:

 

1-                             ACCOUNTS DEPARTMENT.

 

2-                             OPERATIONS DEPARTMENT.

 

3-                             HUMAN RESOURCES DEPARTMENT.

 

4-                             MARKETING DEPARTMENT.

 

 

 

 

 

 

 

 

ACCOUNTS  DEPARTMENT

 

Account Department is considered a blood-pumping instrument (heart) in any organization. Main role of accounts department to maintain cash flows where financial planning and decision are made. Accounts department reduce cost and looking forward to increase profit margin.

HUMAN RESOURCE DEPARTMENT

 Human resource department is one of the most important departments in any organization. An efficient HR department can lead to an efficient work force which can play a vital role in the growth of any organization. Main objective of HR department to recruitment and maintain hierarchy of department also training for new hire employee and keep looking for employee benefits and impose rule and regulations. 

MARKETING DEPARTMENT

Marketing department focus on customer need and demands, bring new ideas how gain competitive edge in the market develop good relationship with vendor and supplier which is necessary for good business.

 

Department where I got training

 

  1. Human resource management Department
  2. Account Department
  3. Marketing Department

 

Duties and responsibilities which I perform during my stay in Accounts department

  • Daily cash entries/petty cash entries.

Recording of daily cash entries in the excel sheet. Whenever any cash payment is made it is recorded. They have made heads for each type of entries such as electricity bills paid, entertainment charges, other routine expenses

  • Recording of expenses on daily basis

Expenses are recorded in expenses as they occur. When ever any expenses occurs it is immediately recorded in the expenses books from where it is entered in the PRONTO software.

  • Making salary sheets

Salary sheets are made at the end of the month. My duty to made salary sheet of daily wages employee and non clerical employee.

 

Duties and responsibilities which I perform during my stay in HR department

 

  • Maintain employee personal data

Data of each employee is maintained in HR department. As a new employee comes in PRONTO he fills the joining report, offer letter and provided his entire details and documents qualification certificate. Which is maintained as a separate file and also in soft form?

  • Insurance of employees

Recently PRONTO has adopted the insurance policy for its employee. Which is being processed by HR department?  I have provided insurance form to each department and then collected from them and handover to HR Manager

  • Performance evaluation

Performance evaluation forms have been developed recently in PRONTO, in which includes skills, attitude, punctuality etc I have sort out evaluation form department wise and designation wise.

  • Sending employee card data

Each employee has a employee card which is used a guarantee of being an employee of PRONTO. My responsibility is to maintained record or missing employee card with name of employee designation and department and generate request for new employee card.

  •  
  • Short listing of CV’s

Short listing of CV’s is also done in HR. when ever PRONTO advertise any new job, large numbers CV’s are being received. My task to printout CV’s and sorts out according to the post and handout over to HR officer for further procedure

 

Duties and responsibilities which I perform during my stay in store and production

  • Daily production report.

Daily production report is also being made in PRONTO. I have maintain production record on excel sheet

  • Maintaining record of store items.

Record of each item which comes in store or goes out for production department, I have maintain its data how much quantity store deliver to production department  

  •  

 

EMPLOYEE SELECTION PROCESS

 

HR department is using the following steps

 

 

1-     They use to screen the applications, where the available applications are reviewed to shortlist applicants in respect to their qualifications and experience concurrence to the specified requirements of the job, only applicants with relevant qualifications as well as their strength are considered for interviewed.

 

 

2. After screening, they use to prepare for interview, HRD use to prepare the interview schedule and then they mail interview call letters to the candidates. The copy of interview Schedule is send to the requesting Manager along with the applications of candidates.

 

 

  1. In the interview process, Preliminary interview is conducted by Reporting Officer, second by Department Head and H.R and the final interviews are conducted by Director / MD. The number of interviews depends upon the nature or seniority of the position. The interviewers conduct interviews with the candidate on the prescribed.
  2.  

TRAINING AND DEVELOPMENT

 

“Training and Development refers to the process to obtain or

transfer knowledge, skills and abilities needed to carry out a specific activity or task”.

 

The challenges associated with the changing nature of work and the workplace environment is as real for the campus as elsewhere. Rapid change requires a skilled, knowledgeable workforce with employees who are adaptive, flexible, and focused on the future.

 

1-     Linked to business goals and performance

2-     Part of a company-wide strategy

3-     Focused on setting tangible objectives for employees

4-     Part of a company policy

 

Whenever a requisition is formed for training need then T&D team of

Pronto Promo uses to find out who needs the training, when the training is needed and who should conduct this training.

 

There is three level of needs assessment

1-     organizational analysis

2-     task analysis

3-     Individual analysis.

 

 

ORGANIZATIONAL ANALYSIS.

 

  • Before designing any training programs company use to analyze the impact on operating costs.
  • If there is any requirement of changing technology and automation in organization’s system, which requires training for employees, then they use to go for training.
  • Then they use to analyze the organizational goals and resources available like material on hand, money and available expertise within the organization.
  • After that they use to analyze the top management support, employee willingness to participate, and responsibility for outcomes.

 

Task analysis

 

1) Pronto Promo trainers are using Job descriptions to identify the requirement of training. Organization use to give training to the newly hired employees in order to help them in understanding their job descriptions in a better way.

