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Transcript of KohinoorTextileMillsByMr.Faisal
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Prepared by Faysal Ahmad Roll No. W581319
ALLAMA IQBAL OPEN UNIVERSITY
Dept. of Business Administration
Specialization: Human Resource Management
Internship Report
Kohinoor Textile Mills Limited
Submitted To: Chairman, Deptt. Of Business Administration
Submitted By:
Name: Faysal Ahmad
Roll No: W581319
Registration No: 07POA0010
Mailing Address: M. Hanif, House # 110-A, Street # 130,
Kooch Ghulam Dastgir, Charagh Din Road Mozang Lahore
Contact No: 0333-4900967
Date of Submission
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ACKNOWLEDGMENT
In the name ofAllah, the most Gracious, the most merciful
All praises for Almighty Allah, who guides us in darkness and helps us in difficulties
and due respect for Holy Prophet (Peace be upon him) who enables us to recognize our
creator.
First, I would like to thanks Almighty Allah who gave me strength to complete
challenging tasks & His blessings that He provided me confidence, guidance & strength
to complete this report. The journey has not finished yet and I pray to Him to show me
the straight path & help me more in future as I am nothing without His blessings.
Writing an internship report appeared to be a great experience for me. It added a lot to my
knowledge. Completion of internship report is not an easy task. It requires continuous
hard work. Completion of this report would have not been possible without the support of
all staff of HR department to whom I interacted. . I would like to thanks especially
Mr.Omer Shahid to their practical guidance and personal interest by which I become able
to complete this task.
Very special thank to all my dear teachers that build my personality and enable me to do
some creative work be a successful person in practical life.
I am responsible for errors and mistakes presented in the report and a positive and
constructive criticism will always be greeted warmth.
S.S.S.S.
NoNoNoNo
Description PageNo.
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1111 EXECUTIVE SUMMARY 6
2222 OBJECTIVE OF STUDYING THE ORGANIZATION 7
3333 A BRIEF INTRODUCTION 7
4444 DIVISIONS OF KML 8
5555 KOHINOOR MILLS LIMITED MAN POWER 11
6666 ORGANIZATIONAL HIERARCHY 12
7777 INFRASTRUCTURE 13
8888 HRM IN THE LIGHT OF HOLY QURAN AND HADITH 14
9999 LEADERSHIP STYLE 15
10101010 ALLAH SAYS 16
11111111 SAYINGS OF HOLY QURAN & PRACTICE OF HOLY
PROPHET
17
12121212 HUMAN RESOURCE PLANNING 18
13131313 HRM OPERATIONS 18
14141414 MAJOR FUNCTIONS 19
15151515 KOHINOOR HRM PHILOSOPHY 20
16161616 TRAINING & DEVELOPMENT 21
17171717 COMPENSATION & BENEFITS 23
18181818 INDUSTRIAL RELATIONS 24
19191919 HEALTH & WELFARE BENEFITS 25
20202020 SOCIAL COMPLIANCE 29
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21 HUMAN RESOURCE POLICIES 30
22 HUMAN RESOURCE INFORMATION SYSTEM 33
23 HUMAN RESOURCE DOCUMENTATION 34
24 RECRUITMENT & SELECTION 35
25 SOURCE OF RECRUITMENT 36
26 INTERNAL SOURCE 36
27 EXTERNAL SOURCE 37
28 STEPS OF HIRING FOR NEW VACANCY 39
29 RECRUITMENT OF PERMANENT WORKERS 40
30 RECRUITMENT OF TEMPORARY WORKERS 41
32 PERFORMANCE MANAGEMENT 42
33 PURPOSE OF PERFORMANCE APPRAISAL IN
KOHINOOR MILLS LIMITED
42
34 RETIREMENT 43
35 PROMOTION 43
36 EXIT INTERVIEW 43
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Executive Summary
37 EMPLOYEE RELATIONS 44
38 SUCCESSION POLICY 45
39 SWOT ANALYSIS 47
40 CONCLUSION 49
41 RECOMMENDATIONS FOR IMPROVEMENT 50
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As per requirement to complete MBA (HRM) Program at Allama Iqbal Open
University. I completed my Internship Program at Kohinoor Mills Limited.
This is for six weeks orientation prepared me to better understand the practicality
of different tools of business administration.
At the end of training program, it is required to submit an Internship report in
university and Kohinoor Mills Limited. The Internship report has been completed,
which is a result of ones time taking efforts. I prepared this report as what I
observed and what so ever I learnt here in Kohinoor Mills Limited. I also got the
help of companys published material.
My report covers a series of topical areas that I took them in analytical way. Major
portion of this report has been devoted to Companys introduction and particularly to
its management system. Efforts were to explore their hierarchies and identify the
channels of workflow here in Kohinoor Mills Limited. Then I discussed their major
management and HR activities. Finally, I drew conclusions.
Objective of Studying the Organization:
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My objective of studying the Kohinoor Mills Limited Industries Limited is to know about
the following things:
1. How management is analyzing work and planning for people?
2. What factors are most important to consider in developing a recruitment policy?
3. What screening and selection methods are available, and which ones are most
accurate?
Kohinoor Mills Limited:
A Brief Introduction
History
Kohinoor Mills Limited was incorporated as a Public limited Company on December
21st, 1987 and is located at 8th K.M., Manga Raiwind Road, District Kasur. The
Company produces greige cloth from cotton, blended and synthetic yarns.
