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COORDINATION & ADMINISTRATION WING (C&A)COORDINATION & ADMINISTRATION WING (C&A)

KNOWLEDGEKNOWLEDGE

CREATION & MANAGEMENTCREATION & MANAGEMENT

ININ

FIEDMCFIEDMC

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Management Hierarchy:Management Hierarchy:

BODBOD HonouraryHonourary Policy Guidelines, ApprovalsPolicy Guidelines, ApprovalsChairmanChairman HonouraryHonourary Policy DevelopmentPolicy DevelopmentCEOCEO HonouraryHonourary Policy Development, ApprovalPolicy Development, ApprovalCOOCOO Reports to CEOReports to CEO Policy, Execution &Policy, Execution &

ViceVice--VersaVersaHODsHODs Reports to COOReports to COO Implementation &Implementation &

FeedbackFeedback

Departments:Departments:

At this moment, FIEDMC has 23 employees and 7At this moment, FIEDMC has 23 employees and 7Wings in its first year of establishment.Wings in its first year of establishment.

Overview of FIEDMCOverview of FIEDMC

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Overview of FIEDMCOverview of FIEDMCWings of FIEDMCWings of FIEDMC

TechnicalTechnical

Legal AffairsLegal Affairs Land & EstatesLand & Estates Sales & MarketingSales & Marketing

Finance & AccountsFinance & Accounts Environmental AdvisoryEnvironmental Advisory Coordination & AdministrationCoordination & Administration

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IntroducingIntroducing

Knowledge BaseKnowledge Basein FIEDMCin FIEDMC

Staff Officer (SO)Staff Officer (SO)Manager (Coordination)Manager (Coordination)

Incharge, EnvironmentalIncharge, Environmental

Advisory Wing (EAW)Advisory Wing (EAW)

By

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AgendaAgenda

What is Knowledge and Knowledge ManagementWhat is Knowledge and Knowledge Management What are the benefits of KMWhat are the benefits of KM Identification and documentation of tasksIdentification and documentation of tasks

through job description requiring:through job description requiring:--

SystemsSystems

ProceduresProcedures

Forms & FormatsForms & Formats

Work Instructions.Work Instructions.

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Knowledge & Knowledge ManagementKnowledge & Knowledge Management

KnowledgeKnowledge is the awareness and understanding of facts, truths oris the awareness and understanding of facts, truths orinformation gained in the form of experience or learning. Knowledge is aninformation gained in the form of experience or learning. Knowledge is anappreciation of the possession of interconnected details which, in isolationappreciation of the possession of interconnected details which, in isolationare of lesser value.are of lesser value.

Knowledge ManagementKnowledge Management caters to the critical issues ofcaters to the critical issues oforganizational adaptation, survival and competenceorganizational adaptation, survival and competence in the face ofin the face ofincreasingly changing environment ... Essentially, it embodiesincreasingly changing environment ... Essentially, it embodiesorganizational processesorganizational processes that seek synergistic combination of data andthat seek synergistic combination of data andinformation processing capacity of IT and the creative and innovativeinformation processing capacity of IT and the creative and innovativecapacity of human beings.capacity of human beings.

Knowledge is what people knowKnowledge is what people know Knowledge is what people do with informationKnowledge is what people do with information Knowledge can be tacit (in our heads) or explicit (documented)Knowledge can be tacit (in our heads) or explicit (documented)

Knowledge Management (KM)Knowledge Management (KM) involves the capture of information andinvolves the capture of information andexperience so that it is easily accessible in a corporate environment. KMexperience so that it is easily accessible in a corporate environment. KMalso gives priority to the way in which people construct and usealso gives priority to the way in which people construct and useknowledge. It derives its ideas from complex systems. It is parallel to theknowledge. It derives its ideas from complex systems. It is parallel to theterm Organizational Learning. It recognizes that learning and doing areterm Organizational Learning. It recognizes that learning and doing aremore important to organizational success than imitation andmore important to organizational success than imitation anddissemination.dissemination.

