ssgc-reportHR

MR.AIJAZ AHMAD CHAUDHARY

(REGIONAL HR COORDINATOR)

ByNILESH KUMAR S/o MANGA RAM

BBA (HONS) Part-IV(Institute of Business Administration)

UNIVERSITY OF SINDH JAMSHORO.

2014

SUBMITED TO:

University of Sindh Jamshoro.

Table of Contents

Topic…………………………………………………………………………………….Page No.

Introduction To SSGC…………………..……………………………………. .........................5

Background of the SSGC………….…........................................................................................6

Company Visio & Mission……….……………………….…....................................................8

Core Values……………..…..........................................................................................................9

Other departments of SSGC……………………………………..............................................11

Human Resource Management Vision…..................................................................................1

Human Resource Management Mission…................................................................................1

Recruitment………….. …...........................................................................................................13

Pay scale…………………….......................................................................................................13

HR department section…………………………………………………………………….......14

HR IR Activities………………..................................................................................................14

Conclusion...................................................................................................................................45

Suggestions…..............................................................................................................................46


ACKNOWLEDGEMENT

I am grateful to “Al Mighty ALLAH” who gave me all the strength, courage preservation and patience to finish my Six weeks of Internship Program at SSGC Hyderabad and in achieving my task fruitfully. Firstly I would like to extend my gratitude to respected “MR AIJAZ AHMED CHAUDHRY” Regional HR Coordinator Hyderabad, for guiding me with his great experiences, helpful advises, useful suggestions and constructive criticism due to this I was become able to complete my internship program successfully.

Then I would also like to thanks

MR. SHAFAAT SHAH

MR. GULZAR ALI MEMON

MR. LUQMAN CHATTA

MR. ALI RAZA KHAN

MR. ALI RUSTAM CHAND

MR. ZEESHAN AHMED SHAIKH

MR. SULTAN AHMED

MR.SHABBIR SHAIKH

&

MR. ZUBAIR ABRO

As well as I am very thankful to all executives/ staff of the HR- IR department for sharing their valuable knowledge / experience & their guidance to me regarding to every related topic throughout my entire internship.


INTRODUCTION TO SUI SOUTHERN GAS COMPANY (SSGC)

Sui Southern Gas Company (SSGC) is Pakistan's leading integrated gas Company. The company

is engaged in the business of transmission and distribution of natural gas besides construction of

high pressure transmission and low pressure distribution systems.

SSGCL transmission system extends from Sui in Baluchistan to Karachi in Sindh comprising

over 3,0 KM of high pressure pipeline ranging from 1 - 4" in diameter. The distribution activities

covering over 100 towns in the Sindh and Baluchistan are organized through its regional offices.

An average of about 388,88 million cubic feet (MMCFD) gas was sold in 009-010 to over .

million industrial, commercial and domestic consumers in these regions through a distribution

network of over 37,000 Km. The company also owns and operates the only gas meter

manufacturing plant in the country, having an annual production capacity of over 750,000

meters.

The Company has an authorized capital of Rs. 10 billion of which Rs 6.7 billion is issued and

fully paid up. The Government owns the majority of the shares which is presently over 70%.

The Company is managed by an autonomous Board of Directors for policy guidelines and

overall control. Presently, SSGC's Board comprises of 14 members. The Managing

Director/Chief Executive is nominee of GOP and has been delegated with such powers by the

Board of Directors as are necessary to effective conduct the business of the company.


BACKGROUND OF THE SUI SOUTHERN GAS COMPANY:

The Company in its present shape was formed on March 30, 1989 following a series of mergers

of three pioneering companies, namely Sui Gas Transmission Company Limited, Karachi

Gas Company Limited and Indus Gas Company Limited.

Sui Gas Transmission Company Limited was formed in 1954 with the primary responsibility of

gas purification at the Sui field in Baluchistan and its transmission to the consumption centers at

Karachi. Two distribution companies were established in 1955 and were responsible for the

distribution of gas to consumers in Karachi and other towns along the route of the transmission

pipeline between Sui and Karachi. In 1985, these two distribution companies were merged to

form Southern Gas Company

Limited and later, in 1989, Southern Gas Company Limited and Sui Gas Transmission Company

Limited were merged to form the Sui Southern Gas Company Limited. Today, half a century of

professionalism and progress has made the SSGC one of the largest integrated natural gas

transmission and distribution companies in Pakistan, serving the entire Southern region of the

country, comprising the provinces of Sindh and Baluchistan.

DISTRIBUTION COMPANIES Indus Gas Company (IGC) – Sindh & Baluchistan

Karachi Gas Company (KGC) – only Karachi

TRANSMISSION COMPANYSui Gas Transmission (SGTC) – Sindh, Baluchistan and Karachi


FIRST MERGER (MAY 1985)

SECOND MERGER (MAY 1989)

UNITS OF THE COMPANYThere are basically three units of Sui Southern Gas Company (SSGC)

Unit A: Karachi Site

Unit B: Indus Gas Company Limited

Unit C: Site Transmission

According to functions Unit B is divided into four regions

1. Hyderabad

2. Nawabshah

3. Larkana

4. Sukkar

5.


KARACHI GAS COMPANY (KGC) + INDUS GAS COMPANY (IGC) = SOUTHERN GAS COMPANY (SGC)

A- Unit B- Unit A + B Unit

SOUTHERN GAS COMPANY (SGC) + SUI GAS TRANSMISSION COMPANY (SGTC) = SUI SOUTHERN GAS COMPAMY (SSGC)

A + B Units C – Unit A + B + C Units

COMPANY VISION

To be a model utility, providing quality service by maintaining a high level of

ethical and professional standards and through the optimum use of resources

COMPANY MISSION

To meet the energy requirements of customers through reliable, environment-

friendly and sustainable supply of natural gas, while conducting company business

professionally, efficiently, ethically and with responsibility to all our stakeholders,

community and the nation

CORE VALUESCHALLENGES:

The challenges of transporting energy from the supply sources to the load centre. The Company

is meeting the challenges head on to bring these supplies to the load centre in its franchise areas

through most cost effective and sustainable means.