Initially Kohinoor Mills Limited was a part of Saigol Group owing over 250000 spindles.
The Saigol Group represents a golden era of history of industrial and commercial
development in Pakistan.
The Group established industrial projects in the field of textiles comprising weaving,
Dyeing, and finishing facilities,
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Prior to nationalization of the private sector industries in the early 1970s the Group was
one of the largest in Pakistan. After nationalization, the group focused in textiles only.
Mission Statement:We at Kohinoor believe our employees to be our most valuable asset. We have a human
resource management department for every division because we view it as a competitive
advantage. Through HRM we are able to ensure that business goals are realized through
our workers while meeting their personal aspirations. It further ensures that only
motivated and professionally qualified people are employed. Kohinoor is an equal
opportunity employer with policies, which ensure that there is no discrimination on the
basis of caste, creed, sex, religion, etc.
Divisions of Kohinoor Mills Limited
Hosiery Division
KOHINOOR MILLSLIMITED
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Products:
Kohinoor Hosiery is engaged in the production of high quality socks with a capacity of
9.6 million dozen per annum. Its core product is 108 needle sports/casual socks.
Workforce:
The company enjoys the services of professionals in its various departments with a total workforce of 1900
individuals.
Turnover:
It has a total annual sales turnover of US$ 32.16 Million.
Weaving division
The project was initially established with 48 Sulzer Ruti shuttle-less looms of 153" width
from Switzerland with modern ancillary machinery to produce high quality fabric for
export markets.
Further expansions saw the installation of an additional 96 Tsudakoma air jet looms from
Japan in 1990 and a third shed comprising 60 state of the art Picanol Omni 340 cm wide
looms was installed in July 1998. In 2000-2001 old 48 Sulzer Ruti looms were replaced
by 48 lated Picanol Omni Plus 380cm looms. In addition to that latest Picanol Omni Plus
Jacquard Looms were also added.
The entire manufacturing process from warping to fabric inspection is monitored through
an on-line process control system from Barco. The marketing strategy is to explore new
markets both in quota and non-quota countries.
Products:
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Twills Yarn dyes
Poplin / Canvases Broken twills
Sateen Herring bone
Jacquards Bfc
Dobbies Ripstop
Dying Division
Kohinoor Dyeing has state of the art Dyeing & Finishing plant producing, Dyed, White &
PFGD Fabrics with a capacity of 3.0 Million meters per month. Kohinoor Dyeing has a
diversified customer base spread over different continents. It has long-term professional
relationship with most of the High Street Labels and famous chain stores:
PRODUCTS
Reactive, Disperse, VAT, Sulpher and Pigment dyed fabrics for bottom wear in;
100% Cotton
Poly cotton blends
Stretch fabrics
Genertek Division
Kohinoor Genertekis a power generation plant, engaged in power generation and
distribution since 1995. Its has the generation capacity of 29.28 MW and comprises of the
following types of Generation equipment.
Workforce
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The company enjoys the services of professionals in its various departments with a total
workforce of 65 individuals.
Turnover
It has a total turnover of US$ 10 million
Kohinoor Mills Limited Man Power
DIVISION MDGMDGMMANAGEREXECUTIVESUPERVISORWORKERSTOTAL
HOSIERY 1 1 3 5 35 77 1855 1977
WEAVING 0 3 0 7 35 53 695 793
DYEING 1 2 0 10 52 56 575 696
GENERTEK 0 0 1 3 5 12 49 70
POOL 1 1 2 6 18 29 81 138
TOTAL 3 7 6 31 145 227 3255 3674
Organizational Hierarchy
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Infrastructure:
GENERAL
MANAGER
PROCESSING
GENERAL
MANAGER
MARKETING
GENERAL
MANAGER
SPINNING
MANAGERFINANCE
PRODUCTION
MANAGER
STITCHING
MANAGER
HR & ADMIN
MANAGER
FOLDING
MANAGER
PURCHASE
MANAGER
PPC
MANAGER
Q/A
MANAGER
ENG.SERVICESGENERALMANAGER
SALES
MANAGING
DIRECTOR
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Kohinoor has planned infrastructure and buildings available which have been designed to
take the current capacity to the next levels.
BUILDINGS
FACTORY
BUILDING
SQFT
RESIDENTIAL
BUILDING
SQFT
TOTAL SQFT
HOSIERY 301,665 189,090 490,755
WEAVING 285,606 140,339 425,945
DYEING 244,543 30,642 275,185
APPAREL 146,808 - 146,808
GENERTEK 71,560 13,982 85,542
TOTAL AREA 1,050,182 374,053 1,424,235
HRM IN THE LIGHT OF HOLY QURAN AND HADITH
Allah Almighty says, Travel through the world and observe.
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In another place, He says, Learn from the happenings with the previous nations
Also,
There are signs for those who are in search of truth and possess wisdom
So, I believe that we can get the guidance and instructions at any of the matter that we
confront in our lives. But the need of the hour is that we must have the required urge for
this purpose. We must be eager to find the truth. Allah always rewards those who are
struggling on the right path and wish to be close to him. Thats why, a person must be
patient, determined and firm footed.
All the advanced nations in the world are doing research work by studying & grasping
the exegesis of Holy Quran. Top ten banks of the world are Japanese and none of them
charges interest just because those people have understood the truthfulness of our holy
book. They also developed the best irrigation system of the world.
