An Assignment By

C R Weerakkody

MGT 2208

Organizational Design

Level II Semester V

Course Facilitator: - Ms.Sewwandi Ranasinghe.

Department of Management and Organization Studies

Faculty of Management and Finance

University of Colombo

16/03/2012

Contentsintroduction...........................................................................................................................2

Certis lanka security solutions (pvt) ltd..................................................................................2

Structural dimension of certis lanka security solutions private limited..................................4

Formalization.....................................................................................................................4

Specialization.....................................................................................................................5

Hierarchy of authority........................................................................................................5

Centralization.....................................................................................................................6

Professionalism..................................................................................................................6

Personal ratios...................................................................................................................7

Security officers ratio.....................................................................................................7

OIC ratio.........................................................................................................................8

LSO ratio.........................................................................................................................8

SSO ratio.........................................................................................................................9

JSO Ratio........................................................................................................................9

Administrative ratio.......................................................................................................9

Contextual dimension of certis lanka security solutions......................................................10

Size...................................................................................................................................10

Organization technology..................................................................................................10

The environment..............................................................................................................11

Industry........................................................................................................................11

Government.................................................................................................................11

Customers....................................................................................................................12

Financial community....................................................................................................12

The organization goals and strategy.................................................................................12

Certis lanka strtergies to satisfy customers..................................................................12

Certis lanka stratergies to motivate employees...........................................................13

Certis lanka strategies to face to competition..............................................................13

Organization culture.........................................................................................................13

Refferences..........................................................................................................................14

INTRODUCTION

Organizations have been analyzed through contextual and structural dimensions.

These are the two type of organizational dimension. Structural dimensions provide

labels to distinguish some key, internal characteristics of an organization, such as the

degree of formalization. They provide a basis for comparing the composition of

organizations. Contextual dimensions characterize both the organization as a whole,

including its size, technology, etc. and the broader organizational setting. To

understand and evaluate organizations, it is important to examine both structural and

contextual dimensions. This is to identify and discuss certis lanka security

solutions’ dimensions along with structural dimensions and contextual dimensions.

The following is a brief explanation of these two types of dimensions of certis lanka

security solutions.

CERTIS LANKA SECURITY SOLUTIONS (PVT) LTD

At Certis Lanka, security management means protecting people, and property. At the

forefront of security management for over 33 years in Sri Lanka, Certis Lanka

combines quality Man Power, Experience, and Expertise with state-of-the-art

technology from their partner, the Singapore based Certis CISCO Security (PvtLtd

to provide integrated loss prevention solutions to their clients. Certis Lanka's armed

Security Officers provide static security to Banks. They are well trained to react

skillfully and decisively in a contingency and operate according to well defined

standards and procedures.

Vision

To be the most reliable and effective industrial

and commercial security company in Sri

Lanka and to spread our services overseas..

Mission

“To provide our customers with peace of mind by setting the highest professional

standards in providing solutions to loss prevention in Sri Lanka whilst giving our

employees a challenging, rewarding and a fulfilling career.” "

Motto

"Securing Your World"

At Certis Lanka, they leverage on their security knowledge together with industry

and local insights to tailor security solutions that deliver on total security needs.

These solutions combine the optimal level of trained manpower, best-fit technology

and proven processes, so as to mitigate security risk and enhance overall sense of

protection.

Their core values

Professionalism

Reliability

Integrity

Customer Focus

Team work

Care

Certis Lanka is a joint venture with Certis Cisco Security (pvt) ltd of Singapore.

Certis lanka was established in 1977 as Key Security Services Ltd. with strength of

08 men. It now has over 4000 security officers. It sets the standard for the

Commercial and Industrial Security and remains the most dependable and reliable

commercial security company in Sri Lanka.

They have introduced for the first time in Sri Lanka the unique concept of

integrated loss prevention services combining their manpower security with

CISCO’s state of the art hi-tech security systems, to match the growing need to

defeat the increasing sophistication of criminals, saboteurs and terrorists.

They provide a variety of security solutions to meet the needs of their high profile

corporate clients, small and medium businesses, individuals and international events

through their specialized departments and their Island wide network of 12 branches.