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Knowledge & Knowledge ManagementKnowledge & Knowledge Management

Knowledge ManagementKnowledge Management is inevitable inis inevitable intodays rapidly changing environmenttodays rapidly changing environmentwhere survival, excellence, profits arewhere survival, excellence, profits are

based on adaptation of new technologiesbased on adaptation of new technologiesand swift processing of information.and swift processing of information.

Knowledge baseKnowledge base of an organization is theof an organization is thetransfer of tacit knowledge (in our heads)transfer of tacit knowledge (in our heads)to explicit knowledge (documented).to explicit knowledge (documented).

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Overview, Why?Overview, Why?

To build the knowledge base of the organizationTo build the knowledge base of the organization Smooth FunctioningSmooth Functioning High Efficiency Levels (Quality & Quantity)High Efficiency Levels (Quality & Quantity)

Lessons LearnedLessons Learned--Case BaseCase Base Inculcate a progressiveInculcate a progressive--adaptiveadaptive--efficientefficient--andand

satisfactory work force / employeessatisfactory work force / employees

Maximum Employee Retention least turn overMaximum Employee Retention least turn over

and enhanced productivity and momentousand enhanced productivity and momentousgrowthgrowth

More proMore pro--active, less reactive and least correctiveactive, less reactive and least correctivemeasuresmeasures

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WINGJob DescriptionJob Description

Purpose:Purpose: To look after administration and maintenance of office assets andTo look after administration and maintenance of office assets andcoordinate with government agencies as per the project requirementcoordinate with government agencies as per the project requirement

Scope:Scope: Coord and Admin is an important department of FIEDMC responsible for theCoord and Admin is an important department of FIEDMC responsible for thefollowingfollowing taskstasks::--

1.1. Act as advisor to PD on Administrative matters.Act as advisor to PD on Administrative matters.2.2. To maintain liaison/coordination with various agencies and also perform protocol dutiesTo maintain liaison/coordination with various agencies and also perform protocol duties

whenever required.whenever required.

3.3. Process administrative decisions on all administrative matters i.e.Process administrative decisions on all administrative matters i.e. discipline, leave, updiscipline, leave, upgradation and all such mattersgradation and all such matters as desired by PD.as desired by PD.

4.4. Develop and maintain industrial relations.Develop and maintain industrial relations.5.5. Responsible forResponsible for employment confirmation, posting, transfer and discharge of employeesemployment confirmation, posting, transfer and discharge of employees..6.6. Analyze/evaluate and recommend to the PD, matters pertaining to procurement and allocationAnalyze/evaluate and recommend to the PD, matters pertaining to procurement and allocation

of vehicles to various departments.of vehicles to various departments.7.7. Administration of FIEDMC owned mosques, guest house and working women accommodation.Administration of FIEDMC owned mosques, guest house and working women accommodation.8.8. Process demand of office furniture and allotment of office accommodation.Process demand of office furniture and allotment of office accommodation.9.9. To oversee the smooth functioning ofTo oversee the smooth functioning of mechanical transportmechanical transport..10.10. Enforce policy so that data/information of each department is properly maintained andEnforce policy so that data/information of each department is properly maintained and

updated and security aspect is taken care of.updated and security aspect is taken care of.11.11. General maintenance and cleanliness of project area.General maintenance and cleanliness of project area.12.12. To hold stock taking, survey board and condemnation board as and when required.To hold stock taking, survey board and condemnation board as and when required.13.13. To purchase items as required for the Office, Guest house etc.To purchase items as required for the Office, Guest house etc.14.14. To coordinateTo coordinate recruitment and selectionrecruitment and selection of employees of FIEDMC.of employees of FIEDMC.15.15. To coordinateTo coordinate salary and benefitssalary and benefits administration.administration.16.16. To Coordinate with PD for theTo Coordinate with PD for the performance appraisalsperformance appraisals of staff.of staff.17.17. To maintain discipline and ensure implementation ofTo maintain discipline and ensure implementation of staff welfare policiesstaff welfare policies..18.18. Coordinate for theCoordinate for the training analysis and evaluationtraining analysis and evaluation of FIEDMC staff.of FIEDMC staff.