So, each & every practice in Islam is a complete blessing in itself. We have to adopt them
and their meanings & purposefulness will automatically be portrayed on us. Here, I cant
help mentioning the true story of a Pakistani doctor. When this particular doctor visited
abroad, he saw that foreign doctors were asking the patients to perform all those activities
(as exercise), which we perform while saying prayer. Hence, we will be safe from
countless diseases by just performing prayers five times a day.
In this regard, we have made just a minor effort to enlighten some of the aspects of
Human Resource Management under the light of Holy Quran and Hadith.
Leadership Style
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It is very important to decide about the leadership style in order to successfully apply the
principles of Human Resource Management and achieve the organizational goals.
Although, we feel that Holy Prophet has communicated divine rules to us that cant be
objected. The followers have to accept them as they are. By time, it was proved that if
consensus would have done on them, the same rules would had come out of them. On
many occasions, verses were revealed in the favour of opinions of the companions of
Holy Prophet. Holy Prophet had the perfect democratic leadership style. Few of the
advantages to pick and apply this style are discussed below.
In our business environment, no compromise can be done on the achievement of
organizational goals. A democratic leader can better negotiate the goal to achieve. It
ensures and fixes that the goals are obtainable. This gives a sense of participation to the
employees. As a result, both, the morale & the motivation of employees go to the peak.
When all the relevant people gather to set the goals & plans to achieve them, all
of them agree on the common goals at last. They all become committed to them. Then all
of them unite to win these goals and become a strength that ensures the achievement of
these goals. A trust is developed not only within the employees but also on the
management of the firm.
As a result of high morale, they struggle hard to win goals. The entire group has
the required desirability to obtain common goals. They become ready to reach the set
targets at any cost.
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A very important advantage of this leadership style is that both the leader and the
employees feel a high sense of responsibility on themselves. They become answerable for
their own set goals.
On adopting this style, a manager comes in a better position to perform his
responsibilities like of communicator, counselor, coacher and appraiser. He can very well
deliver the preferences of the firm, responsibilities on the part of the employee. Now he is
better able to appraise the employee because they set the targets himself.
Allah Says
Hold tightly onto Allahs rope.
Allah has given the most appropriate and logical principles to lead life in the Holy Quran.
These were applicable 1400 years ago as well as in the present era. This book gives the
feelings of equality that the rich are not given any special or superior book as compared
to the poor. It means that on the basis of these eternal rules, you have to develop different
systems to lead your lives. No one will be exempt from these principles. In fact, it was
the unbiased justice system of Islam that convinced Non-Muslims to embrace Islam.
And say prayer
Whenever, we say prayer, we stand side by side with each other. We start from Allah
Akbar. It doesnt just mean that we are going to bestow. It invites the believers to bury
the old enmities. All the Muslims are asked to put aside the whole differences and gather
for the cause of Allah. This is the way to assure the people that they are equal in all
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respects. When the destination of all is same (Allah) and also the method to access Him.
They all bow to Allah to pray to Him.
SAYINGS OF HOLY QURAN & PRACTICE OF HOLY PROPHET
It is clearly mentioned in Islam that the basis of an Islamic government will be consensus.
Holy Prophet always used to consult with his followers. There is no concept of heirs of
kingdom in Islam. Thats why, all the four caliphs were selected through the consultation
of companions after the Holy Prophet. Any caliph didnt appoint any particular person.
Every one just pointed out the most eligible persons to bear the responsibility of being the
leader of all the Muslims.
When the Muslims became victorious in the battle of Badr, a number of non-believers
were also brought as prisoners. Then Holy Prophet asked for the opinions how to treat
with these prisoners. Hazrat Umer suggested that every Muslim should be handed over
his own relatives. So, he will kill these relatives. An opinion was of charging ransom for
their freedom. This was a new practice in Arab.
Similarly, another event shows that how much importance, Holy Prophet used to give to
the consultation and opinions of his followers and same is appreciated by Allah
Almighty. So, when Holy Prophet intended to attend the funeral of a hypocrite named
Abdullah Bin Abee, hazrat umer, showing anger, said to him that you would go to the
funeral of a hypocrite. Then, the revelation also came in the favour of opinion of Hazrat
Umer.
This shows that even Allah also likes positive and logical consultation.
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Human Resource Planning
Human resource planning is all about measuring the organization need to identify the
numbers of employees and skills required to do those jobs. Further, an understanding of
available competencies is necessary to allow the organization to plan for the changes to
new jobs required by corporate goals
HRM Operations
At a general level, it is important to analyze training needs against the backdrop of
organizational objectives and strategies. Unless you do this, you may waste time and
money on training programs that do not advance the cause of the company People may be
trained in skills they already possess the training budget may be squandered on rest and
recuperation sessions, where employees are entertained but learn little in the way
required job skills or job knowledge, or the budget may be spent on glittering hardware
that meets the training directors needs but not the organizations.
It is also essential to analyze the organizations external environment an internal climate.
Trends in the strategic priorities of a business, judicial decisions, civil rights laws, union
activity, productivity, accidents, turnover, absenteeism, and on the job employee behavior
will provide relevant information at this level.
However, assessing the needs for training does not end here. It is important to analyze
needs regularly and at all three levels in order to evaluate the results of training and to
assess what training is needed in the future.
At the organizational level, senior managers who set the organizations goals
should analyze needs.
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At the operations level, the managers who specify how the organizations goals
are going to be achieved should analyze needs.