Their expansion has been such that 4 of their divisions are now separate companies

Their future

They aim to continue to be the market leader and standard setter in Sri Lanka. They

will strive to achieve operational excellence in a milieu that will have to accept not

customer care but customer control. They will develop their manpower resources

and technology base to reach international standards and certification. They will

invest even more on training especially in security itself and high quality

management.

STRUCTURAL DIMENSION OF CERTIS LANKA SECURITY SOLUTIONS PRIVATE LIMITED

These provide labels to describe the internal characteristics of an organization. They

create a basis for measuring and comparing organizations.

FORMALIZATION

Formalization refers to the reliance upon written documentation in the organization.

Such documentation relates to procedures, job description, regulations and policy

manuals. Larger organization tends to score high on formalization because they have

written rules to authorize and control a wide range of activity. A small family-owned

business in contrast, may have almost no written rules and would be considered

“informal” even if the personal control exercised by its head is rigid and all-

encompassing.

Certis Lanka security solutions also have written rules and regulations. There are

specific rules and regulations to security officers because they are doing a very risky

job. They handover a specific letter to all security officers named as “Posing Order”

to do their jobs correctly. All conditions that must be considered while working at

Certis Lanka are included in the recruitment letter.

Certis Lanka security solution is a well established company in the private security

industry. It has a separated IT unit to maintain all IT activities in the organization.

All the details of all activities must be entered to their information bank by IT unit.

They have good accounting system but not hand written. All branches must enter

their transaction to their accounting network online and all the details save in the

server that has been located in IT unit located in head office.

SPECIALIZATION

Certis Lanka security solution is a company that providing security services to

various companies in Sri Lanka. The Certis Lanka security solutions are the best

specialized security company in Sri Lanka which is providing the best manpower. It

is clear to identify that Certis Lanka security solutions has an extensive

specialization because their each employee perform a narrow range of jobs. Security

officers who arte worked in Certis Lanka security solutions are well experienced

security officers because they are working at the company for long time.

Security officers are doing one or few task at the security unit. Almost the lady

security officers of a unit are done all the documentation works. Senior security

officers and junior security officers securing the unit while Officers in charge

supervising them. The security officers who is controlled the vehicles at a vehicle

park has a good experience and good ability to in that field. He is doing his job as

well as possible and who is greater than a traffic policeman.

Certis Lanka security solution has divided their administrative works among various

divisions and among various employees. There are number of accountants in the

company they are doing various accounting task. One is for welfare activities and

one is for salary activities and another one is for pretty cash activities. Assistant

accountants are assisting them. The team of internal audit is doing auditing

activities. All of them have an excellent knowledge about their work shares.

According to above mentioned factors we can identify an extensive specialization in

Certis Lanka security solutions pvt ltd.

HIERARCHY OF AUTHORITY

Overall Certis Lanka security solutions’ hierarchy of authority is a tall hierarchy of

authority. Almost the number of employees reporting to a supervisor is not a large

number. Therefore there is a narrow span of control; but sometimes it is shown a

wide span of control in some area. As an example a lot of OIC’s are reported to one

field manager in operating division. In accounting division all the branch

accountants are reported to one chief accountant, but overall small number of

employees are reported to one supervisor.

CENTRALIZATION

Centralization refers to the hierarchical level that has authority to make decisions.

When decision making is kept at the top level the organization is centralized. When

decisions are delegated to lower organizational level it is decentralized.

Certis Lanka security solutions pvt ltd is a centralized organization. All the decisions

are made at the top level and there is not a delegating power to make decisions at the

lower level. All new ideas are generated at the meeting of board of top management

and all the decisions are made at the meeting.

It is difficult to get an approval for everything related to extra activities in a division

as a result of centralization. Almost the chairman is the person who is made new

decision related to some change in organization. All branch managers must be

reported to the chairman and CEO as well as director-operations.

All the decisions related to accounting field of the company are made by the group

financial controller or chief accountant or both together. All accountants of branches

must be reported to the chief accountant as well as group financial controller. There

is not a delegating power to make audit decisions to internal auditors at internal

audit division. The decision maker of internal audit division is the senior manager-

internal audit.

PROFESSIONALISM

Certis Lanka Academy

is the leading security

training provider in Sri

Lanka. They conduct a

comprehensive range of

security education and

training courses for

Security Officers and

even non security

Personnel.