OPPORTUNITIES:Opportunities to find deeper powers within ourselves come when life seems most challenging.

Pakistan has enjoyed the supply of natural gas as a premium fuel both in the domestic and

commercial sectors, as well as in general industry.


COMMITMENT:Desire is the key to motivation, but determination and commitment is an unrelenting pursuit

of your goal. SSGC is contributing towards adoption of modern technology that would conserve

energy, save on operating costs, bring overall production efficiency and improve

customer service on the continuing basis

INTEGRITY:Promote ethical business environment and keep Company's Interest above self acts in ethical

manner. Take effective actions if observers unethical behavior or situation. Seen & known to be

honest, Lives within means, intellectually honest.

EXCELLENCE It makes positive contribution towards the achievement of SSGC's Vision. It strives

for Continuous improvement, respond effectively to customer needs, and takes timely & Quality

decisions.

TEAMWORK:It builds strong relationships within across functions. Works well with all type of peoples and

corporate with others. Solicits and share ideas/best practice with others, supports the

achievements of Company/team goals, demonstrates sensitivity contributes to team effectiveness

using people's different skills and styles, arrives at constructive solutions while

maintaining positive working relationships.

TRANSPARENCY:Promotes open environment. Displays openness and consistency in applying policies &

procedures. Respects dissent and resolves conflicts fairly.

CREATIVITYComes up with new ideas. Encourages innovation. Promotes modified approaches. Convert ideas

into actions.

RESPONSIBILITY TO STAKEHOLDERS;Stays abreast of change in operating environment that impacts our business (i.e. markets,

competitors, technology, customers, and suppliers, employees, regulatory, political and public).


Create solutions to make customer needs. Develops colleagues and team members to improve

their skills and performance. Ensure optimum utilization of resources. Balances short term and

long term priorities to maximize on results. Ensures compliance of law.

Other Departments of Sui Southern Gas (SSGC)

Finance And Administration Department

Planning & Development Department

Sales Department

Procurement Department

Health, Safety & Environment Department

Customer Relationship Department

Store Department

Billing Department

Information Technology Department

Metering Department


HUMAN RESOURCE VISION

“To be A Centre of excellence of for providing IR expertise, quality service efficient facilities ,

trust & confidence to geophraphical customers , the strategically management and to all the

employees with a progressive , proactive approach to examine issues and resolving concerns in a

very congenial atmosphere ”

HUMAN RESOURCE MISSION

“Committed to achieve the desired vision/goals up to the required standard with motivated,

satisfied & skilled human resources by enhancing individual’s performance, participation and

productivity at optimum cost through Initiative, leading & team work”

RECRUITMENT Recruitment basically has been done in head office

IR appoint sub ordinate staff

Executive cadre (officers)

Sub ordinate ( unionized employees ) permanent employees

Casual employees (not permanent employees) temporary / contract / daily wages

employees


PAY SCALE

GRADE

(SS)

PAY SCALE

I. 695 (BASIC PAY) – 180 (RATE OF INCREMENT) – 5395 (MAXIMUM RANGE)

II. 855 (BASIC PAY) – 195 (RATE OF INCREMENT) – 7145 (MAXIMUM RANGE)

III. 3075 (BASIC PAY) – 5 (RATE OF INCREMENT) – 715 (MAXIMUM RANGE)

IV. 335 (BASIC PAY) – 65 (RATE OF INCREMENT) - 8095(MAXIMUM RANGE)

V. 3775 – 300 -575- 375- 14650


HR DEPARTMENT SECTIONHR department has 4 different sections where work has been done.

HR operations / Employment & compensation (E&C)

E&C’s work is from hiring to firing and E&C dealing with 3 categories of employees:

1. Executive

2. Sub ordinate staff / unionize staff

3. Casual staff

HR OD

HR OD’s work is to give training for development and betterment of employees.

HR Enquiry & disciplinary (E&D)

This action is done when there is any miss-management or unethical activity is done.

HR Industrial Relation (IR)

HR IR deals with sub ordinate staff from hiring to firing & IR main motive is to maintain

the peace and resolve the grievance and conflicts of sub ordinate staff. IR is pool between

top management and sub ordinate staff.

1. GRIEVANCE HANDLINGThere are different types of grievance handling at SSGC like leaves grievances, promotions

grievances, medical cases & conflicts between employees & executives, which are handled by

HR- IR department. Its HR department responsibility to resolve the grievance handling & brings

the grievance to the knowledge of the management so that it can know & understand them to

take a necessary action for their settlement.

. ENFORCEMENT OF POLICIES & PRACTICESAll the terms & condition decided in the memorandum of settlement are enforced and

implemented by HR – IR. Like LFA RS: 7500 in 008 but now in memorandum LFA is 12,000

since 013. All unit members, boards of management sat and discussed together over the matter of

policy change, formulated new rules and policies & negotiate with CBA for the benefit of the

company.


3. INTERACTION WITH CBA

Collective bargaining Agents (CBA) interacts with management on the behalf of the union staff

because they represent the subordinate staff. CBA is responsible to explain or forward the issues

of union staff in front of the top management & they negotiate the issues, grievances & conflicts

of union staff.

4. COUNSELING WITH EMPLOYEES

It is the function of head of office the IR department that will help to the employees. There are so

many problems arises with employees, it is the responsibility of IR head that, he should try to

resolve the problems of employees. If any employee needs medical facility in mid night,

immediately, then he should help whatever is possible.