At the individual level, the managers and workers who do the work to achieve those goals
should analyze needs, keeping in mind that performance is a function both of ability and
motivation.
Major Functions of HRM
Every organization whether it is a multinational conglomerates a small business, a
religious institution or a government agency depends on people. Appropriate candidates
for each job from chairman of the board to night shift janitor must be located either inside
or outside the organization and they must be convinced by pay benefits and working
conditions to take and keep the job. They must also be trained and motivated. Handling
these functions is part of human resources managements job.
they feel burden on themselves.. There are six steps.
1. Human resources planning
2. Staffing
3. Training & Development
4. Compensation Management
5. Employee Evaluation
6. Employee Movement and Replacement
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Kohinoor HRM Philosophy
Our people are our most valuable asset.
Kohinoor view Human Resources as a competitive advantage.
To ensure business goals are realized through people while meeting their own
personal aspirations.
To ensure only motivated and professionally qualified people are employed.
Kohinoor is an equal opportunity employer with policies to ensure there is no
discrimination on the basis of caste, creed, sex, religion etc.
COMPENSATION
&Benefits
INDUSTRIAL
RELATIONS
SAFETYHEALTH
&Environment
SOCIALCOMPLIANCE
TRAINING&
DEVELOPMENT
HUMANRESOURCE
MANAGEMENT
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Training & Development
Training and Development of employees is a core value at Kohinoor Mills Limited
Management supports training and development programs to ensure motivated
and professionally competent people are available within the organization. This is
an essential responsibility of every manager and is a part of his or her key result
area and objectives.
A corporate training department, which apart from assessing individual training
needs also, provides extensive in-house training and consultancy for the
development of employees.
HRO is responsible for Employee Orientation.
Immediate supervisor is concerned if an employee is queries even after
orientation.
Formal training programs both for the employees and management.
Absenteeism 1.3% of in the last 6 months
Training Centers
Specialized training officer is used for effective training programs which werent
used previously.
Workers club and training centers are specifically designed for training.
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Training Cost
All aspects are trained but mostly need base job skill development.
0.4-.5% avg. of total wages is estimated training cost.
Normally 20-25 employees are under training at a time
Training and Development Policy (KML)
Scope and Purpose
KML is committed to excellence in training and development of its manpower
appropriate to their duties/responsibilities. The objective is to impart knowledge, develop
skills and bring about a change in the attitude of employees. It will enable achieving
Company objectives as efficiently and effectively as possible and to provide the
opportunity for employees to realize & achieve mutually agreed goals.
This procedure identifies KML approach to Human Resources Development and
describes the methods to be used for the efficient and effective development of KML
personnel.
Implementation
The Managing Director of each company has over-all responsibility for ensuring
implementation of the training policy. He delegates in the first instance this responsibility
to his Human Resources Department.
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Compensation & Benefits
Compensation systems are communicated to the employees using employee handbook,
newsletters and circulars.
COLA is used and varies pay to pay scale.
Security scheme. Company contributes 7% of wages for medical facilities to
employees, spouse, children and parents. Dispensary/injury treatment Center
located in the colony.
Group Health Insurance - Other employees are covered under group
hospitalization insurance.
Old-age Pension - Company contributes 5% of wages for each employee for
pension for male and female employees at age of 60 and 55 respectively.
Group Life Insurance - All employees insured ranging from 100,000 to 400,000
for various categories.
Childrens Education - Company contribute Rs. 100 per year for each employee,
which provides grants and scholarships to employees children.
Personal Protective Equipment - All employees provided personal protective
equipment.
Contributory Provident Fund - 8.3% deducted from wages with equal amount
contributed by the company.
Working Hours - : 8hr/shift (inclusive of lunch & tea breaks)
Workers Participation in Companys profit - 5% of Net profit is contributed
towards the fund.
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Leaves - 8 sick; 10 casual, 14 earned leaves annually and 12 Weeks maternity
leaves.
Canteen - Self-service canteen where subsidized hygienic food is served round the
clock.
Dowry - Daughter Marriage - Besides dowry Funds paid by the Social Security
Rs. 3000/- each is paid by the Mills for first two daughters.
Water Purification Plant
Recreational/Sports Facilities
Carriage of Dead Body - Paid by the Mills depending on the distance covered.
Colony - Employees provided free accommodation with recreation facilities.
o Family Quarters - 470
o Number of residing single - 500
Utilities - Free Electricity, gas and water to colony residents.
Transportation - Pick and drop facility for female employees
Industrial Relations
Compliance of All Applicable Labor Laws
KML comply with all applicable labor laws:
Factories Act, 1934 - Law regulating labor in factories
West Pakistan Industrial and Commercial Employment (Standing Orders)
Ordinance, 1968 - Law relating to Industrial and Commercial employment.
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Industrial Relations Ordinance, 1969 - Law relating to the formation of Trade
Unions; regulating of relations between employees and workmen and avoidance
and settlement of any differences or disputes arising between them.
Provincial Employees Social Security Ordinance, 1965 - Scheme for providing
benefits to certain employees or their dependents in the event of sickness,
maternity, injury or death etc.
Employees Old-Age Benefits Act, 1976 - Act relating to old age pension for
person employed in industrial, commercial and other organizations.
Employment Children Act, 1991 - Act to prohibit employment of children..
Company Profits (Workers Participation) Act, 1968 - Act to provide for
participation of workers in company profits.