They are training to prevent a fire

The success of the Certis Lanka security solutions is depended on the training of

employees. In private security industry they want a better training to do their jobs.

Certis Lanka security solutions is the best organization that provide a good training

to their security officers. The top management has not got a higher education

including the chairman. They are not graduates but they have a good experience

along this industry. All branch managers, CEO, director-operations and director-

HRM are former leaders of Sri Lanka army forces. They have a good experience

about the industry.

PERSONAL RATIOS

Personal ratio refers to the deployment of people to various functions and

department. It measures include various ratios such as administrative ratio, the

clerical ratio, the professional staff ratio and the ratio of indirect to direct labour

employees. A personal ratio is measured as follow.

Personal ratio= number of employeesinaclassificationthe total number of organizational employee

The number of employees in certis lanka security solutionspvt ltd is 5212 at

persent.this include all security officers and staff and non staff employees.

According to certis lanka security solutions employee structure they have presented

various personal ratios as follow.

01. Security officers ratio

02. OIC ratio

03. LSO ratio

04. SSO ratio

05. JSO ratio

06. Administrative ratio

SECURITY OFFICERS RATIO

This measure the ratio of total number of security officers included in Certis Lanka.

Currently there are 4720 security officers in Certis Lanka security solutions pvt ltd.

This is because a Certis Lanka security solution is a man power basis company.

Their business is hiring man power. The security officer’s ratio is as follow.

Security officers ratio= totalnumber of security officersthe total numberof organizational employees

¿ 47205212

¿0.9056

As a percentage = 91%

OIC RATIO

Officer’s in charge ratio represent the proportion of OIC’s with regarding to the total

number of employees

OIC ratio= total numberof OICthetotal number of employees

¿ 4525212

¿0.0867

As an percentage = 8.67%

LSO RATIO

This represents the proportion of lady security officers in Certis Lanka security

solutions

LSO ratio= totalnumber of LSOthe totalnumber of emplyees

¿ 6245212

¿0.1197

As a percentage = 12%

SSO RATIO

The SSO ratio represents the proportion of senior security officers in Certis Lanka

security solutions

SSOratio= total numberof SSOthe totalnumber of employees

¿ 11645212

¿0.2233

As a percentage = 22.33%

JSO RATIO

JSO ratio represents the proportion of junior security officers in Certis Lanka

security solutions.

JSOratio= total number∨JSOtotal numberof employees

¿ 24805212

¿0.4758

As a percentage = 47.58%

ADMINISTRATIVE RATIO

Administrative ratio represent the proportion of administrative employees in certis

lanka security solutions. Administrative employees include all the accounting staff

all managers, all multy duty clark and other administrative employees.

Administrative ratio= totalnumber of administrative employeesthe totalnumber of employees

¿ 4925212

¿0.0944

As a percentage = 9.44%

All these personal ratios are supported to get a meaning about the structure of

employees in certis lanka security solutions. It is very supportive techniques for

managers to recruit new employees. They always check weather the calculated ratios

are suitable to the current demand and their standard ratios.

CONTEXTUAL DIMENSION OF CERTIS LANKA SECURITY SOLUTIONS

SIZE

Size can be measured for the organization as a whole or for specific components,

such as a plant or division. Because organizations are social systems, size is

typically measured by the number of employees. Other measures such as total sales

or total assets also reflect magnitude, but they do not indicate the size of the human

part of the system.

There are over 5000 employees in Certis Lanka security solutions pvt ltd. It is a

large size company when consider the number of employees. But they are running

with least property plant and equipment, because it is a man power basis company.

The amount of total assets of Certis Lanka security solution in March 2011 is Rs 45

300 955. The annual sale in 2011 is about Rs 25 458 000.

ORGANIZATION TECHNOLOGY

Certis Lanka security solution is providing a service. The technology of the

organization is used to serve at security point. The technology they are used is

depended on the importance of the security point. If it is a normal security like a

private school or a private ground private swimming pool they use a least

technology because there is no a high risk in this area, but if it is an important

security point that want a higher security they use a higher technology because of

the higher risk. As an example they use a CC TV system and magnetic detectors to

minimize the risk. The administration is well established in the organization with the

technology. The company has well computerized for all activities and it has a

separated IT unit to maintain the organization computerized activities. The salary

system and leave system have also computerized and customers can order the

service online.