5. MAINTENANCE PERSONAL FILES

Personal files are maintained to secure the whole record of each and every employee from his /

her date of appointment till the current period. Every letter or document of the personal file is

marked with page numbers so that, if any of the document or letter is missing it would be easy to

know that which document in the file is missing. A personal includes following documents:

Employment letter

Employment form

Medical certificates & bills

Character certificates

Domicile

Confirmation letter

Annual performance appraisal (APA)

Increment advises

Allowance paid to the employee

Pay fixation advises

Leave fare assistance (LFA)


Transfer letters / posting orders

Absent reports

Show cause notice

Leave regularization and warning

Revised pay scale

6. MAINTENANCE SERVICE CARDSThe service card contains the same information as recorded in personal files but in precise form.

It further includes family particulars, appointment date, designation, loans, hajj annual

increment, maternity allowance, qualification allowance and leaves.

7. COMPUTERIZATION MASTER RECORDComputerized data or master record is maintained by IR department as an obligation, as the

company is now IT based so the whole record of employees are maintained on MS Excel and

oracle based software Human Resource Management system (HRMS) having same data is

recorded as in personal files and service cards.

8. DEALING WITH THE PROMOTION/ INCREMENT IN LIEU OF PROMOTION;Promotion can take place after completing every 5 years of service and then an employee will be

entitled for promotion to the next grade. As SSGC, offers 5 grades system to its subordinate

staff. From Hyderabad to sukkur promotion of employees is handled by SSGCL Hyderabad. A

subordinate fitness report is conformed by his incharge/ immediate boss for promotion.

Promotion is also characterized with other benefits like:

Adjustment benefits

Basic salary

Increment

PUNISHMENT FOR SUB ORDINATE STAFF Dismissal from service


Demotion 1 grade decrease

Stop annual increment for 1 year

Transfer

LIEU PROMOTIONAfter completion of 5 years, the employees who are already designated at 5th grade are entitled

for lieu promotion. That refers to the increment in salary according to the pay scale being in the

same grade.

9. ISSUANCE OF PAY FIXATION ADVICES ON PROMOTION & DEMOTION ;Employees will be promoted on the basis of good & demoted on miss conduct. IR makes an

advice to finance department in which they inform that the pay of employee has to be changed.

Reasons for making pay fixation advice:

Promotion

Lieu increment

Demotion

Qualification increment

When employees will be promoted or demoted, then all the characters will be described in

written advice.

Existence pay

New pay

Present pay

10. TRANSFER CASESWhen an employee is posted from one location to another is called transfer. HRM department

has right to transfer the subordinate staff. In SSGC there is 3 type of transfer like:

1-OPERATIONAL REQUIREMENTSWhen an employee is required to another location operationally, then simply GM will put up

request, that employee is required to that location.


Sends application to the department

He will concerned with departmental head

Departmental head will give NOC

Application sends to head office for approval

After approval, employee will be transferred

TA/DA will be given

2-EMPLOYEE OWN REQUESTWhen an employee is requested for transfer from one location to another.

Employee will send application

Willingness of employee immediate boss

Willingness of located boss, where he wants to go

GM will be agree

Send to head office for approval

No TA/DA will be given in such case

3-PUNISHMENT CASESWhen department sends request to transfer this employee from our department. Due to any miss

conduct, employee will be transferred to the other location & approved from departmental head.

11. Redesignation casesDepartment or employers have right to redesign ate the employees for the smooth functional

operations of the company & employees also requests to redesign ate. For example if a helper

employee supports/ helps the welder & if he becomes expert in welding, then he requests to

redesign ate him from helper to welder.

“Two ways for redesignation at SSGC”

Trait test

Improve qualification


12. MONTH WISE ATTENDANCE INFORMATION TO PAY ROLL FOR SALARIESEmployee attendance record is maintained at each station & attendance sheet will come to

regional head office for maintaining attendance sheets records. All sheets of attendance will

come in the 15th date of the each month. A sheet with an employee’s absenteeism record is also

send to F& A department for the deduction in their salary and F&A department then takes further

action and makes deduction in salary according to absent days. A copy is also sent to head office,

Deputy HR Hyderabad for record and notifying of the deduction.

13. DEDUCTION OF THE ABSCONDERS SALARYAs IR department occupies all the attendance record of the subordinate staff, so it also

manipulates and estimates the leaves record of the absconders and send deduction advice for the

pay roll section, to be deducted from his salary. If an employee remains absconder more than 10

days, then the disciplinary action will be taken, where as if an employee remains absent for 9

days and on 10 day, he joins the company, then disciplinary action will not be taken.

14. MONTHLY ESTABLISHMENT STRENGTH CHANGESHow many employees are working on pay roll & every month variations occur in the total

numbers of employees in every department. Its responsibility of IR each unit to prepare a

monthly establishment strength changes sheet, where all these monthly changes are recorded &

indicating the total numbers of present employees, any deduction or addition in total number of

employees.

Changes can take place due to these reasons:

Transfer

Retirement

Promotion & demotion


New appointment of employees

15. ANNUAL PERFORMANCE APPRAISAL OF STAFFWhenever an employee is recruited in SSGC, the HRM department evaluates the staff

performance annually. SSGC has designed a multi dimensional performance appraisal form

(APA) that is covering almost all key criterions for their performance evaluation. APA form has

to be filled every year by the departmental head/ section incharge, on the basis of which the

employee is subjected to attain his/her annual increment.

If an employee has poor performance, then he is withheld for 6 months from annual increment

due to these reasons:

Poor performance

Unethical behavior

16. ANNUAL INCREMENTIt is right of every recruited employee that on the successful completion of one year of service,

he/she is entitled for annual increment according to the pre-set standard of increment of a

particular grade/ pay scale. This increment is given every fiscal year.

17. QUALIFICATION INCREMENTEvery subordinate staff is entitled for this additional increment on improving his/her

qualification. Subject to entitlement for qualification increment, if an employee wants to enhance

the qualification after joining company.