Workers Children (Education) Ordinance, 1972 - Law relating to education of
workers children.
Workmens Compensation Act, 1923 - An Act to provide for the payment by employers
to workmen for compensation relating to injury by accident.
Health & Welfare Benefits
Health & Safety is essential for their success. The principles by which they operate:
All work related injuries and illnesses are preventable.
Compliance with local regulations is a priority.
Line Management accountable in Health &Safety performance.
Energy, water and other resources, both natural and man-made, will be utilized
efficiently to minimize waste
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Policies to regulate Health & Safety of employees and operations
Health & Safety Policy
To prevent accidents or incidents this may result in injury. To ensure healthy and safe
working conditions by identifying and eliminating all occupational health and safety
hazards. To continuously monitor and evaluate the effectiveness or the safety
performance of all Group Companies.
Occupational Health
The first aid services and trained first aiders are available on the site at all times.
Personnel suffering from any injuries, infectious diseases, infections or rashes, or contact
with infectious diseases must report these to their immediate supervisor.
Monitoring
Potential hazards which can include exposure to dusts, harmful vapors and unacceptable high
noise levels will be eliminated as far as practicable and when this is not possible full personal
protection will be provided.
Accident & Work Related III-Health Reporting, Notification & Investigation
It is KMLG policy that all accidents including non-injury accidents and related
conditions of ill-health MUST be Reported-usually by the person injured or involved.
Noise Level
To maintain work environment that does not subject employees to noise levels, which
could result in a loss of hearing capability. Company must carry out noise monitoring
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to ensure that employees are not exposed to noise levels that exceed the company
standard of 85 dB (A)
Personal Protective Equipment
It is the policy of the KML to prevent exposure of staff to harmful substances and
physical hazards so far as is reasonably practicable. Following appropriate engineering
controls, consideration MUST be given to whether additional protection should be
provided in the form of personal equipment. Risk to eyes, face, head, skin, hands, ears,
and feet should be assessed for each activity and appropriate protective equipment
provided.
Tobacco Smoking Policy
It is the policy of the KML to provide a health environment for all employees and to
encourage a healthy lifestyle to help reduce health risks. Employees who do not
smoke MUST not be exposed to tobacco smoke. To this end, one goal should be to
become totally non-smoking at site.
Committee
Health & Safety Committee
First Aid
First Aid Boxes
Trained First Aiders
Social Security Dispensary/ITC
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Fire Safety
Separate Fire Section
Fire Hydrant System
Fire Extinguishers
Operating Instructions in Local Language
Fire Fighting Training
Monthly Fire Equipment Inspection
Record/History of Fire Equipment
Fire Incidents Notification
Chemical Safety
Proper Storage of Hazardous Chemicals
Material Safety Data Sheets in Local Language
Safety Signs & Posters
Chemical Handling Training
Personal Protective Equipment & Emergency Showers
Workers Awareness
Workers Hand Book
Health & Safety Manual
sops & Awareness Training
Health & Safety Notice Boards
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Social Compliance
Social Responsibility is one of the central values of Maple Leaf Group.
KML follow and meet all the requirements ofSA-8000 standards and believe in social
responsible trading.
Child Labor
Forced Labor
Health and Safety
Discrimination
Disciplinary Practices
Working Hours
Compensation
Management System
Freedom of association and right of Collective Bargaining
One company of KMLG Group has achieved SA-8000 certification
Handy cap Quota is currently 1.2% in KML out of 2% standard
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Human Resource Policies
Human Resources policies reflect the Groups over-all purpose and culture.
KML revise its policies every 2 years. A list of policies published in the KML is as
follows;
1. Recruitment Policy
To recruit and retain capable and qualified employees. Placing right people on the right
job that is willing to contribute their best efforts to accomplish objective of the
organization
2. Performance Appraisal & Management System
To assist the extent to which employees are performing their job effectively and to
propose measures to enhance utilization of their potential. It provides an opportunity to
reward good performance and to pin point areas needing improvement.
3. Promotion Policy
To promote people from within whenever possible, provided suitable person with
requisite academic/technical qualification with necessary experience capacity of hard
work and shouldering responsibility are available
4. Engagement of Management Trainee Policy
To induct young qualified professionals at entry levels to meet the future requirement of
the company and impart systematic training to develop potential leaders
5. Car Policy
To provide guideline to define, monitor and administer the policy regarding company,
maintained car allotted to certain categories.
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6. In country Travel Policy
The purpose of this policy is to set-forth travel rules for the employees and to determine
reimbursable entitlement for various expenses incurred when they are on the company's
business within Pakistan
7. Transfer Policy
The purpose of this policy is to set-forth transfer rules for employees within the group
companies. The principle governing the transfer shall be the interest of the Kohinoor
Mills Limited.
8. Training & Development
KGML is committed to excellence in training and development of its manpower
appropriate to their duties / responsibilities. The objective is to impart knowledge,
develop skills and bring about a change in the attitude of employees. It will enable to
achieve company's objectives as efficiently and effectively as possible and to provide the
opportunity for employees to realize & achieve development of KGML personnel.
9. Succession Policy
To identify successor to key jobs and high potential employees to assure a study flow of
internal talent to fill important openings.
To encourage "hiring from within" and create an environment in which employees have
career and not merely jobs.
To identify Human Resources Shortage and skill deficiencies before opening occurs
which will ensure greater continuity of operations and availability of qualified incumbent.
