Hrm Practice in Monno Ceramic Industries in Bangladesh free essay sample

The study of this paper focuses on how the HRM is practiced in Monno Group of Industries. This company is one of the leading organizations in the country in producing ceramic products. Here I tried to make an observation on its HRM practice so that it enriches my theoretical knowledge on HRM with practical views and processes involve in Human resource management. Business is such an arena where there are very few similarities or sometimes contradictions between theories and practices. And Human Resource Management is the most crucial part of a business. Management, particularly Human Resource management, in real life is not that easy like the theories. The purpose of this report is to find out the actual picture in the growing business organizations of Bangladesh. 1. 2 Background of the study This report is originated as the course requirement of the MBA program under the Department of Business Administration Eastern University. Under this program students of every department of this faculty must go through an internship program of 3-month duration. As practical orientation is an integral part of the MBA degree requirement. 1. 3 Origin of the Report It is a pleasure for getting the opportunity to accomplish the internship in Monno Group of Industries Ltd. at Islampur, Dhamrai, Dhaka-1350, Bangladesh. This research is a partial requirement of MBA Internship Program in the ESTERN University and has been prepared after three month of the rganizational attachment in Monno Group of Industries Ltd. 1. 4 Importance of the study Human resource management involves all management decisions and practices that directly affect or influence people or human resources, who work for the organization. In recent years increased attention has been devoted to how organizations manage human resource. This increased of attention comes from the realizations that an organization’s employees enable organizations to achieve its goals, and the management of this human resource is critical to an organization’s success. The presence of human in business is not a new invention but identifying them as a resource in more formal way has been made in recent years. The history of HRM can be characterized as moving through four broad phases as craft system, scientific management system, the human resource relation approach, and the current organizational science such as human resource approach. 1. 5 Objective of the study Core objective The core objective of this report is to illustrate the present practice of the HRM in Monno Group of Industries. Specific objectives ) To have a clear view about what is actually happening in the area of HRM o the selected business organization. b) To collect information and insight about the HRM function of the organization. c) To experience different HR practices those are being followed by Monno Group of Industries. d) To relate the theoretical knowledge with the practices. e) To have an analysis on the HR Training department of Monno Group of Industries. f) Identify ex isting issues of HR practices and process or lack of process that will facilitate or hinder the proper practices of HRM. 1. 6 Scope of the study This report is sort of case study, which means it is the illustration of the real scenario of the selected organization. So the scope of this report is limited. The first scope of this report is to have practical experience about how a research is done in the business organizations. The report has the scope to cover different aspects of HRM, which includes HR practices like recruitment, selection, and staffing procedures, selection devices, job analysis, job design, training management development and compensation and benefit administration. 1. 7 Methodology of the study This report has been prepared based on both primary and secondary data. The primary data was collected through observation and information collected from the HR personnel during different tasks that I had to carry out as an intern; I personally took notes during the tasks I came across in my internship. There are data that I collected from secondary sources from reports, publishes documents, internet and articles. Data collected from the organization and other sources were assembled and put down in different part of the report. Based on the collected information analysis and conclusion is performed. It was part of my academic program to learn HR practices of Monno Group of Industries to understand real life scenario of business. Thus, this report does not go into deep of the HRM activities of the selected company, it is beyond this report’s scope to make concentrated suggestions or recommendation other than narrating the observation and reach to a conclusion. 1. 7. 1 Source of data ? Primary Data: Primary data has been collected for preparing this report through personal observation and interviewing the office executives. ? Secondary Data: Secondary data has been collected from the annual report, Journal, Monno Ceramic Industries Ltd Report, Monno Ceramic Industries Ltd Employees and the website of Monno Ceramic Industries Ltd. 1. 7. 2 Sampling Population The population in the research was mainly employees of the Monno Ceramic Industries Ltd. This population was selected mainly because a survey conducted on the perception about the matter amongst the employers and employees. The sampling design The sample design used in this case is Random sampling method. When taking the random sampling into consideration there is always a chance that error might occur. This happens when there is a difference in the sampling that was done during the course of the survey. The Sampling Unit The sampling unit in case of this research was the employees. Sampling Frame The sampling frame usually contains a list of elements from which the sample has been drawn. The survey has been conducted at the different levels of employees The Sampling Design The sample design used in this case is Random sampling method. When taking the random sampling into consideration there is always a chance that error might occur. This happens when there is a difference in the sampling that was done during the course of the survey. The Sampling Plan In conducting evaluative study, interviewing method has also been used for data collection, while a checklist would enable to record direct observation. A combination of structures and unstructured interview schedules would help generate information for this study. Along with interviewing techniques Focus secondary data source also used to approach the various issues to assess and to generalize the information within a very short period of time. Data Collecting Technique Fort the purpose of the study two methods of techniques used: ? Observation ? Interview Data Processing Once data had been recorded, the processing of the data involved reviewing the data forms as to legibility, consistency, and completeness. Data processed manually and with the technical support of computer. 1. 