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(1.1) Background of the Study:

Real estate sector in Bangladesh is emerged at the end of independence war. At that

time real estate sector were not lucrative enough. On that time real estate company

only constructed the governmental construction. Like Zia International Airport,

national monument etc. The pioneers in this sector are “CONCORD”, “BTI” etc.

With rolling of time now many company are continuing the real estate business. They

already have a good position in market. REHAB is a governing body of a Real Estate

company. Which one constitutes new rules, regulation and negotiate with government

regarding different matters of interest about real estate sector.

SPL is a real estate company. It is a prominent real estate company in Chittagong.

And real estate sector is very competitive now a day. SPL have many competitors in

the market like Mishmak, Eternal, Equity, Alfa Builders and ANZ properties etc.

Recruitment means identifying and hiring most right people for right job and

performance appraisal is process by which a manager or consultant examines and

evaluates employee’s work behavior by comparing it with preset standards,

documents result of the comparison and uses the results to provide feedback to show.

Recruitment and selection process are very crucial part for an organization.

Organizations have to think various subject matter of an employee. Then they select

an employee. During working period Employees are evaluated by the organization

once or twice a year. So performance appraisal also a crucial part for an organization.

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(1.2) Objective of the Study:

Among all activities in Human Resource management the “Recruitment and

Selection” and “Performance Appraisal” are very important point of HR. Because this

the primary concern of an organization. The objective of the study are given below

To know the Recruitment and Selection process of SPL.

To identify the problems of Recruitment and Selection of

SPL.

To study the Performance Appraisal procedure of SPL.

To Study based on which criteria SPL Measure their

employees.

To get an insight into the relative importance of performance

appraisal.

To recommend some suggestion about Recruitment,

Selection and Performance Appraisal.

(1.3) Methodology

Sources of Information:

In my report I used both primary and secondary data, which I have collected from the

various sources. The primary and secondary sources are given below:

Primary Data:

Primary data were collected from:

o Consulting with the HR manager.

o Direct conversation with other Department Head of the SPL.

o Visiting the office personnel desk.

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Secondary Data:

Secondary Data have been collected from few sources. These are

o Data collected from the company previous Record.

o Searching the website and related topics included here.

o Data has been collected from the employee’s service book.

(1.4) Scope of the study:

The scope of the study is limited within property business in Bangladesh. It is also

limited within the organization of SANMAR properties Limited. And for that reason

information was very much restrictive within the organization as the real estate

business is going to be very much competitive. Here I discuss with topics related to

the profile of Recruitment, Selection and Performance Appraisal practices of SPL. In

this regard information has been collected from the employees working in the SPL as

they are familiar with organization.

(1.5) Limitation

With lots of opportunity it has some limitation too, what I face preparing the term

paper. The limitations are given below:

Data Insufficiency:

The company does not have sufficient source of secondary data and collecting of data

was not smooth.

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Time Constraint:

The time was not sufficient to find out, scrutinize all the necessary data and articulate

it in the report.

Job Pressure:

The employees are very busy in their work. So it is very difficult for them to give the

necessary data as I required. For huge job pressure I visited more than twenty one

construction plant within two days. This was very limited time for me to collect all

necessary data from SPL construction plant.

Restriction to disclose:

Some data are very much confidential for the organization. So it is not possible to get

all sorts of information. Suppose the finance department didn’t provide me the clear

information about the profit and loss of the company.

Lack of available time :

As I am not fresh graduate I don’t have enough time for utilization of Term Paper. So

this report may have shortcoming.

In spite of the limitation, I tried my level best to use all the opportunity in collecting

the true information.

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(2.1) Background of SPL:

Generally SPL known as a real estate developer company. But at the first time it was

not a real estate developer company. In 1994 it starts its journey as a specialized

shipping company. Now SANMAR HOLDING is parent company which established

in the port city of Chittagong in 1999. With change of time SANMAR HOLDING

diversified its business in numerous sector like, Residential, Commercial and Land

Development, Construction of Multistoried Residential and Commercial Apartments,

Architects and design, Shipping Agency, Agro Business, Property Management,

Capital Management, and International Trading. SPL is now leading provider of

luxury projects in the Chittagong city.

Mission:

“The company aims to have development projects that would be treated as true icons,

reference points for creativity and ingenuity and take its corporate responsibility to a

new level in the real estate development sector of the country.”

Vision:

“The company envisages to be one of the most valuable lifestyle developers in the

country and placing its corporate identity somewhere beyond mere real estate

development. It aims to have development schemes in the most desirable and

exclusive locations and to build such schemes to a high quality specification that

would become synonymous with the group.”

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(2.2) Organogram of the company

Fig 1: Organogram

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(2.3) Associate Concern of SANMAR:

Sanmar is a group of company. They focus on numerous sectors. The all sector are

shown below by a figure.

Fig 2: Concern of SANMAR

Key Terms:

Sanmar Properties Limited SPL

Sanmar Land Development Limited SLDL

Sanmar Construction Limited SCL

Sanmar Architects Limited SAL

Rainbow Shipping Lines RSL

Sanmar Capital Management Limited SCML

Sanmar Agro & Plantation SAP

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(2.4) Work Environment:

If I start talking about ideal environment, there would be numerous organization that

we can think about and I personally think that SPL is one of those organization where

an employee feel maximum satisfaction in reference to the environment.