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING

Human ResourceHuman Resource1.1. HiringHiring2.2. FiringFiring3.3.Appraisal, Promotions and Pay IncrementsAppraisal, Promotions and Pay Increments

4.4. Training & DevelopmentTraining & Development5.5. Orientation of new EmployeesOrientation of new Employees6.6. Benefit AdministrationBenefit Administration

1.1. LeavesLeaves

2.2. AllowancesAllowances3.3. Other Welfare Policies; GratuityOther Welfare Policies; Gratuity

7.7. Disciplinary ActionsDisciplinary Actions8.8. Employee Administration; Deputations,Employee Administration; Deputations,

Transfers etcTransfers etc

Policy & Forms

Package

Policy & Forms

Policy & Forms

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING

MeetingsMeetings (BOD(BOD--Committees)Committees) Record KeepingRecord Keeping

1.1. SoftSoft

2.2. HardHard Data Integrity and SecurityData Integrity and Security

1.1. Client RecordClient Record2.2. Sales RecordSales Record

3.3. Meetings RecordMeetings Record

Office MessOffice Mess

PolicyProcedure

PolicyProcedure

PolicyProcedure

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING

Front DeskFront Desk1.1. Telephone Exchange and Telephone LinesTelephone Exchange and Telephone Lines2.2. Mail Handling, Recording and posting to COOMail Handling, Recording and posting to COO

a.a. In personIn personb.b. Snail Mail / CourierSnail Mail / Courierc.c. EmailsEmailsd.d. FaxesFaxes

3.3. Telephone EtiquettesTelephone Etiquettes4.4. Customer DealingCustomer Dealing5.5. Walk in VisitorsWalk in Visitors

TransportTransport (Within & Out(Within & Out--Station)Station)

Office MaintenanceOffice Maintenance

Office CleaningOffice Cleaning

Access and ControlAccess and Control1.1. Office HoursOffice Hours2.2. After Office HoursAfter Office Hours

Inventory RecordInventory Record1.1. Furniture & FixtureFurniture & Fixture2.2. Office EquipmentOffice Equipment3.3. StationeryStationery

PolicyProcedure

PolicyProcedure

PolicyProcedure

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING

Guest House Administration;Guest House Administration;1.1. Eligibility to stay (FIEDMC Officials,Eligibility to stay (FIEDMC Officials,

Guests, Others)Guests, Others)

2.2. ProcurementProcurement

3.3. Maintenance & CleaningMaintenance & Cleaning4.4. Utility Bills and Building Rent / TaxesUtility Bills and Building Rent / Taxes5.5. Inventory of AssetsInventory of Assets6.6. Cook (C)Cook (C)

7.7. Waiter (W)Waiter (W)8.8. Guard (G)Guard (G)9.9. Reimbursement of charges (Mess & other)Reimbursement of charges (Mess & other)

from FIEDMC Residents, Guests and CWGfrom FIEDMC Residents, Guests and CWG

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING

CoordinationCoordinationWithin FIEDMC esp. with TechWithin FIEDMC esp. with Tech and withand with

1.1. FESCOFESCO--WAPDAWAPDA--NEPRANEPRA--IPPsIPPs2.2. SNGPLSNGPL

3.3. PTCLPTCL--PTAPTA--NTCNTC4.4. WASAWASA--IrrigationIrrigation5.5. NHANHA--Punjab HighwayPunjab Highway6.6. Labour & ManpowerLabour & Manpower7.7. IndustriesIndustries--LACLAC8.8. EPDEPD--PunjabPunjab9.9. Local GovernmentLocal Government10.10.District GovernmentDistrict Government11.11.Other StakeholdersOther Stakeholders