Metric 1 increment

Intermediate 1 increment

Graduation 1 increment

Post graduation for M.A & 3 for MBA & MPA


18. DEALING WITH LEAVE MATTER VISELeaves are planned for recreation purpose. Leave schedules are designed according to the

company mandate. Every employee is entitled for the leaves but the provisional period of

availing these leaves is one year.

PRIVILEGE LEAVE Privilege leave or earned leave is same thing & used for permanent subordinate staff

These are beneficial leaves & given once in a year

Privilege leave is not more than 90 days for subordinate staff

Privilege leave is given 30 days per annum

If an employee has at least 10 days balance of earned leave, then he will be able to avail

encashment

Subordinate staff avails 5 days of PL after confirmation of 3 months

Earned leave calculation

Date of joining for example

13.6.01

13.6.01 to 13.6.013

30day E/C subject

½ days per month

After completing of each month

B. CASUAL LEAVES Casual leave is entitled for 0 days for subordinate staff

An employee can avail only five days casual leave at a time

If an employee takes half day leave in a month, then one casual leave will be deducted

At the end of year, if employee avails the casual leave days & if he has remaining days of

casual leave balance, then at the end of year he will get the encashment according to the

basic salary of remaining days

If an employee comes late thrice time in a month then he will get cross & his 1 casual

leave will be deducted


C. SICK LEAVE

Sick leave is entitled 30 days per calendar year

An employee can avail three days sick leave without given medical certificate

If an employee gets more than 3 days sick leave then he has to submitted the medical

certificate because company wants the proof/verification of disease

The leaves may be availed or paid

D. EX- PAKISTAN LEAVE Those employees who want to go out of country, and then they apply for Ex- Pakistan

leave

Subject to entitled the earn leave for Ex- Pakistan

Ex- Pakistan is purely entitled for permanent employee

Minimum 5 days leave will be given

PROCEDURE Passport copy will be submitted to IR department

Remaining days of leaves of leaves will be calculated from employee service card

NOC is required for Ex- Pakistan leave

E. ENCASHMENT Leave encashment can be availed after completing 1 year of service since date of joining

Holidays are encashed & cash is claimed against remaining holidays

It only can be encashed if the employee is having 10 days leave in hand

F. LEAVE FARE ASSISTANCE (LFA) If an employee has been completed 90 days, then subordinate staff is entitled to avail

LFA

Earned leave balance should be at least 5 days are required for the LFA


12,000 will be given to subordinate staff as LFA

LFA is checked twice time because there is involvement of money

LFA is minimum for 3 years

G. REGULARIZATION OF LEAVE In case any emergency (medical, illness, accident ETC) employee will go without

intimation, then an employee will regularized his absent days from his privilege leave

If an employee has no privilege leave balance, then his leave will be considered as leave

without pay which will be deducted from his salary

Application put to immediate his boss, after that forward to IR department

When an employee will rejoin, then excuse & give answer to his immediate boss

H. CASUAL LEAVE/ SICK LEAVE ENCASHMENT At the end of year, the employees will encashed their remaining leaves

Encashment is given to subordinate staff according to their basic salary

I. LEAVE WITHOUT PAY CASES If an employee has earned leave balance, then he will be able to regularized his days,

which he was absent due to any domestic problem or another emergency

If an employee has no PL balance then his leave will be considered leave without pay

J. SPECIAL HAJJ LEAVE 40 days special hajj leave is given to subordinate staff with Pay Company’s expense

Company gives pay for hajj on the basis of two categories

1. Seniority Base

2. By Balloting

10,000 will be paid

Minimum length of service is required for hajj on company expense is 10 years

7 employees are allowed to perform hajj on company expense from each unit of SSGC


Incase any employee will not perform hajj or not go for hajj then company will refund the

amount

Special hajj leave is given to each employee once in a service, either company expense or

self expense

30 DAYS SPECIAL LEAVE FOR UMRAH/ ZIARAT 30 days special leave is given to subordinate staff on his expense

At least 5 years length of service is required

Special umrah/ ziarat leave is avail once in a service at SSGC

15 DAYS SPECIAL LEAVE FOR UMRAH ON COMPANY EXPENSE 15 days special leave for umrah/ziarat on company expense

Minimum service is 5 years

Opportunity is given once in service

K. MATERNITY LEAVE This leave is given to female staff

Leave given for 3 months

Leave is given on pay

19. MEDICAL FAMILY PARTICULARSMedical family facility is given to the following particulars of the employees & after

confirmation an employee, then he will be able to apply for medical family particulars. Medical

fitness is required for all children except below year’s age.

One wife of employee, which is registered in medical family particulars

Parents if living with employees

Son will avail medical facility till the age of 25 years

Daughter will avail till her marriage


20. ADDITION DELETION MEDICAL FACILITIES When an employee gets married, then he will apply for medical apply for medical facility

addition

Where an employee’s daughter gets married, then employee will give apply for deletion

of medical facility of his daughter

21. PARENTS MEDICAL FACILITYWhen an employee enters into the company, then he will apply for medical allowance & give the

affidavit along with CNIC of parents. IR department will registered his parent’s information to

give them medical allowances & medical facility is only provided when employee’s parents are

dependent on them. At SSGC, there is no medical fitness is conducted from employees parents,

but officers go to employee home for verification of parents disease.

22. MATERNITY STATUSEmployee has facility to avail the four delivery of his wife, which is registered in medical

facility. Where as in case of twins, employee will be paid three times because twins will be

calculated as two children.

For the normal delivery company paid fix amount 10,000

No limit of amount for scissor delivery case

Hospitals

AGHA KHAN

ISRA

RAJPUTANA


23. NO OBJECTION CERTIFICATE (NOC)There is different type of NOC and the employees put up application for NOC. NOC is issued by

the head office of SSGC and more difficult NOC is for the India and Bangladesh and without

company NOC, visa will not be issued for India and Bangladesh.