To get more out of the employee’s productivity SPL would offer some prizes on

hitting sales. Management always tries to motivate their sales team to boast up their

sales. Sales people are those who are generating revenue for the organization, without

them it is not possible to move forward.

Here I found employee participation is always appreciated open door policy along

with a proper process is defined for every employee to communicate with top level

management and if needed, even the CEO (M.I Khasru). This concept offering

complete confidentiality and support for any suggestion or complaints directly made

to the head of department, and focused on the improvement of the system and

working environment at SPL.

Positive organization behavior, following the hierarchy, positive communication skill,

and teamwork, following the rules and creating self ethics for our own success, fact

based decision making and creating quality and customer satisfaction while exceeding

the organization and most importunately, commitment loyalty and hard work are the

key learning of my time I have spent working with the SPL.

Human Resource management is not just hiring or firing people, but its more than that

more demanding and requires communication skill people dealing and understanding

sense. Like every human is different and there may be different response for any

situation by different people.

Overall the work environment is very lively and friendly.

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(2.5) Sanmar Properties Limited:

Sanmar Properties Limited starts its journey on 1999. It’s the core property

development company of Sanmar Holdings. SPL is the most successful and

prominent real Estate company in Chittagong. Now SPL are diversifying their

business in Dhaka city also. SPL projects are built on joint venture land sharing basis

as well as on company’s self owned property. SPL’s product portfolio comprises

mainly of residential apartments in prestigious and sought-after locations of

Chittagong and also includes shops and commercial office space.

Handed Over Project:

In Residential project SPL handed over Sixteen (16) projects from its beginning.

These projects are: Sanmar Robeya, Sanmar Lelanta, Sanmar Astoria, Sanmar

Astoria, Sanmar Malvariva, Sanmar Vinnnigs, Sanmar Terimakasiah, Sanmar Park

Avenue, Sanmar Vellone, Sanmar Valencia, Sanmar 5th Avenue, Sanmar Riveria,

Sanmar Signoria, Sanmar Minerva, Sanmar Silvano, Sanmar Spring Valley, and

Sanmar Bonanto.

In Commercial project SPL handed over only two (2) projects these are: Sanmar

Ocean City & Sanmar Spring Garden

Ongoing Project:

Sanmar always give priority to the residential project. Now SPL has sixteen (16)

Ongoing residential project. Where some project is very near to completion and some

has been started earlier.

The ongoing Residential projects are: Sanmar Sorrento, Sanmar Garden Groove,

Sanmar Grand Karim, Sanmar Mayfair, Sanmar Monabi, Sanmar Amadora, Sanmar

Amrante, Sanmar Santino, Sanmar Mandira, Sanmar Aventino, Sanmar Magnolia.

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Upcoming Project:

SPL is going to start some new project in different lucrative area in Chittagong. It will

be started in shortest possible time. Now SPL have Nine (9) on hand residential

project. The project are : Sanmar Mahfuz Manor, Sanmar Green Park, Sanmar

Mahanagar, Sanmar Sieera, Sanmar Ballaria, Sanmar RL Park View, Sanmar

Tasnim, Sanmar Palm Groove, Sanmar Anam Plaza, Sanmar Siddiqui Crown.

SLDL:

SLDL is another arm of Sanmar Holdings, which is only deal with Land Related

issue. SLDL only look after the land. It might be plot or where a building will be

constructed. SLDL receive the land from landowner and figure out everything about

the particular land. Generally SLDL observe that whether the land is coming from the

original owner or is there any difficulty with land they do it with help of Legal

Advisor. Sanmar already handed over plot in Bhatiyari while development of few

other land projects in Chittagong.

SCL:

All constructional work of SPL has done by the SCL department. They construct

Residential project, Commercial Project.SCL enriched by a pool of highly competent

and qualified civil, electrical and mechanical engineers. Sometimes SCL work for

other corporate houses with providing the highest quality and higher Standard.

SAL:

SAL is the design arm of Sanmar Holdings. Comprising of a pool of reputed

architects, structural engineers and interior designers, SAL offers one stop service for

architectural, structural and interior design solutions of Sanmar projects. SAL design

also extends to designing building exteriors and landscaping and Driving Range of

Golf Club.

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RSL:

Rainbow Shipping Line was the first concern of Sanmar which one incorporated in

the year of 1994. Sanmar has international shipping agency business and regularly

handles ocean going vessels having 7000 M/Tons to 60,000 M/Tons of cargo carrying

capacity at the maritime port of Chittagong carrying liquid bulk commodities like

CDSO, palm oil and other edible oil and grain cargo like wheat, raw sugar, rape seed,

mustard seed, peas, cement, fertilizer and steel cargo etc. There are two sister concern

of Rainbow shipping Line. These are: MA Kalam & Company Limited and

Rainbow & Shamim Traders Limited. MA kalam & Company look after the general

stevedoring business arm of the Shipping unit. The company owns a licensed port

stevedoring house that is actively involved in acting as the general cargo handling

operator at the maritime port of Chittagong and is one of the largest Stevedoring Firm

operating at the maritime port of Chittagong. And Rainbow & Shamim Traders

Limited is the Custom Broking business wing of Sanmar which is actively involved in

the Custom Clearing business. The Custom Brokerage house of Sanmar acts as the

dedicated Customs Broker for one of the largest commodity cargo importer of the

country and also for the single largest importer of passenger elevators in Bangladesh.