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WINGRESPONSIBILITY GRIDRESPONSIBILITY GRID

SNSN NameName DesignationDesignation Function/ResponsibilityFunction/Responsibility DocmntDocmntRefRef

SubSub--Docs; Ref toDocs; Ref tofunc within a funcfunc within a func

11 Muhammad Faisal QasmiMuhammad Faisal Qasmi Mgr CoordMgr Coord HRHR FIEDMC/CFIEDMC/C&A/HR/01&A/HR/01

0808

22 ProcurementProcurement

33 Record KeepingRecord Keeping

44 Data Integrity &Data Integrity &SecuritySecurity

55 Front DeskFront Desk66 TransportTransport

77 Office MessOffice Mess

88 Office MaintenanceOffice Maintenance

99 Office CleaningOffice Cleaning

1010 Office Access & ControlOffice Access & Control

1111 Inventory RecordInventory Record

1212 MeetingsMeetings

1313 Coord with Tech WingCoord with Tech Wing

1414 Coordination (Outside)Coordination (Outside)

1515 Guest HouseGuest HouseAdministrationAdministration

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STANDARD OPERATING PROCEDURESTANDARD OPERATING PROCEDUREC&AC&A--HRHR SOP for HiringSOP for Hiring FIEDMC/C&A/HR/01FIEDMC/C&A/HR/01--0101

Purpose:Purpose: Hiring of Staff for FIEDMCHiring of Staff for FIEDMCScope:Scope: Hiring of Management, Technical and Support StaffHiring of Management, Technical and Support Staff..Note:Note: Candidates within the organization are not eligible to apply.Candidates within the organization are not eligible to apply.

Procedure:Procedure:1.1. Generation of request from an HOD will be forwarded to C&AGeneration of request from an HOD will be forwarded to C&A--HR with following info:HR with following info:--

1.1. Scope of Work / Job DescriptionScope of Work / Job Description2.2. Estimated volume of work in man hours/weekEstimated volume of work in man hours/week3.3. Working HoursWorking Hours4.4. Short Term / Long TermShort Term / Long Term5.5. Salary or GradeSalary or Grade6.6. CommencementCommencement7.7. Academic QualificationAcademic Qualification8.8. Professional / Tech SkillsProfessional / Tech Skills9.9. Computer Literacy / Particular Softwares?Computer Literacy / Particular Softwares?10.10. ExperienceExperience11.11. Gender Specific, why?Gender Specific, why?12.12. Age bracket, why?Age bracket, why?

2.2. Approval of Request from COO and CEOApproval of Request from COO and CEO3.3. Designing & Approval of Advertisement for publication with date and media detailDesigning & Approval of Advertisement for publication with date and media detail

4.4. Submission of approved advertisement to the Official advertising agency of FIEDMC forSubmission of approved advertisement to the Official advertising agency of FIEDMC forpublication in the desired newspaper.publication in the desired newspaper. Marketing ExecutiveMarketing Executive

5.5. Compilation of received CVs/applicationsCompilation of received CVs/applications6.6. Short listing of CandidatesShort listing of Candidates COO & Relevant HODCOO & Relevant HOD7.7. Intimation to Staff Recruitment CommitteeIntimation to Staff Recruitment Committee Company SecretaryCompany Secretary8.8. Files for SRC and Interview Call LettersFiles for SRC and Interview Call Letters9.9. Interview Day Preparation & AdministrationInterview Day Preparation & Administration10.10. Interview Proceedings and Record Compiling.Interview Proceedings and Record Compiling.11.11. Minute Sheet to CEO through COO for the approval of selected candidates.Minute Sheet to CEO through COO for the approval of selected candidates.