2) While determining the need of training Pronto Promo use to compare the performance of actual and desired target. In sales and marketing, they use to compare targets of expected sales with the actual one to find out where there is a room for improvement.

3) They use to ask questions about the job of an employee from the supervisor and upper management.

4) Company use to analysis of operating problems that include its down time, waste, repairs, late deliveries, quality control.

 

Competency framework

 

1-     Analysis and Problem Solving

2-     Communicating

3-     Delivering Quality and Results

4-     Learning and Development

5-     Prioritizing and Organizing

6-     Resilience

7-     Working with Others

ORGANIZATIONAL CAREER MANAGEMENT

 

At Pronto Promo  job changing is processed in three different ways

 

• Promotion

• Transfer

• Demotion

Promotion

 

 

 

 

 

 

 

 

 

 

 

Transfer

 

 

 

 

 

 

 

 

Demotion

 

 

 

 

 

 

 

 

 

 

 

 

 

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ORGANIZATIONAL ANALYSIS.

 

  • Before designing any training programs company use to analyze the impact on operating costs.
  • If there is any requirement of changing technology and automation in organization’s system, which requires training for employees, then they use to go for training.
  • Then they use to analyze the organizational goals and resources available like material on hand, money and available expertise within the organization.
  • After that they use to analyze the top management support, employee willingness to participate, and responsibility for outcomes.

 

Task analysis

 

1) Pronto Promo trainers are using Job descriptions to identify the requirement of training. Organization use to give training to the newly hired employees in order to help them in understanding their job descriptions in a better way.

2) While determining the need of training Pronto Promo use to compare the performance of actual and desired target. In sales and marketing, they use to compare targets of expected sales with the actual one to find out where there is a room for improvement.

3) They use to ask questions about the job of an employee from the supervisor and upper management.

4) Company use to analysis of operating problems that include its down time, waste, repairs, late deliveries, quality control.

 

Competency framework

 

1-     Analysis and Problem Solving

2-     Communicating

3-     Delivering Quality and Results

4-     Learning and Development

5-     Prioritizing and Organizing

6-     Resilience

7-     Working with Others

SEPARATION FROM THE ORGANIZATION

There are three types of separation with organization

 

1) Layoff

2) Termination

3) Resignation

4) Retirement

 

Basic Principles of Personnel Management

 

In order to create a relationship of mutual trust and respect between labor and management, personnel management is conducted in accordance with four basic principles:

 

1. Creating a workplace environment where employees can work with trust.

 

2. Creating a mechanism for promoting constant and voluntary initiatives in continuous improvements

 

3. Fully committed and thorough human resources development

 

4. Promoting teamwork aimed at pursuit of individual roles and optimization of the entire team.

 

Critical Analysis

I have observed some flows in the organization according to me it leads to unsatisfactory for whole departments.

Employee relation with each others

I have observe employees not behave well with each others, they don’t show respect to new hire employee and use very harsh wording making fun of each others.

 

 

No proper training system

No proper training system I have found in the organization, some employees are well trained and some are totally unaware how to complete the task this lead to less efficiency and increase rework or product.

Less employee involvement in decision making process

I have noticed that top and middle level management not involve senior employee when take any risky and quick decision about process and production, they don’t take their ideas and suggestion for betterment.

Politics and favoritism

I have observe favoritism in the department and people think it is not bad at all they support their loves ones, not neutral criteria I have found there

Imported machinery and worker

Pronto imported machinery from Malaysia it is very plus point for it but some employees are well trained and knows how to use equipment and some are perform activities like they are blind.

Business portfolio

Company having very strong position in the market and facilitating very renowned companies, its business portfolio is very high

 

 

 

 

 

. SWOT Analysis

Strength

1-     Pronto is the First company to register for Sales Tax

2-     Pronto has impressive client portfolio comprising more than 24 fortune 500 companies, Pronto has been a partner of choice for leading brands for more than a decade like nestle, Pakistan tobacco company, unilever etc

3-     Pronto has imported some machinery from Malaysia for the first time in Pakistan which is the main strength of the company as its production in increasing day by day.

4-     The 1st Pakistani company to become member of Promotional Product Association International, (PPAI) Dallas.

5-     Pronto has reached the status of preferred vendor. Our overall ranking was excellent with 92 points in the annual supplier evaluation, conducted by PTC earlier this year

 

 

Weaknesses

With the strengths the company has also some weaknesses which are as under

.

1-     The company has not have the skilled labor Because of the unskilled labor wastage of raw material is increasing.

2-     Lack of capital to import machinery from Malaysia.

3-     High production cost

4-     It is secular type of organization not perform any religious activity

5-     Some politician involvement which carry business activities for their own concern

6-     Appraisal system not good enough, favoritism found

7-     Less employee motivation system also no reward system

 

Opportunities

 

The Company has a lot of opportunities which includes

1-     Access to the international markets to reach globally

2-     Can sell their product in Pakistan as well

3-     Can diversify the product to lead the market as compare to the competitor

4-     Promotion and campaign to attract more companies for better business

5-     Joint venture is the biggest opportunity 

 

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