SCML:

Sanmar Capital Management Limited is a wing of Sanmar that owns a licensed stock

brokerage house for trading on shares and stocks of companies enlisted with

Chittagong Stock Exchange. The company has a dedicated stock trading office that is

managed by Capital Management professionals.

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Sanmar Agro & Plantation:

Sanmar Company has 3 rubber plantation projects under Chittagong Hill Tracts and

regularly supplies rubber to a multi-national shoe manufacturer in Bangladesh. The

project also has extensive timber plantation within the project site of the rubber

plantation.

(2.6) Financial Information:

The authorized Capital of SPL is 10 Crore Taka. The paid up capital is 10 Lakh Taka.

Debt and Equity ratio are 1:1.4. SPL are not listed with SEC. So no capital collected

from the market and not authorized by share. Debts are collected from the following

Bank.

Bank Name:

One Bank Limited

South-East Bank Limited

National Credit and Commerce Limited

United Commercial Bank Limited

Trust Bank Limited

The City Bank Limited

BankAlfalahLimited

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(2.7) SWOT Analysis:

Key Strength:

SPL has some key strength by which SPL differ from other competitor. This Strength

are describing below:

On Time Deliver:

SPL is very much conscious about his Project Delivery. The project handed over on

stipulated date. Respective department of the SPL helps the engineering department to

complete their project on time. And all engineer of SPL continuously communicate

with their higher authority about their work progression. They take help from various

departments.

Ensuring Quality:

SPL never compromise with its quality. It always should be good. Because SPL

believe that a good quality product can retain the customer and bring new customer

also. For maintain the highest quality SPL product price is somewhat higher than its

counterpart.

Effective Sales Team:

SPL has a good and effective sales team. They continuously search the market for

their prospective client. They communicate with their customer over phone, e-mail

and self visit. To motivate customer the sales person send gift to their existing

customer in special occasion (i.e. birthday, anniversary).

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Exclusive Customer Care:

Customer Care core works starts after selling an apartments or Land. SPL Gives

highest priority to their client. SPL has highly trained and well-groomed team of

Customer Service Executives is on hand to provide the support in any area. And they

maintain lineage with all customer. They hear from the customer and give them a

prompt solution regarding their problem.

Weakness:

Frequent Market Fluctuation:

Market fluctuations are very much in developer sector. Because the price of Steel,

Sand, Land are increasing without any prior notification.

Lack of Available of Production Field:

Competitor numbers are very big so getting the good location to start a new

construction is very difficult.

Opportunities:

Strong Financial Condition

Fundamental Principles or core values of the business remain constant

Continuous diversification of business

Threats:

Competition from rivals

Increased & Fluctuate Price

New Decision Made by RAJUK and CDA

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(3.1) Recruitment Definition:

Recruitment refers to the process of screening, and selecting qualified people for a

job at an organization or firm, or for a vacancy in a volunteer-based some components

of the recruitment process, mid- and large-size organizations and companies often

retain professional recruiters or outsource some of the process to recruitment

agencies. External recruitment is the process of attracting and selecting employees

from outside the organization.

(3.2) Purpose

The aim of this specification is to guide managers to:

• Recruit and select individuals who demonstrate the attributes and capabilities

that are consistent with business direction and QR Values and Behaviors

• Attract, retain and deploy people in roles that maximize their contribution

and Potential to achieve our business objectives and deliver our future success

• Develop and maintain a fair, merit-based, cost effective and efficient process

for Recruiting and selecting employees for roles on behalf of the organization.

The benefits of implementing this specification are:

• Improving QR’s ability to attract and retain quality employees

•Providing greater flexibility to enable QR to recruit the best person for the

right job

Through a merit-based selection process

• Improved organizational performance through a skilled, satisfied and highly

Productive workforce

• Fair, equitable, timely and informed processes.

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(3.3) RECRUITMENT AND SELECTION FRAMEWORK

OVERVIEW OF PROCESS

Assess the need for the job and ensure there is adequate funding for it

Review the job description to ensure that it meets the present and future

requirements

Review the person specification to ensure it meets the requirements of the

description

Design the selection process

Draft the advertisement and select the advertising media

Short list using the person specification only

Interview and test short-listed candidates

Managers hold the responsibility for ensuring this framework is followed. HR is

Available for advice and will assist in general administration of the recruitment

Process.