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10. Retirement Policy
To fix age, at which most people normally retire for work, enabling the company to do
succession planning and induction of new blood in the organization.
11. Overseas Travel Policy
The purpose of these rules is to set forth travel instructions for the employees and to
determine reimbursable entitlement for various expenses incurred when they travel on the
Company's Business outside Pakistan
12. Record Policy
To provide guide-lines for the retention of useful records for reasonable period and
destroy after lapse of certain period keeping in view its utility.
13. IT Policy
The overall objective of having IT Policies and procedures is to protect the integrity,
confidentiality, and availability of information. The primary threats either accidental or
deliberate that keep an organization from attaining this goal are unauthorized access,
modification and destruction, as well incompatible hardware, poor quality networks and
non standardized or illegal software.
14. Security Policy
The purpose of these rules is to set-forth security instructions and continuously monitors
& evaluates security performance and effectiveness of all Group Companies. To prevent
theft, pilferage of material/information and regulate entry of only authorized personnel in
the Mills premises.
15. Grade & Salary Structure
16. Tobacco Policy
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17. Accident work related
18. Reporting, Notification & investigation
19. Grade & Salary Structure
20. MIS-Human
21. Resources
Human Resource Information System
Maintaining an up to date record of employees working in the organization is critical.
KML is also doing this job both on software as well as on the papers. Besides a lot of
paper work KML is using Oracle 11i wherelot of information is stored regarding
employees working in the organization like; Employees personal bio-data and payroll
system etc.
A separate Time and Attendance System is to be launched for which KML has received
no. of offers from different vendors and for one which they did test checking for the
period of one month is A to Z technologies situated in Lahore.
KML has its own production house in Lahore called IT department. But initially they rely
on using fox-pro and clippers. Payroll System is the interface between Human Resource
department and the finance Department.
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Human Resource Documentation
A huge stock of stationary can be found in the HR Department of KML regarding
employee records because their HR Department keeps an up to date record of each and
every activity of its employee like; Job Analysis, Job Descriptions, Job Evaluations, paid
time off and bulk of other important record.
Personal Files of Employees are maintained and following is included in it;
1. Personal Requisition Form
2. Application for employment
3. Performa Personal Particulars
4. Testimonials
5. Applicants ID card
6. Applicants Photograph
7. Experience Certificate
8. Written Test Mark Sheet
9. Interview Rating Form
10. Medical Certificate
11. Selection Process Report
12. Applicant Appraisal Form
13. Appointment letter
14. Joining Report
15. Induction Training Form
16. Confirmation Letter
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Source Of Recruitment
There are two kinds of source Kohinoor Mills Limited uses for recruitment .They are
1. External source
2. Internal source.
We try to discuss all relative sources which are used for recruitment in Kohinoor Mills
Limited.
Internal Source
Kohinoor Mills Limited thinks that current employees are a major source of recruits for
all but entry-level positions. Whether for promotions or for Lateral job transfers,
internal candidates already know the informal organization and have detailed information
about its formal policies and procedures. Promotions and transfer are typically decided by
operating managers with little involvement by HR department.
Job-Posting Programs
HR departments become involved when internal job openings are publicized to
employees through job positioning programs, which informs employees about opening
and required qualifications and invite qualify employees to apply. The notices usually are
posted on company bulletin boards or are placed in the company newspaper.
Qualification and other facts typically are drawn from the job analysis information.
The purpose of job posting is to encourage employees to seek promotion and transfers the
help the HR department fill internal opening and meet employees personal objectives.
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Not all jobs openings are posted .Besides entry level positions, senior management and
top stuff positions may be filled by merit or with external recruiting. Job posting is most
common for lower level clerical, technical and supervisory positions.
Departing Employees
An often overlooked source of recruiters consists of departing employees. Many
employees leave because they can no longer work the traditional 40 hours work week
.School, child care needs and other commitments are the common reason. Some might
gladly stay if they could rearrange their hours of work or their responsibilities .Instead,
they quit when a transfer to a part-time job may retain their valuable skill and training.
Even if part-time work is not a solution, a temporary leave of absence may satisfy the
employee and some future recruiting need of the employer.
External source
When job opening cannot be filled internally, the HR department of KOHINOOR MILLS
LIMITED must look outside the organization for applicants. We discuss all the external
source of recruitment at bellow:
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Walk-ins and Write-ins
Walk-ins are some seekers who arrived at the HR department of KOHINOOR MILLS
LIMITED in search of a job; Write-ins are those who send a written enquire .both groups
normally are ask to complete and application blank to determine their interest and
abilities. Usable application is kept in an active file until a suitable opening occurs or
until an application is too old to be considered valid, usually six months.
Employee referrals
Employees may refer job seekers to the HR department .Employee referrals have several
advantages .Employees with hard to find job skill may no others who do the same
work.
Employees referrals are excellent and legal recruitment technique, but they tend to
maintain the status quo of the work force in term of raise , religions , sex and other
characteristics , possibly leading to charges of discrimination.
Advertising
Want ads describe the job and the benefits, identify the employer, and tell those who are
interested how to apply .They are most familiar form of employment advertising .for
highly specialist requites, ads may be placed in professional journal or out of town
newspaper in areas with high concentration of the desired skills
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Example:
General Manager- production (ref: PM)
-Age: 28-35 years; Graduate with specialization in garment mfg technology from NIFT
or equiv.