Government officers are required NOC for following:

For opening of bank account

For visa purpose

For license

For passport

For ex- Pakistan leave

24. COMPANY MOTOR CYCLE LOANSSGC also facilitates its employees by sanctioning them motor cycle loan.

Terms and conditions for Motor Cycle Loan

Loan will be sanctioned to 8 eligible workers only, out of which 14 will be applied on

seniority basis & 14 on balloting basis

One lady worker will be granted special motor cycle loan on the basis of seniority service

amongst the lady applicant

The maximum amount of loan is Rs: 82,000, which will be recovered in 7 installment

without mark up

Loan is admissible only once in service

Only those employees will be eligible to apply who are completed 3 years of service with

company, have not already availed this loan & repaid the entire amount of loan.

Documents for motor cycle loan

Application form of motor cycle loan

Agreement stamp paper on Rs: 100

Promissory note & to stick on revenue stamp Rs: 50


Letter to SSGC authorizing to company to recover balance amount of loan from terminal

benefits on retirement/ dismissal/ redesignation

Trustee letter

Guarantee/ surety bond from guarantor on stamp paper of Rs: 50

CNIC applicant copies duly attested

CNIC guarantor copies duly attested

5. ABL MOTOR CYCLE LOANThe SSGC employees also can avail the facility of motor cycle loan provided by Allied Bank

limited (ABL).

Terms and conditions for ABL motor cycle loan

The amount sanctioned under this loan is Rs: 50,000 with interest

The amount of loan with interest is recovered in 7 equal installments in 6 years

Every month the amount of Rs:1045 (with interest) is deducted from his salary

After completing the 3 years of service, employee will be able to availed the ABL loan

Documents for ABL loan

Application form for ABL loan

Sub-re-demand finance for purchase of motor cycle loan

Demand finance limit granted for Rs:50,000 for loan

Promissory note stick on revenue stamp on Rs: 50

Stamp paper on Rs: 50 by guarantor

CNIC applicant copies duly attested

CNIC guarantor copies duly attested


6. HOUSE BUILDING LOANThe company gives loan for the building a house to the employees once in service &

company gives this loan to employees in financial period.

Terms & Condition for Loan

Minimum length of service is required 5 years, then an employee will be eligible for

house building loan

The employee will fill Application form

If an employee already availed the house building loan or near to retirement will not

be able to avail the house building loan

400,000 amount is paid as per chartered

Loan will be granted as first come & first serve

If an employee is expired & he had got loan, then company will not refund the loan &

loan will be write off

Documents for House Building Loan

Application Form

CNIC

Pay Order 100

Promissory Note

Guarantor form

CNIC

Agreement

7. ESTABLISHMENT LOANThe company gives this facility to each employee of company & Company gives 30,000 loans.

Condition for Loan

The loan will be recovered from salary within the 10 installments


Rs: 3000 is deducted from the employees salary

The amount will not be deducted during Eid’s month

The Loan is without interest

Employee takes this loan once in year

The entire amount of previous loan is not paid until & unless, employee will not

given loan

DOCUMENTS

Application form is will be filled, given by finance department

Application form will be send to IR department for checking of the dues

Application send to finance department to release the amount

8. HAJJ BALLOTING;SSGC arranges the hajj balloting of total 30 employees, 10 employees from each unit.

If an employee has minimum / qualified 5 years service, then he will be eligible for hajj

balloting

Other 5 employees are selected on the basis of seniority, for that minimum service

should be 15 years and the age must not be less than 40 years

REQUIREMENTS Undertaking form is taken from employee, before checkup is given to him for performing

hajj

Copy of passport, boating pass & other documents copy will be submitted at return

If hajj will not performed for any reason, then entire amount will be returned

EMPLOYEES REMOVE FROM LIST Already Performed Hajj

Non- Muslims

Who are retired by near Hajj month


9. TA/DA/HA;Traveling Allowance/ Daily Allowance/ Halting Allowance are given by the company to those

employees who visit out of station for operational work.

Allocation Of Amount

For Big City’s

Grade No: Daily Allowance Halting Allowance Own Arrangement

With DA

1 Rs: 90 Rs: 860 Rs: 900

- 3 Rs: 120 Rs: 935 Rs: 1000

4 - 5 Rs: 350 Rs: 115 Rs: 160

For Small City’s

Grade No: Daily Allowance Halting Allowance Own Arrangement

With DA

1 Rs: 50 Rs: 600 Rs: 650

- 3 Rs: 70 Rs: 675 Rs: 750

4 - 5 Rs: 300 Rs: 700 Rs: 800

If an employee gets the company vehicle facility, then he will also get the daily allowance

according to the company. In medical tour, there is no any facility of daily allowance & at least 6

hours are necessary for TA.


30. LONG SERVICE AWARDS; It is an the award that is given to the employees

It will be given on the basis of service provide to the company

The award will be given in the form of Gold

10 years of minimum service is required

After completing 10 years of service 9GM of gold will be given

This award is given to each & every employees

After first 10 years each employee will be given award after every 5 years

1 GM will be added after every 5 years

Its responsibility of B unit to conduct the awards ceremony

LENGTH OF SERVICE WEIGHT OF GOLD COIN

10 years 09 grams karat gold

15 years 10 gram karat gold

0 years 11 gram karat gold





31. FIELD ALLOWANCE;The allowance is given to those employees, who are going out of the station for field work,

recommended by departmental head to the finance to given field allowance to the employees

working at field. Rs: 300 per month will be given to them.


32. MOTOR CYCLE MAINTENANCE ALLOWANCE & POL;This loan is given to those employees who are going in the field such as meter reader.