(3.4) Organizational Recruiting Responsibilities

In small organizations, the recruiting process is simplified. For many positions, an

advertisement in the local paper may be enough to tap into the local labor market. In

very small organizations, the owner/manager often places the ad, determines the

recruiting criteria, and makes the decision. However, for some specialist jobs, a

regional or national search may be undertaken. A typical distribution of recruiting

responsibilities between the HR department and managers in larger organizations.

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HR Unit Manager

Forecasts recruiting needs

Prepares copy for recruiting ads and

Campaigns

Plans and conducts recruiting efforts

Audits and evaluates all recruiting

Anticipate needs for employees to fill

vacancies

Determine KSAs needed from applicants

Assist in recruiting effort with information

about job requirements

Review recruiting efforts activities

TABLE 1: Recruiting Responsibility

(3.5) Decisions Affecting Recruiting:

Fig 3: Decision Affecting Recruiting

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(3.6) Selection:A great quotation about selection is “Selecting qualified employees is like putting

money in the bank.” By JOHN BOUDREAU.

Selection Definition

The process of choosing individuals who have relevant qualifications to fill jobs in an

organization.

Placement

Selection is much more than just choosing the best available person. Selecting the

appropriate set of knowledge, skills, and abilities (KSAs)—which come packaged in a

human being—is an attempt to get a “fit” between what the applicant can and wants

to do, and what the organization needs. The task is made more difficult because it is

not always possible to tell exactly what the applicant really can and wants to do.

Selection and Placement:

Good selection and placement decisions are an important part of successful HR

management. Some would argue that these decisions are the most important part.

Productivity improvement for an employer may come from changes in incentive pay

plans, improved training, or better job design; but unless the employer has the

necessary people with the appropriate KSAs in place, those changes may not have

much impact. The very best training will not enable someone with little aptitude for a

certain job to do that job well and enjoy it.

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(3.7) Selection Responsibilities:

Organizations vary in how they allocate selection responsibilities between HR

specialists and managers. Until the impact of EEO regulations became widespread,

selection often was carried out in a rather unplanned manner in many organizations.

Many managers insist on selecting their own people because they are sure no one else

can choose employees for them as well as they can themselves. This practice is

particularly prevalent in smaller firms.

HR Unit Manager

Provides initial employment reception

Conducts initial screening interview

Administers appropriate employment

tests

Obtains background and reference

information

Refers top candidates to managers

for final selection

Arranges for the employment

physical examination, if used

Evaluates success of selection process

Requisition employees with specific

qualifications to fill jobs

Participate in selection process as

appropriate

Interview final candidates

Make final selection decision, subject

to advice of HR specialists

Provide follow-up information on the

suitability of selected individuals

TABLE 2: Selection Responsibility

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(3.8) Selection Process Flow Chart

Fig 4: Selection Process Flow Chart

Application Form

Background Investigation

Reception Jobs Open? Yes

Test Interview

Job Preview/Interest Screen

Application Form

Background Investigation

Additional Interview (optional)

Conditional Job Offer

Job Placement

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(3.9) SPL Recruitment Procedure

People are an organization is most important and valuable resources. The

effectiveness of an organization depends on its staff. Good quality work requires skill

people. SPL Consider this factor. So SPL always try to recruit the best people. What

SPL follow in recruitment process are given below.

Fig 5: Recruitment and Selection Process of SPL

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Step 1: Identification of Vacancy:

Before recruiting a people SPL first try to identify the vacancy. That means why the

vacant happened. Is it for employee resignation? Or is it newly created post? Or is the

vacant is for temporary basis. This Simple process will identified by the Line

Manager or the person responsible for his department.

Step 2: Describe the Job profile:

Job Profile tells about the “Job Description” and “Personnel Specification” of

upcoming employee. The Line Manager reviews the short/long term requirement for

the position and the need assessment to fill the vacancy.

Profile for the Work Area:

What are main roles and responsibilities of the job? That means job description of the

particular post. How to interact with the other group of the SPL.

Selection Cost:

HR manager of SPL consider the selection of the cost. They always try to minimize

their cost. They also think how much money have to invest to train the particular

employee.

Job Skill Requirements:

If it is very higher level post then SPL searches for the experienced people or if the

post required skilled people they search for the experienced people. Like they requires

6-7 years experience for the “Project Engineer” and 10-12 years experience for

“Project Manager”.

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Personnel Specification:

SPL consider the personnel Specification. If it is fresh graduate then they consider

written test, and Viva. They try to judge the fresh graduate through conversion and his

speed of work and depth of knowledge. Some characteristics are considered for

the personnel specification. These are given below:

Physical Characteristics:

Physical strength is very important for personnel. Because in Developing sector

project engineer, project manager has to visit and stay in the site. So they need that

stamina and willingness to stay in the project.

General Intelligence:

It is very much necessary for an employee to have basic intelligence and capability to

deal with other people or customer of the SPL. SPL judge their employee’s basic and

general intelligence.

Disposition:

The spirit and disposition is another crucial factor of an employee. How rapidly an

employee can communicate with other people. What’s his skill to retain the

customer? How customer treat him. All is measure by the HR manager and respective

department head.

Adjustment:

Adjustment quality is justified in SPL. Because an employee has to communicate

with numerous type of people in a single day. So he needs to have patience and

moderate attitude of adjustment. Many people will say many things it might be

positive or negative. So he has to be tolerable attitude.