-Minimum 10 years experience in similar position of a unit with a minimum of
1000machines.
-Must have detailed hands on knowledge of industrial engineering.
We offer competitive salary which is commensurate with experience and qualification.
If you aspire to an exiting and rewarding career , send your detailed resume, quoting your
present and expected salaries to jobs.
Internet
Now today no body thinks anything without internet. So Kohinoor Mills Limited give
their advertise at internet.
Example:
http://www.kohinoormills.com/
Steps of Hiring for New Vacancy
1. Job Analysis
2. Job Specifications
3. Job Description
4. Requisition Form
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5. Database
6. Written Exam
7. Screening Interview
Recruitment of Permanent Workers
The concerned departments will raise a requisition to Incharge Time Office
A. The Incharge Time Office after checking the vacant posts will invite the
applications and will ask the short listed candidates to fill the preliminary form
attaching the copy of Identity Card, Metric Certificate or Certificate of more
qualification, experience Certificate if any. Asstt. Labor Officer will verify his age
and qualification and will sign the application form
B. A short interview will be taken by the General Manager/Managers from the
concerned departments to check the candidate's eligibility/suitability for the job.
The recommended applications will be forwarded to Manager HR & Assistant
Manager HR & Administration who will accord final approval for recruitment.
C. The Service Record Keeper will then issue a Trial Card and the worker will be
allowed to go for Trial in the Mills Area for a period of maximum 03 days
D. On completion of the trial period the concerned head of the department will
declare fit on the specified column in the Trial Card or otherwise and the
Assistant Labor Officer will countersign the Trial Card Form, otherwise in case of
unfitness his service will be liable to be terminated
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E. The Service Record Keeper will than issue Nomination Form, Medical Slip and
Mills Departmental Ticket to the worker for onward completion of necessary
formalities/signed by the Concerned Authorities specified in the relevant column.
F. An appointment letter will be issued by Assistant Labor Officer/Industrial
Relations & Labor Welfare Officer after getting prior approval from Manager HR
& Admin, hence workers will be taken on probation for a period of 03 months.
G. The worker will be confirmed after satisfactory completion of 03 months
probation period and to this effect, a confirmation letter will be issued to him duly
H. After confirmation, the management can terminate the services of workers by
giving 30 days notice in writing or 30 days pay to the company in lieu thereof.
Recruitment of Temporary Workers
A. The worker will fill an initial application form recommended by the Concerned
Head of the Department and will attach thereof the copy of I.D. Card and
Educational Certificate for submission to the Incharge Time Office.
B. The Incharge Time Office after checking the vacant post will verify his age,
qualification and other particulars from the documents attached which will be
countersigned by the ALO
C. A temporary appointment letter will be issued to the worker duly signed by the IR
& LWO. The letter will be issued on purely temporary basis till the completion of
job not exceeding than 90 days (3 Months).
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Performance Management
Performance appraisal is the process of assessing employees past performance, primarily
for reward, promotion and staff development purposes.
Performance appraisal (is) a process that identifies, evaluates and develops employee
performance to meet employee and organisational goals.
Performance Appraisal doesnt necessarily use to blame or to provide a disciplinary
action.Previous management theories used to view performance appraisal as a stick that
management has introduced to beat people. Performance appraisals are now more
clarified and they concentrate on developing organizational strengths and employee
performance.
Employees are given promotion subject to the conditions that vacancy and
competency
No training is provided for those who conduct interviews.
HRO checks the references.
References check is not documented.
Turnover rate is 7% in the last 6 months
Purpose of Performance Appraisal in KOHINOOR MILLS LIMITED
To review past performance
To assess training needs
To help develop individuals
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To audit the skills within an organization
To set targets for future performance
To identify potential for promotion
To provide legal & formal justification for employment decision
To diagnose the hidden problems of an organization
For Reference See (Annex A)
Retirement
The retirement age at KML is 60 years. (Annex B)
Promotion
To promote people from within whenever possible, provided suitable person with
requisite academic/technical qualification with necessary experience capacity of hard
work and shouldering responsibility are available
For Reference See (Annex C)
Exit Interview
An exit interview is conducted at the time of retirement or when an employee
leaves the organization for any reason and that includes following questions;
1. What is your reason for leaving?
2. Why did you decide to seek employment elsewhere?
3. . Are there any other reasons why you are leaving?
4. Was your job here the way you thought it would be after hearing it described in job?
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5. As an employee, were you given all of the information you needed to perform your
job?
6. How did you feel about the quality of training you received for your job?
7. How did you feel about the supervision in your unit?
8. How did you feel about your rate of pay in relation to the type of work you did?
9. How did you feel about opportunities for advancement within the company?
10.What do you think of company benefits?
11.What was the most common complaint of fellow employees?
12.What were the things you liked most about working here?
13.What were the things you like least about working here?
14.What changes would you make to make this a better place to work?
15.Would you refer friends to the KML?
16.Is there anything you would like to add about your reasons for leaving?
Employee Relations
KTM is Freedom of association and right of Collective Bargaining and believe in social
responsible trading. KTM has three unions but they allow 0% outsiders;
Labor Union; Is also the CBA
Mazdoor Union
Workers Union
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Succession PolicyIt is the Company policy to identify successors in advance for key positions, which maycreate unusual situation at the time of recruitment or separation from the company. Thesuccession policy is as under:
Objective
To identify Successor to key jobs and high potential employees to assure a steady flow of
internal talent to fill important openings. .