4.5 per day given to employees & give them motor cycle, if they have not bike

Supervisor inspector who daily visits 25 meter/complain visits, then he claims to give

him 4.5 petrol at the end of month

If a supervisor has company’s motor cycle loan, then he will receive maintenance

allowance in his salary pay slip

If more petrol is required, then it will be given

Receipt of petrol is submitted

33. DRIVING ALLOWANCE Driving allowance is giving to those employees who are willing to do additional job of

driving.

Technical employees such as welder is given this opportunity at the time of shortage of

the driver

Rs: 60 per day is given to employees as driving allowance

Those employees who wants to do additional job, they put the request on departmental

head/RM,SZM, that they want to drive the company vehicle

The copy of authorized later will be submitted to the IR department, then amount will be

given

34. ADVANCE AGAINST SALARYEmployees who are in any emergency or urgently want to financial need the company gives 1

month salary in advance.

The employee writes an application to the HR Department, then the HR forwards that

application to the finance to give the employee the salary’s amount in advance

The maximum amount given is 10,000 & the minimum amount given is 000

This amount is given to the lower staff only


35. POST METRIC SCHALORSHIPScholarship for the children of unionized workers. 48 post matriculation scholarships (16 each

unit) will be granted to the children of the unionized workers.

Conditions for Scholarship

The employee should have completed 1 years of continuous service with the company

Earlier no child is receive scholarship under this scheme

The candidate should be below 18 years of age for Arts/ Science/ Commerce

The scholarship is given purely on the merit basis

Documents for Scholarship

The application form will be submitted

The prescribed application form will be obtained on the request of departmental /

sectional head & regional coordinator

Metric mark sheet

Character certificate

Leaving certificate

Proof of admission for the higher study

For Unit B employees, the application will be submitted to the regional HR coordinator

Hyderabad

Rs: 800 per month will be given to selected candidate

36. IMPLEMENTATION OF DISCIPLINARY CASESDisciplinary actions will be taken against the employees who will involve in miss-conduct

action, miss behavior, typical language, absconders, unethical behavior & dual employment, then

management will take actions against him or her.

If an employee is abscond since 10 or 15 days, then unit B will send report of abscond

employee to head office of SSGC, then disciplinary action is implemented for

absenteeism employee


In enquiry cases, initially show cause is issued then after that charge sheet is issued for

those employees who are remain absent from their duty without intimation

Company issues show cause, then an employee will put application, in which he will give

reason why he was remain absent, if his reasons are satisfactory, then company will not

issue charge sheet

Inquiry committee or officers will be appointed to conduct the inquiry, if an employee is

not agree

If an employee is absence during the disciplinary inquiry, then he will be demoted for

years

The actions will be resolved by Industrial Relation

PUNISHMENTS

a) Minimum: Stoppage of annual increment

b) Moderate: Demotion

c) Hard: Dismissal

d) Force: Retirement in case of few months of services

37. EMPLOYEES WELFARE ACTIVITIESThe company is involved in the welfare activities for the welfare or betterment of their

employees & the company is giving month wise certain fixed amount every month send to

welfare account.

Rs:7666 amount is given to welfare account

According to the rules of the welfare committee, the company gives 10,000 as a loan in

different categories

The company is giving certain amount for Education, Marriage, Child Marriage &

Picnics

Loan’s recovery is 500 per month with 1 % interest

Non refundable loan is given to those employees who has no money to spend at any

uncertainty like father or mother death


If an employees daughter is getting married, then company gives 10,000 as a loan

refundable Rs: 500 per month

Welfare’s another activity is that company give the facility of pick & drop the staffs

children from schools at major cities like Karachi & Hyderabad

The other activity is that the company recruited the employees child at son quota

Post metric scholarship is also activity of welfare activity

Welfare activity also provide the gas facility

38. EMPLOYEES FUNERAL HANDLINGWhen company’s employees working on payroll & suddenly death then company will give Rs:

5000 funeral expenses as per memorandum of settlement to the expired employees nominal/

family on the day of employee expiry for immediate expenses. This funeral expense is helpful

for family of expired person & company gives cheque to employee’s widow.

39. DISPATCH & RECIEPTIn this the every copy is made like LFA & privilege leave.

LFA 6 copies are made & where as 5 copies of privilege leave

Every copy of PL is given to employee, incharge, accounts, personal file 7 master file

If these copies are not forward to departments then employees PL is not consider

40. CORRESPONDENCE (INTERNAL & GENERAL) On the internal level any communication that takes place on the paper is internal

correspondence within the company

On the general level when some universities or institutes write to the company &

company reply backs that communication is general correspondence

41. EMPLOYEE OLD AGE BENEFIT INSTITUTIONS (EOBI)It is a welfare institution at federal level came for facilitating the working class employees

provides a fixed support to them in old age, in validity or in death.


Every employee after joining at the first place of posting is being registered to this

institution automatically on behalf of the company

When an employee is retired or expired SSGC give him benefits like give pension

through EOBI

EOBI was established in April 1976 by Zulfiqar Ali Bhutto to provide security to the

workers of industrial/ commercial or other establishments in old age and validity & the

function of pension was started in July 1976

If an employee has completed at least 3 years of his prohibition period then an employee

will be entitled for EOBI pension

Rs: 70 is contributed by employee & deducted from the employees salary while 350 is

contributed by the company

CONDITIONS Female retirement age is 60 years but female staff gets pension at the age of 55 years

Male staff will be paid pension after the age of 60 years

In case employee is died, the amount will be given to his widows, where as employee’s

wife is died, then amount will be given to the daughter below the age of 16 years

EOBI FORMULAEOBI = YEARS OF EMPLOYMENT * AVERAGE MONTHLY WAGES

Documents In Case Of Separation EOBI application form

EOBI original card

Employee CNIC 4 copy

Employee’s wife CNIC copy

Employee photograph

Employee’s wife photograph

Employee undertaking

Company under taking

Employee service certificate


IN CASE OF DEATH All above documents will be required

Additional documents

Death certificate

News clips if available in case of accident

TYPES OF EOBIEOBI provides four types of pensions that are:

1-Old Age PensionOld age pension will get on the attaining the age of superannuation 60 years of a male employee;

where as female employee is exempted & becomes eligible at the age of 55 years.