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Essential Desirable

Qualification:

The level of formal education that would enable the employee

to carry out the role effectively

****** ****

Experience:

The amount of relevant experience that will enable the

employee to perform the role well. Be As specific as well.

*** *****

Skill and Abilities:

Skill such as communication, Presentation, Computer Skill,

Language Skill. Abilities such as coping with the pressure, team

working, initiative and ability to work with other people.

*** ***

Personnel Qualities:

Aspects of a person character, such as Maturity in his work,

whether he is approachable or flexible.

*** ***

Personnel Measurement of SPL:

Table 3: How Personnel Measure in SPL

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Step 3: Complete The Recruitment Request Form:

Once the job profile has written it is important to have a process where line manager

make an official request to the Department of SPL HR division

Step 4: Describe the Most Effective Recruitment Strategy

The SPL Line Manager will consider and assess the best way of attracting a pool of

suitably qualified candidates, who will meet the needs of the business. To get the

people SPL consider two sector these are

1. Internal Source

2. External Source

Internal Source:

When job vacancies exist, the first place that SPL should look for placement is within

itself. An organization’s present employees generally feel that they deserve

opportunities to be promoted to higher-level positions because of their service and

commitment to organization. More over SPL know that opportunities to examine the

track records of its present employees and to estimate which of them would be

successful. Also recruiting among present employees is less expensive than recruiting

from outside the organization. The major forms of the internal recruiting include:

o Promotion and transfer.

o Contacts and referrals

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Promotion and Transfer:SPL think that promoting entry-level employees to more responsible positions is one

of the best ways to fill job vacancies. Skills inventories are useful in identifying

individuals who have the potential for advancement, and individual’s desire to be

promoted can be assessed in the performance appraisal review. A promotion from

within policy is intrinsic to career development and human resource planning.

Contacts and Referrals

Employees may actively solicit applications from their friends and associates. Before

going outside to recruit employees, ask present employees to encourage friends Or

relatives to apply for the job openings. Contacts and referrals from the present

employees are valuable sources of recruits. Employee referrals are relatively

inexpensive and usually produce quick responses. However SPL are concerned about

problems that result from hiring friends of employees for example, the practice of

hiring friends and relatives favoritisms, cliques etc.

EXTERNAL SOURCES OF RECRUITMENT:

When SPL can’t manage employee from its internal Employee then SPL goes for

external Source.

Step 5: Advertisement:

Once the job Description and, Person Specification and salary have been finalized

then SPL let people know about the vacancy. There are many ways to advertise a job.

SPL worth thinking carefully about targeting places where people with the right skills

and personal qualities are likely to see the advertisement. SPL sometimes bring the

effective employee by Head Hunting from the different source and also from its

competitors. Whenever they is being advertised the advertised should clear and well

presented because it may be the first time people can come contact with the

organization. Some information must include in an advertisement which is describing

below:

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Brief Description of the organization:

Here a very brief description about SPL. That means when the SPL starts its journey,

what type of organization is it.

How the role fits into the organization

Location of the job

What the roles Involved

This is taken from the Job Description. To get people attention, this written in

personalized form such as, "You will be an excellent communicator….”

What Kind of person:

What kind of person SPL looking for is mentioned here. This already identified in the

personnel specification by the line manager and HR Manager of SPL.

Deadline Date:

Deadline Date also published. Because when it is include then people can understand

that he has to applied for the post before the deadline date.

Step 6: Commence Selection by Reviewing Applicant:

After getting the application SPL starts its Selection process. Though in advertisement

is mentioned that who will apply or who will not apply for the particular post. But

most of the people don’t consider this. They send their CV without justifying

themselves. Applicant even don’t think about whether they fit for the post or not. So

lots of CV and application form come in the office. Then HR manager have to

identify the eligible candidate. Then HR manager shortlist most eligible candidate.

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Step 7: Assessment of the shortlisted Candidate

The selection panel conducts interviews and/or applies other relevant assessment

methods to acquire information relevant to the university’s business needs, position

role & accountabilities and selection criteria. The assessment methods consistently

applied to all candidates for a vacancy. Employee assessed in following ways…

Interview:

The Selection Panel of SPL takes the interview of the prospective applicant. When

they talk with the applicant they can justify the applicant. This is very crucial part for

an applicant. Where he could show his potentiality and competency.

Cognitive Aptitude Tests:

It measures an individual’s ability to learn, as well as to perform a job. Job-related

abilities may be classified as verbal, numerical, perceptual speed, spatial, and

reasoning.

Job Knowledge Tests

This sort of test is designed to measure a candidate’s knowledge of the duties of the

position for which he or she is applying.

Work-Sample Tests (Simulations)

It identifies a task or set of tasks that are representative of the job. The evidence

concerning these tests, to date, is that they produce high predictive validity, reduce

adverse impact, and are more acceptable to applicants.

Reference Check

Reference gives an extra benefit to the applicant. A good recommendation from a

recognized person helps the applicant to get the job. References also check by the

SPL because it helps the SPL to know details about the applicant.