To encourage "hiring from within" and create an environment in which employees have
careers and not merely jobs.
To identify human resources shortages and skill deficiencies before opening occurs which
will ensure greater continuity of operations and availability of qualified incumbents.
Policy
It is the Policy of KMLG to identify successors in advance for key positions, which may
create
unusual situation at the time of recruitment or separation from the company.
Procedure
Replacement Chart.
Each unit will prepare its Replacement Chart (HRGP 19/F-O1) depicting all such
positions covered under this policy.
Replacement Charts are a visual representation of who will replace whom if there is an
opening and based on two variables i.e. present performance and promotability.
Replacement Chart will be reviewed after every two years, however, in case of any
movement of any Executive it may be updated accordingly.
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Replacement Summary.
Replacement Summary (HRGP 19/17-02) will be prepared as and when an employee
attains age of 59 years or services notice of separation from the company. This provides
considerably mare data than do replacement chart and follow decision-maker to make
more informed choices.
Human Resources Manager of each Group Company will be responsible for preparing
the Replacement Summary for onward submission to the Chief Executive Officer.
Confidentiality
Whether Replacement Chart or Summaries are used this information is normally kept
confidential. Confidentiality not only guards the privacy of employees but also prevents
dissatisfaction among those who are not immediately promotable.
Preparation of Succession Plan
Group General Manager Human Resources will arrange to initiate Succession Plan of
Senior and key positions (Particularly employees in guards M-18 & Above) in the form of
Replacement Chart and forward to the concerned Chief Executive who will finalize it in
consultation with the
Chairman.
Succession Plan of Dept./Section Heads (in grades M-16 & M-17) will be initiated by the
concerned Human Resources Manager and forwarded to the Chief Executive Officer who
will
finalize it in consultation with the Department Head.
Implementation
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The Managing Director of each Group Company has the over-all responsibility for
ensuring the
implementation of this policy.
SWOT ANALYSIS
SWOT analysis means the analysis of strength , weakness, opportunity and threats . For
Kohinoor Mills Limited Textiles Ltd. It is given below:
Strength
Kohinoor Mills Limited Textiles Ltd. Is a rapidly expending Company. All the units of
the factory enjoy highly of machinery are imported from Germany, Switzerland, Italy &
Japan . As a result it can maintain a smooth rate of production. Well trained human
recourses are another strength of the Company . They train up their key personally in the
country and abroad. So that the Company can get some competitive advantages over the
competitions. The HRM practice is also remarkable.
Weakness
There are too many departments under the super vision of the general manager which can
cause low productivity due to large span of super vision.
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Opportunity
There are bright opportunities for the Company in the overseas market . If is can
communicate well and capture a significant market portion in the Europe and USA
market, it can get scale of economic.
FINDINGS AND RECOMMEDATIONS
Findings: The size of the industry is still growing. Kohinoor Mills Limited Textiles
Limited is one of the first movers in this sector. It has managed to be grown up as one of
the countrys leading Textile Company. Its increase turnover has been significantly
increasing. It is providing employment to a large number of skilled and unskilled people
all over the country.
Recommendations: From the analysis with the organization structure we have seen that
its span of super vision is too large. A number of departments report directly to the
general manager. If the number were less the efficiency and productivity of the
organization might be increased. Quality control department should remain prompt
always. So that it can maintain a certain level of standard as per the market demand to
capture the foreign market share it should strive more.
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Conclusion
KML being the largest and oldest textile company in Pakistan has obtained all the quality
assurance certificates which a company needs to be successful in the competitive global
market. Top management and employees work side by side for continuous improvement
of the quality. Employees are involved in decision making at every stage through
different Employee Involvement program. The top management with the board develops
strategies but involvement for supervisory division is also there. KML emphasize greatly
on Human Resource practices and HR department is very much concerned about the
betterment of employees. KML is working very well for making its employee more
secure and stable in case of jobs. Kohinoor textile mills maintain a very stable system for
quality management. They have separate divisions for each process, which contribute a
lot in meeting the high standards. KML main strategy is "customers come first" and they
fulfill their customer needs by constantly improving their quality and by doing so they
produces one of the top quality textile products. There is excellent communication
between the HR, Marketing, Sales and production department, which lead to increase the
profit margin of the company.
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Recommendations For Improvement
Organizations big or small profit or unprofitable have problems and there are always
chances of improvements. This is also the condition for Kohinoor Textile Mills Limited.
As problems and difficulties have been identified, now here are some suggestions that
may help the organization to improve. This is also the condition for Kohinoor Textile
Mills Limited. As problems and difficulties have been identified, now here are some
suggestions that may help the organization to improve
In processing department there is a need of skilled workers. There are certain
departments of processing in which employees have been working since long but
their efficiency is not improved and unsatisfactory results come out sometimes.
The skilled labor will not only improve the efficiency but also will improve
effectiveness. There should be chances given to skilled workers to enter the
organization.
Job analysis should be done to know what are the jobs needed in the organization.
I know some persons who are doing the job of two or three persons.
There should be more fringe benefits for the employees taking into consideration
there devotion skill and experience. This higher level would make the employees
more efficient and effective.
The first aid and other medical facilities should be provided to the employees with
in the mill area. There is continuous working in the mill and every time there are
chances of any accident or unpleasant incident. So in order to handle this type of