-Death / Survival pensionDeath of the employee makes his widow entitled to get this death / survivor pension, expired

employee’s wife have to submit the death certificate of her husband & CNIC. Incase if widow

does not exist so the amount goes to the offspring. Minimum EOBI pension is given to widow is

3600 & where as maximum pension given is 4800.

Estate PensionIncase of the unmarried employee & he expires then the only for five years pension is given to

his parents & certain amount was given 3000.

3-Invalidity PensionThis pension depends upon the severity of invalidity and only that employee is entitled for

invalidity pension who is not able to perform his job. 3600 minimum amount is paid.


4-Old Age GrantEmployee who does not qualify for the old age pension, in the case of retired before the age of

the 60 years (due to pre-retirement on medical grant) are endowed with this old age grant on

humanitarian basis.

42. ISSUANCE OF DISCHARGE CERTIFICATE RETIREMENTS (RETIED, EXPIRED & TERMINATION CASES)When an employee is retired, expired, dismiss & terminated then the discharge certificate will be

issued.

All employees will be informed about retirement before three months of the their

retirement

This certificate will be issued for giving the remaining amount, leaves & other benefits to

the employees

The company inform the finance department to stop his payroll because he will be retired

on the such date

If employees has remaining leaves, then subordinate will be encashed where as

executives will be given leaves

After retirement company get back the company service card because may b employee

miss use the service card

Without discharge certificate an employee will not be able to avail the any retirement

benefits like gratuity, PF & also 3 special increments

If an employee will be completed his service of 6 months after financial period then he

will be given 1 earned increment

43. GAS FACILITIES STAFF (BB) TARIFF/ ALLOWANCETariff and gas allowance facility, both facilities can not be allowed at a time to an employee; it’s

up to employees that which one facility they want to avail.


GAS ALLOWANCE: -

Those employees who avail the gas allowance, they will not entitle to staff gas tariff facility.

If an employee is not put up request for gas allowance, unless he will not be able to avail

the gas allowance

Rs: 600 are paid for gas allowance.

600 * 1 = 700 per year gas allowance is given to subordinate staff

STAFF GAS TARIFF: - those employees who avail the staff gas tariff, they will not be

entitled for gas allowance.

If an employee is not put up request for gas tariff, unless he will not be able to avail the

gas tariff

Gas tariff facility will be 5 MCF (Meter Cubic Feet) per month & 60 MCF per year

Unit 1 MCF = 5.45

5 * 5.45 = 17.5 units per month is given to unionize staff

60 * 5.45 =157 units per year is given to unionize staff

Gas allowance or staff gas tariff facility is only provided to subordinate staff

44. DELIVERY OF CHECKQUE OF FINAL SETTLEMENTSWhen an employee is retired or expired then cheques of final settlement from IR department is

delivered to retired employee / expired employees family. After that receipt of delivered cheque

is taken for acknowledgement.

45. FINAL SETTLEMENTS OF CLAIMSAfter successful completion of the service tenure up to the last limit of age that is 60 years &

some hand outs are offered to the retired employees, which are described here.


RETIREMENT GIFTThis is also called superannuation gift & is paid to the employees after the date of the

superannuation, according to the memorandum of settlement 1994-95. The amount of gift is

categorized according to the length of service.

Total Length Of Service Amount Of Gift

From 10 to 14 Rs: 3000/=

From 15 to 19 Rs: 3500/=

From 0 to 4 Rs: 4000/=

From 5 to 9 Rs: 5000/=

From 30 to over Rs: 6000/=

GRATUITY FUNDGratuity is part of terminal benefits that is provided to the employee after the completion of his

service & it is given by company. It is calculated with the double basics along with COLA

allowance summed up for the entire period of service.

FORMULAGratuity fund = basic pay + COLA allowance) x x service duration

Cola allowance = 450

Calculation length of service

YY (YEARS) - MM (MONTH) - DD (DATE)


Date of Retirement

Less Date of Appointment

PROVIDENT FUND The amount is given to the employee after the retirement as the final instrument.

Amount is given according to length of service

This fund is approximated by maintaining the accounts

Account A to be contributed by the employee

Account B to be bequeathed by the company

Same amount of 7.5 % is contributed by employee & company

This amount is fix for provident fund & deducted from employees salary for the purpose

of provident fund & to be paid back as the final settlement

ONE DAY SALARY In 1991 it was decided by union staff that any employee who will be retired or expired,

then union staff will give one day salary to expired or retired employee as a charity

It was only for B unit & the company deducted one day salary from unionize staff for a

particular single expired or retired person

It is withheld every month from all B Units employees’ salary and submitted to one

account.

Rs: 1400,000 or 1300,000 approximately is paid as one day salary

One day salary will not be paid following employees

Terminated employees

Dismissal employees

Medical grant

Resigned

INSURANCE CLAIMS (DEATH/ ACCIDENT)According to the government of Pakistan act has been bounded especially provincial autonomous

organization to ensure their employees with some insurance organization.