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Step8: Verbal Offer of employment to preferred applicant

Among the shortlisted people SPL identify the preferred candidate. Verbally SPL

assure them that there are going to get the job. In this step the Terms and condition of

the company and company HR policy also discussed. Salary of the employee benefit,

tenure of work other facility is described here.

Step 9: Make Written letter offer of employment

This is the steps where employee can know that he is selected. In this steps the

employee has sign “Confirmation Letter”. SPL HR arrange for formal written offer

and contract of employment to be prepared (in accordance with the selection report)

and dispatched within 1 day of receipt of the approved Selection Report and

recommendation. HR manager of SPL also do the following formalities during make

written offer letter.

Contract of Employment:

SPL used a standard contract template which has been checked by legal practitioner

to fulfill all the national legal requirements. The employment paper signed by the

new applicant and the line manager.

Personal Information Sheet:

Here all personal information included. Newly recruited employee name, His

Permanent address, Present Address, Passport ID, National ID no and Family details.

Staff Handbook:

SPL handbook includes general terms and condition of employment as well as

working environment of office and outside the office. If the terms and condition are

differing from the specific role then a guideline have been given in the “Contract of

Employment”.

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Step 10: Arrange Appointment

After all the formalities SPL arrange the appointment of the new employee. In the

first day he meets with each people of SPL. The line manager introduces the new

employee. Line manager tell the new employee what he have to do, where he have to

start, how to do the work, and if he face any problem whom to conduct etc.

Step 11: Open a Personnel File

A personal staff files open for each staff member of the SPL. This file is confidential,

and only the HRM department and Line Manager can access the file. The personnel

contain all confidential information relevant to the staff member. And this document

is kept up to date and SPL HR manager and Each Line manager have the

responsibility to ensure that the personnel file is maintaining by obeying the Law of

Land.

(3.10) Sample of a Personnel File:

Personal Details

Marital Status and number of children and their ages if Relevant.

Home Address & Telephone Personal Email Address

EmergencyContact Details Photograph Driving License Identity Card, Passport No.

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Recruitment Information

Employment Application from and CV

References Employment Interview Notes

Result from selection test Contract of employment and

job offer letter Remarks of the Interviewer

Employment Information

Employment History Appraisal and development Records Notes and correspondence on

employment issues, such as request for unpaid leave

Sickness and Absences Record

Salary Records Bank Account Details (when

salary paid through bank) Annual Leave

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(4.1) Performance Appraisal Definition

Process by which a manager or consultant (1) examines and evaluates an employee's

work behavior by comparing it with preset standards (2) documents the results of the

comparison, and (3) uses the results to provide feedback to the employee to show

where improvements are needed and why. Performance appraisals are employed to

determine who needs what training and who will be promoted, demoted, retained, or

fired.

Why Performance Appraisal Done?

Performance appraisal is very important for any company. Because its helps a

company to identify employees current competency level, or whether employee need

any improvement. SPL also do the same thing like all other company. SPL appraise

their employee twice a year. First one occurred in the end of June and the second one

on end of December.

Performance appraisal can be used to determine whether HR programmers such A

selection, training, and transfers have been effective or not. Broadly, performance

appraisal serves four objectives-

Developmental uses,

Administrative uses/decisions,

Organizational maintenance/objectives, and

Documentation purposes

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(4.2) Purposes of Performance Assessment

Multiple Purposes of Performance Assessment

General Application Specific Purpose

Developmental Uses Identification of individual needs Performance feedback Determining transfers and job assignments Identification of individual strengths. development needs

Administrative Uses/Decisions Salary Promotion Retention or termination Recognition of individual performance Lay-offs Identification of poor performers

Organizational Maintenance/

Objectives

HR planning Determining organization training needs Evaluation of organizational goal achievement Information for goal identification Evaluation of HR systems Reinforcement of organizational development needs

Documentation Criteria for validation research Documentation for HR decisions Helping to meet legal requirements

TABLE 4: SPL Purposes of Performance Assessment

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(4.3) SPL Performance Appraisal Steps:

SPL has a pre determined Performance standards. By considering that standards

employee compared. The Performance Appraisal Process of SPL is given below

Fig 6: Process of PA that SPL follow

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At first time SPL HR department distribute the Performance Appraisal form to all

department of SPL. They told them to fill up the form within the stipulated time. First

time employee appraise themselves in a pre defined form. Employee fills the form by

pencil at first time. This appraise is self appraise. After that, the Line Manager or head

of department apprise the each individual employee of his department by consulting

with them. Then the form is fills with Pen. What head of department appraise about

subordinate is counted as final appraise. Then SPL HR department collect all

Performance Appraisal form from the respective department Head. Bringing it from

the particular department they input each employee data in a pre defined Excel Sheet.

In Excel Sheet they only include Strength, Weakness of the employee and where they

need improvement. If they need immediate improvement then it inform to

management. Then Management will decide when and how employee will train.

Setting Performance Standard:

SPL set the standard of performance for each group of people. Every employee is

bound to maintain that standard.