12.12. Signing of Appointment LettersSigning of Appointment Letters COOCOO--CEOCEO13.13. Issuance & Despatch of Signed Appointment LettersIssuance & Despatch of Signed Appointment Letters

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FORM FOR REQUEST OF MANPOWERFORM FOR REQUEST OF MANPOWER

C&AC&A--HRHR REQUEST FOR MANPOWERREQUEST FOR MANPOWER FIEDMC/C&A/HR/FrmFIEDMC/C&A/HR/Frm--0101

Scope of Work:Scope of Work:__________________________________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________________________________

Job Description:Job Description:__________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________ Estimated volume of work in man hours/week:Estimated volume of work in man hours/week:

__________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________ Working Hours:Working Hours: 99--55 Other:Other: please specify: _________________________please specify: _________________________ Short TermShort Term Long TermLong Term Full TimeFull Time Part TimePart Time InternIntern Commencement:Commencement: ____________________________________________________________________________________________________________________________

Cadre (circle please) Support Staff Officer Middle Mgr Management Senior ManagementCadre (circle please) Support Staff Officer Middle Mgr Management Senior Management Salary or Grade:Salary or Grade: 11--9 (1 being the lowest paid): ______________________________________9 (1 being the lowest paid): ______________________________________ RequirementsRequirements

Academic Qualification: _________________________________________________________Academic Qualification: _________________________________________________________ Professional / Tech Skills: _______________________________________________________Professional / Tech Skills: _______________________________________________________ ________________________________________________________________________________________________________________________________________________________ Computer Literacy / Particular Softwares? __________________________________________Computer Literacy / Particular Softwares? __________________________________________ Experience: ______________________________________________________________Experience: ______________________________________________________________

Gender Specific, Why? _________________________________________________Gender Specific, Why? _________________________________________________ ______________________________________________________________________________________________________________________________________

Age Bracket, Why? __________________________Age Bracket, Why? __________________________

Ref: ______________________________________Ref: ______________________________________ Date: ____________________________Date: ____________________________ Name: ____________________________________Name: ____________________________________ Designation: _______________________Designation: _______________________ Signatures: ________________________________Signatures: ________________________________

Signatures of HOD: __________________________Signatures of HOD: __________________________ Signatures of COO:Signatures of COO:________________________________________

Any Comments? _____________________________Any Comments? _____________________________

____________________________________________________________________________________ Signatures of CEO: ____________________Signatures of CEO: ____________________ Note: Use Additional Sheets (if required)Note: Use Additional Sheets (if required)

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KNOWLEDGE BASE IN FIEDMCKNOWLEDGE BASE IN FIEDMC

Do weDo we agreeagree thatthatAdopting this system willAdopting this system will

help us in Betterhelp us in BetterManagement ?Management ?

If Yes, please keep sittingIf Yes, please keep sitting If No, please disregard the next slides andIf No, please disregard the next slides and

see COO in his office shortlysee COO in his office shortly

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One small recommendationOne small recommendation

Refer toRefer to Job Description;Job Description; Charter of DutiesCharter of Duties

HR ManualHR Manual

COOCOO for elaboration on ambiguousfor elaboration on ambiguousactivities/tasks/functions (which doactivities/tasks/functions (which donot qualify or overlap within anot qualify or overlap within adepartments function)departments function)

Manager CoordManager Coord for assistancefor assistance

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What to do next?What to do next?Convert Tacit Knowledge into Explicit KnowledgeConvert Tacit Knowledge into Explicit Knowledge

Job Description;Job Description; Charter of DutiesCharter of Duties Identify TasksIdentify Tasks (involving your department only)(involving your department only)

requiring systems and procedures forrequiring systems and procedures for

implementationimplementation Identify TasksIdentify Tasks (involving other department (s)(involving other department (s)requiring systems and procedures forrequiring systems and procedures forimplementationimplementation

Write subWrite sub--taskstasks amalgamated in the major taskamalgamated in the major task

Suggest proceduresSuggest procedures for each of themfor each of them ProvideProvide Work InstructionsWork Instructions Get the workGet the work ratifiedratified by COOby COO for final adoptionfor final adoption