SSGC has two claims for insuranceIncase of Normal Death Insurance Rs: 100,000 is given to the employees family

Incase Of Accidental Death Insurance Rs: 300, 0000 is given to expired employees family & also

00,000 is given

Documents Required For Normal DeathUnion council certificate

Death certificate of admitted hospital

CNIC of deceased

CNIC copy of widow

Group insurance claim by death

Filled by the employer copy of appointment letter

Nomination form

Documents Required For Accidental DeathPost Mortem

FIR

News clip

Union council certificate

Death certificate of admitted hospital

CNIC of deceased

CNIC copy of widow

Group insurance claim by death

Filled by the employer copy of appointment letter

Nomination form

46. LAIISONING OF ELECTION & REFRENDUMElections are conducted in CBA after every three years & CBA negotiates with management on

the behalf of all union staff.

6 union are registered at NIRC labor


Election is responsibility of NIRC labor & IR Department to conduct the election

Labor department announce the date & IR department is responsible for managing elections

fairly & safety

47. COORDINATION OF APPRENTASHIP EXAMSIt is basically rule by UNO of Pakistan to give the training to the unskilled population or

employees.

The training is conducted according to the Apprentaship rules & every organization is given this

training. The training is given for the 3 years & exam is conducted after every 3 years by HR- IR

department. Minimum requirement for this training is matriculation & they give training with

pay, 6000 per month

48. COORDINATION WITH HR ACTIVITIESHR is responsible for conducting socio participation such as cycle race, retirements, long service

awards, sports. IR deals with the subordinate staff, where as HR deals with the executive. Times

to time new policies are introduced that’s why B Unit officers coordinate with the head office,

incase of leaves, grievances, conflicts, performance appraisal & arrangement of training.

49. LIAISON WITH MEDICAL CANTER FOR IR RELATIVE MATTERSThe Liaisoning of the medical centers is done from time to time because the employees are

working & they are not much aware of the IR relative matters. The HR department

communicates & explains with the medical department to maintain the peace there, because

maintaining peace at the medical centre is the hardest of the all tasks, because a very wide range

of people from different backgrounds come & visit the conflicts arising between the doctors &

the patients are dealt by HR department. Patients in the serious condition are then referred by the

lower level doctors to the specialists; if the case is out of their control then the referred patients


are hospitalized. IR also visits the hospitals from time to time, these map visits are to ensure hat

the service given is as per promises made.

50. VISITS TO THE STAFF CANTEEN & PANEL HOSPITALSIR’s two responsibilities are these that are Staff canteen & Panel Hospital.

Staff canteen: - HR- IR check out the canteen on the basis of daily or weekly checking of

canteen is responsibility of the HR - HSE Head Office Admin

After checking of the material, then they check the food standards before the lunch

If the contract is not up to mark then report is submitted to head office & form will be filled

(good, medium or low)

Panel hospital: - If an employee is admitted at hospital, then the company randomly checks

outs that doctors are taking care of employees properly or not. The reason for checking is to

bring an end to employee’s grievances & complains.

51. DEPARTMENTAL BUDGETEvery department make budget of departments according to their own needs & all departments

are allotted the budget for all the others activities like (TA/DA, field allowance) all the things are

necessary to run the departments & budget is allotted by head office.

Appropriate budget will be made, that will neither less & nor more then required. Budget

includes stationary, light, maintenance of machinery, amount for hajj & umrah, amount for

encashment, scholarships & others.

52. CONDUCTION, PROSECUTION & COORDINATION OF ENQUIRIESThere are so many cases or issues, which are needed to be conducted like Habitual Late Comer,

Absconding without Intimation, Miss-Behavior, Use abusing language, continuously remain

absent, disobedient, misleading & fraud cases, these issues are send to head office in E & D


department to take the disciplinary action against him / her & Show cause is issued for

employees, in which all allegation are written against the employee. If employees are giving

satisfactory reasons / management becomes satisfied by his or her reason then charge sheet will

not be issued. The management sends the management representative (MR) who prosecutes the

enquiry cases on the behalf the management & after the prosecution has been completed, and

then they coordinate with each other about the enquiry.

53. MONTHLY HSE MEETING & HOUSE KEEPINGMonthly HSE meeting & house keeping, where the member of HSE discusses about the Health,

Safety & Environment & all lacking & changes that need to be bought in effect are decided ,

issues that health safety & environment & especially at house keeping.

54. CANTEEN SUBSIDY

The SSGC Company facilitates its employees & provided food to their employees from canteen subsidy. 400 per month are given to those employees, who do not have the canteen facility at their station & 400 per month is added in their salary as canteen subsidy. In some areas, if there is facility of canteen then the company does contract on yearly basis, & then staff gets food from the company canteen.

55. WASHING ALLOWANCE

Company gives washing allowance to the employees to facilitate them to wash their uniforms.

Washing allowance is Rs: 00 per month for uniform wearing employees


CONCLUSION

Following are the conclusions which I analyze during the tenure of my internship.

This internship would be useful for me in my career development because it provides

me the practical knowledge of the organization/ industrial relation as a part of

Human Resource Management

Working environment of SSGC Hyderabad is good

Close coordination between each & other departments & SSGC executives / staff are

cooperative with each other

HR-IR department works like a team

During my entire period of internship, I did not find any disturbance or conflicts

between the executive & subordinate staff

The SSGC staff is friendly and supportive

ERP system of HRM is very latest technology & every executives of HR- IR is

knowing how to operate the oracle HRMS

HR-IR department maintaining the record of all the subordinate staff of lower sindh

& upper sindh (Hyderabad / Nawabshah/sukkur & larkana)


Suggestions;

Improvement should be required regarding to Health Safety Environment (HSE)

Sitting arrangement of executives & staff is not suitable to be required re-sitting arrangement as a good utility company.

Training should be required to staff of HR-IR for more knowledge Of Industrial Relations

Communication skills of subordinate staff is not matched with HR-IR so they should be improve their communication skills as per HR-IR requirements

Administration department works poorly to be improvement required

Employees should be motivated by providing them better facilities at office premises

To be provided separate arrangement at canteen for Female executives & staff

There must be equality as one intern is paid another is unpaid.


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