Communicating Standard:

Then communicate with the standards that mean linking with the standard. SPL

always tell their employee which one is standard and always motivate them to obey it.

Measuring Standards:

In this steps SPL measure their employee’s work standards. The work standards and

criteria would be described later.

Comparing Standard:

After measuring the employee performance then SPL compare employee standard

with original company set standard.

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Discussing Result:

If any deviation found the line manager consult with particular employee. In this steps

employee share their opinion, views, expectation with line manager. And line

manager conveys their message to higher authority if line manager perceive that their

demand is logical.

Taking Corrective Action:

In corporate world the best way to take corrective action is giving training. SPL

provide training to their employee. Sometimes SPL conduct training within the office

or sometimes outside of the office. When SPL organize training with help of outside

firm like prothomalojobs.com, bdjobs.com they send their employee outside of the

office for 1 or 2 days. If line manager perceive that the problem is for lack of

motivation then line manager give the motivation and try to convince the employee to

do work perfectly.

(4.4) SPL Performance Appraisal Criteria

SPL appraise their employee based on some criteria. These criteria measure employee

performance, competence level, skill, Personality and so on. Performance Appraisal

of SPL are mentioning below:

Job Knowledge:

In this sector employee job knowledge measure; that means understanding of all

scopes, duties, responsibilities, job skill required by the post. It also tells about

employee work process related procedures, duties of the subordinates (if applicable)

and information on the company and environment.

Ability to produce output:

How the employee can produce or deliver the service to company or particular

customer.

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Leadership:

Whether inherent leadership skill exist within employee or how he/she lead his

subordinate.

Meeting the Deadline:

Perform the jobs within stipulated time. Not create any objection and showing

unwanted cause for his failure.

Ability to work under Stress

Since SPL has competitive counterpart, SPL employee has to work under stress. So

how an employee can handle stress in difficult situation is measure based on above

criteria. How he/ she adopt himself with frequent change in new decision, how he do

work within in very tight schedule. And is the employee stay calm at the time of huge

pressure?

ATTITUDE TOWARD COMPANY:

Positive attitude with care for achievement of Company mission and business targets.

Loyal & enthusiastic.

Responsibility

Without any supervision he/she do his work willingly and responsibly. And can

assure that there will be no fault in his work. He/ she never let his work undone before

full completion. Can perform work within stipulated time and perform the job

systematically. If any question or difficulty arise during the work then how he/ she

inform the management.

ATTENDANCE:

Punctual in regular attendance and if emergency arise is he/she inform the line

manager before the leave. Enjoy job more than enjoying leave privilege.

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INITIATIVE AND ABILITY TO ACT INDEPENDENTLY

Ability to initiate and carry out the required duties without waiting for supervisor

instruction. An Excellent performer gives opinion and suggestion to the management.

This capability is apparent due to the appraiser’s confidence, empathy and sensitivity

to anything required for the duties and understands the responsibilities.

Relationship:

Easy and promote good relation with superior, peers and/or subordinates. Able to

cooperate, ever ready to help, sincere relationship amongst the staff and well

accepted. Ready to accept and give constructive criticisms.

COMMUNICATION:

Ability to communicate with the customer effectively and give them prompt service.

Making a complete and correct report. Easy to mix in the group environment. Ability

to consult the ideas with superior and subordinate and make them clear about the new

ideas.

TEAM WORK:

Ability to work with a team. Capability to adjust with other team member. Respect

the other team member, honor their ideas and decision.

ABILITY TO DETERMINE AND SUGGEST SOLUTION:

Ability to study, evaluate and give opinion/ suggestion that will assist in increasing

the productivity and subsequently decision making.

ATTITUDE TOWARD COMPANY: Positive attitude with care for achievement of Company mission / business targets.

Loyal & enthusiastic. Keep the confidential information of company within them and

do not disclose any information without prior consent of SPL. Always liable to

company, not having mentality to underestimate the company. And not doing thing

which will harm the company image.

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(4.5) Methods of Appraisal:

Numerous methods have been devised to measure the quantity and quality of

employee’s job performance. Each of the methods discussed could be effective for

some purposes, for some organizations. None should be dismissed or accepted as

appropriate except as they relate to the particular needs of the organization or of a

particular type of employees. Broadly, all the approaches to appraisal can be

identified into (i) past-oriented methods, and (ii) future-oriented methods.

Past-Oriented Methods:

Rating Scales: This is the simplest and most popular technique for appraising

employee performance; the typical rating-scale system consists of several numerical

scales, each representing a job-related performance criterion such as dependability,

initiative, output, attendance, attitude, co-operation, and the like. Each scale ranges

from excellent to poor. The rater checks the appropriate performance level on each

criterion, and then computes the employee’s total numerical score.

Checklist:

Under this method a checklist of statements on the traits of the employee and his or

her job is prepared in 2 columns – viz., a ‘Yes’ column and a ‘No’ column. All that

the rater (immediate superior) should is tick the ‘Yes’ column if the answer to the

statement is positive and in column ‘No’ if the answer is negative

Forced Choice Method:

In this, the rate is given a series of statements about an employee. These statements

are arranged in blocks of 2 or more, and the rater indicates which statement is most or

least descriptive of the employee.