Certis Lanka is a group of company which has 5 companies including Certis Lanka

security solutions. There is another company named as Certis Lanka technology pvt

ltd which provide the technology for other companies as well as their customers.

Certis Lanka security solutions has joint with the Certis Singapore to import the

newly technology in the world. Therefore the technology of Certis Lanka security

solution is well established

THE ENVIRONMENT

The environment defines all the elements out side the boundary of the organization.

Key elements include the industry, government, customers, suppliers, and financial

community. The environment elements that affect an organization the most are often

other organization.

INDUSTRY

Personal security industry is developing day by day in Sri Lanka as well as the

world. It is a one of a profitable industry in the business world. There are over 40

established security firms in Sri Lanka now. Kay Jay and Eagle Eye are very

competitive firms in the industry to Certis Lanka. The industry is depended on the

man power and least property plant and equipment. The industry claims two- third

of the income for direct wages. Persons or organizations who want a private security

additionally government security must consider about this industry. This is the

industry that provides considerable carrier opportunities to unemployed persons in

the country.

GOVERNMENT

There is some rules and regulations directly impact to the organization. Private

security act control the industry as well as the organization. The quality of security

officer has been described by the act and organization must obey to this rules. As an

example the uniform of a security officer has described as light brown shirt and dark

brown color trouser. They can not wear boot shoes and they must wear a black color

shoes which can tie a lace. The firm must pay a tax to the government according to

domestic income act as a normal company.

CUSTOMERS

Customers’ satisfaction and their feedbacks determine the success of the

organization. Customer can bargain the price and the service because of the

competition in the industry. Therefore customer satisfaction is the first thing to

survive in the market. The organizations expansion is depended on customers’

feedbacks because mass advertising is not a way to promote the service.

FINANCIAL COMMUNITY

The company depends on a fund that has been developed by them selves. They

acquire assets on lease basis and further expansion of the company is depended on

bank loans. Any way their day to day activities and payment of salary is depended

on the amount of the fund.

THE ORGANIZATION GOALS AND STRATEGY

The organization’s goals and strategy define the purpose and competitive techniques

that set it apart from other organizations. Goals are often written down as an

enduring statement of company intent. A strategy is the plan of action that describe

resources allocation and activities for dealing with the environment and for reaching

the organization’s goals. Goals and strategies define the scope of operation and the

relationship with employees, customers and competition.

Vision of Certis Lanka security solutions

To be the most reliable and effective industrial and commercial security company in

Sri Lanka and to spread our services overseas

Mission

To provide our customers with peace of mind by setting the highest professional

standards in providing solutions to loss prevention in Sri Lanka whilst giving our

employees a challenging, rewarding and a fulfilling career

CERTIS LANKA STRTERGIES TO SATISFY CUSTOMERS

Having a Friendly and Approachable Attitude.

When Clients Ask Questions Make sure to answer them right away

Introduce a Customer Service Policy

Learn To Interact With Customers Through Role Play

CERTIS LANKA STRATERGIES TO MOTIVATE EMPLOYEES

Training

Career path

Good work environment

Leadership role

Stress management

CERTIS LANKA STRATEGIES TO FACE TO COMPETITION

Consider collaborating with similar businesses

Provide exceptional customer service.

Use technology to their advantage

Emphasize the uniqueness of their products.

Present a very professional image.

Take care of their employees

ORGANIZATION CULTURE

An organization culture is underlying set of keys values, beliefs, understanding and

norms shared by employees. These underline values may pertain to ethical

behaviour, commitment to employees, efficiency of customer service, and they

provide the glue to hold organization members together. An organization’s culture is

unwritten but can be observed in its stories, slogans, ceremonies, dress, and office

layout.

Delegating power and sharing knowledge is the best way to make their decisions.

They help out with family matters of their subordinates and consider suggestions of

employees as well as customers. There is a friendly environment among Certis

Lanka employees. They organize trips and cricket tournament in every years. They

celebrate all religious and other ceremonies as a friendly team.

REFFERENCES

Organization Theory and Design

o By Daft, J. Murphy, H. Willmott

Annual Report 2011-Certis Lanka Security Solution (Pvt) Ltd