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Forced Distribution Method:

One of the errors in rating is leniency – clustering a large number of employees

around a high point on a rating scale. The forced distribution method seeks to

overcome the problem by compelling the rater to distribute the rates on all points on

the rating scale.

Critical Incidents Method:

The critical incidents method of employee assessment has generated a lot of interest

these days. The approach focuses on certain critical behaviors of an employee that

make all the difference between effective and non-effective performance of a job.

Behaviorally Anchored Rating Scales:

Behaviorally Anchored Scales, sometimes called behavioral expectation scales, are

rating scales whose scale points are determined by statements of effective and

ineffective behaviors. They are said to be behaviorally anchored in that the scales

represent a range of descriptive statements of behavior varying from the least to the

most effective.

Field Review Method

This is an appraisal by someone outside the, assessor’s own department. Usually

someone from the corporate office or the HR department. The outsider reviews

Employee records and holds interviews with the rate and his or her superior. This

method is primarily used for making promotional decision at the managerial level.

Field reviews are also useful when comparable information is needed from employees

in different units or locations

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(4.6) SPL Appraisal Method:

SPL appraise his employee by “Rate Scale Method”. SPL appraise their employee in

eight (8) parts. In part 1(A) Employee’s “Job Description” and “Function” written, In

1 (B) employee’s “Key Responsibility Area” (KRA) written which appraised by the

supervisor. The key area may be numerous, supervisor mention the all KRA point and

rate him in each area. Then supervisor sum up all point in KRA.

In part 2 employee’s ability measured. This ability measured based on some criteria

which I have been discussed earlier. This part also appraise by both employee and

supervisor. After part 2 the all point of part 2 sum up and convert it as percentage

(%). Then Percentage of 1st part 2nd accumulates here which is divided by 2. Then

they get average Percentage.

Part 4 filled by HR Record and part 5 and 6 filled by supervisor and checked by

Department Head. In part 4 includes disciplinary action taken by company and if any

offence occurred by employee it’s also include here with particular date.

In Part 5 includes employee’s strength and Weakness. This filled by supervisor and

checked by the department head. Part 6 is recommendation by department head. If

any training need than department head recommend here. Part 7 tells about the

employee potentiality. Here employees current position recorded and with his

potentiality where he can go or what could be his next post? In part 8 Department

Head assess the “Appraiser” or “Supervisor” about his appraising capability. If

department Head found that Appraiser doesn’t have that capability to appraise his

subordinate than he can revise process.

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(5.1) Findings:

In real estate sector SPL is a renowned company. SPL have to face huge competition.

The competitors are strong as SPL. Though SPL have good position in Chittagong but

it has some problems in Recruitment, Selection and Performance Appraisal System.

The Findings are given below:

Sometime related expert person do not attend in the interview board.

Sometimes un-skill employees are being recruited in some departments.

The educational background of the employee must be similar with his work.

SPL always try to minimize the cost of the company for that reason most of

the times they fail to recruit better employee.

The Selection Criteria are not well defined. Most of the employees do not

understand the selection Criteria.

Sometimes the personal relation bias performance appraisal.

The performance appraisal form is lengthy.

Though performance appraisal occurs in fixed time but it is not analyzed by

higher authority.

Except sales department all other department not getting rewarded from SPL

for their better performance.

No pay structure in SPL. For this reason employee with same quality, are

facing problem with salary variation or differentiation.

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(5.2) Recommendation:

To resolve the problem SPL can take some necessary steps as I recommend. The

recommendations are following:

Authority must ensure that the expert person should attend in interview board.

Related educational background people should be recruited in related field.

Always the tendencies of cost minimization are not helpful for the company.

SPL should compensate if he found better employee for the post. And not cost

minimization it should be cost control.

SPL should clear the terms of selection criteria of Performance Appraisal.

When employees have a clear idea about the terms of selection criteria then

they can appraise more accurately.

Current appraisal form should be easy and simple.

Performance appraisal must analyzed by higher authority and employee must

get an output of performance appraisal.

All employees of SPL will get reward for their performance.

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(5.3) Conclusion:

After completion of three months internship program I worked different functional

areas of SPL. I want to conclude that reputed company like Sanmar Properties

Limited should take the responsibility to lead the sector from ahead. For the survival

and stay in the competitive business arena, SPL must take necessary measures to set

up and modernize developer business. Simultaneously the government should come

up with favorable policies and support services in the unhindered functioning sector.

Side by side bodies like Real Estate and Housing Association of Bangladesh

(REHAB) should play due role in developing the Real Estate Sector to face new

challenge and threat.

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(5.4) References:

Company’s Publication like company profile, official record books.

Bruce R. Ellig, “Is the Human Resource Function Neglecting the

Employees?” Human Resource Management.

Kevin Barksdale, “Why We Should Update HR Education,” Journal

of Management Education 22 (1998).

Human Resource Management-Author: ATG Educational.

Management- Author: Stephen Robins and Mary Coulter.

www.rehabhousing.com

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