8 Limitation of the study During groundwork of this report some obstacles have come across, which can be termed as the limitation of the project, these reasons did not allow this repot to go in depth of issues hence several parts of the report is not concentrated. Therefore the limitations that were faced: ) The internal and sensitive information was not found properly from the organization b) Lack of sufficient time of the HR personnel which did not allow learning about certain issues or practices deeply. c) Lack of sufficient accessible books and journals about HR practices in the organization. d) Unavailability of enough relevant records and information e) Published information is not up to date. f) Employees are not allowed to provide in depth information about their practices as the information is confidential. g) Three months’ time is not sufficient to learn practices and procedures of a large organization like Monno Group of Industries. PART- B About the Organization [pic] Introduction Monno Ceramic Industries began producing porcelain tableware for the Bangladesh home market in 1985, and secured its first export order the following year. Monno soon earned an enviable reputation for both quality and value. The subsequent introduction of bone china to its range of quality dinnerware has only served to strengthen that reputation. Background of the organization The name of Monno-the man-is entwined with the name of Monno-the product. A man gifted with an inherent entrepreneurial sense, Mr. Monno started a trading house in 1960, which continued to expand in scope and nature as time went along. In1985, Monno went into production of porcelain-ware. The success was immediate as there was a demand for such product in the local market. Monnos state-of-the-art technology and creative designs gave Monno an edge ocher its competitors not only at local but also at global market. Organization Profile ? Name of the parent company: Monno Group of Industries Ltd. ? Nature of the company: Private Limited Company ? Location: ? Corporate Office- 9 No Wear Street, Wari, Shutrapur, Dhaka ? Factory-Islampur, Dhamrai, Dhaka-1350, Bangladesh Business: ? Porcelain and Bone China ? Garments ? Fabrics ? Hospital ? Monno is a perfectionist and in order to achieve such perfection, a determined and highly skilled work force is employed. ? Monno listens to its customers and caters to their every demand, because as they saying goes; â€Å"The customer is always right†. Today in Bangladesh Mo nno is a household name and regarded as one of the country’s premier companies. Monno offers products in Porcelain, New Bone China, and real Bone China. In fact they source the materials in their bone china body and glaze from Stock on Trent, to which is added pure water filtered from their own wells. So Monno likes to think of it as ‘English’ Bone China. Customers include many well known prestigious department stores, specialty and chain stores around the world for which they manufacture own label products. They work with customers to develop their own shapes or decorations, or can offer designs from their extensive stable. Their talented teams of artists and designers work closely with the experienced technicians of an own in-house decal print unit. That combination of man and machine helps achieve striking results. [pic] Name of the Departments |Functions | | | | |Administration |Maintaining all the administrative works of the organization. | |Marketing and Sales |Managing marketing activities such as pricing, promotion and Monitoring national | | |sales of all depots. |Purchase and Procurement |Dealing with the buyers and monitoring the purchase activities and procuring raw | | |materials as per sales forecast etc. | |HRM |Managing the overall human resource of th e organization | |Accounts Department |Monitoring all the financial documents along with assets and liabilities and | | |preparing financial reports on a particular time basis. |Labour and welfare |Monitoring the overall welfare of the employees’ including the security, benefits, | | |compensation, provident fund etc. of the employees. | |Production Store |Monitoring the overall manufacturing process and inventory management | |IT |Managing marketing and other information services. Provides with computer assistance. | [pic] The main strength of Monnos treasure is its imported machinery. Monno has chosen the best of machinery from Europe and Japan that have already prove themselves efficient in manufacturing porcelain ware. Monno’s Porcelain Bone China factories are perhaps unique in being able to offer under one roof the flexibility and versatility of many manufacturing methods as best suit the size or nature of the product. Monno has invested in modern machinery and can boast high pressure casting, ISO Static Pressing, auto cup lines, auto dip glazing, spray drying, and an open firing system. That technology helps them in their never ending pursuit of excellence. Manufacturing capacity is in the order of 2 Million pieces per month. Tests carried out by CERAM show their products fall well below the thresholds for lead and cadmium release in tableware or cookware coming into contact with foodstuffs as specified under current European regulations. They also meet Australasian and US Federal requirements as well as those specified by California’s very tough ‘Proposition 65’. Monno Group of companies includes, significantly, Monno Fabrics Ltd. nd Monno Attire Ltd, as well as printing and packaging companies mutually supporting the activities of the Group. Monno is not therefore dependent on outside suppliers for labels or packaging, which helps to ensure orders are available on time. Monno provides employment to some 5,000 skilled and unskilled local artisans, crafts men and women, who are encouraged to develop their full creative potential. Training is high ly regarded, especially when working with some of the very best advanced machinery selected from manufacturers worldwide. That technology helps to provide Monno with a competitive edge in the market place. Monno is a strong supporter of the environment, using for example only natural non toxic materials in its porcelain, and only recycled pulp in its packaging; disposing of waste factory product in accordance with Federal and European standards. Monno does not employ children or discriminate between genders, and has an equal opportunity policy. Monno also cares for the community, providing welfare, vocational training, basic education for those less well off, together with a home for underprivileged children. Those graduating from these programs are helped to find jobs according to their individual abilities. Monno’s own ethical and social environmental policy is in accord with that of their customers and has satisfied the requirements of all factory and ethical audits independently carried out on their behalf. At the time of writing the Monno Group has recently started a hospital as will further benefit its employees and residents in local communities. Monno Group of Industries Ltd. is one of the leading companies of ceramic industries in Bangladesh. It has been producing the bone china and porcelain products in the local market and also in the international market with huge popularity. Monno is the only company which has been contributing in the national economy by exporting ceramic products internationally and earning foreign currency. Besides, Monno Group of Industries Ltd. is paying its yearly tax and vat in a proper way which is ultimately adding to the national economy. Presently different types of products made by Monno Group of Industries are exported to various market of Europe. Monno is carrying on its export business flawlessly and it has been contributing a lot in Industrial development of Bangladesh . Not only this, Monno has been created job opportunity for more than 2500 people. The organization is also hoping that they can create more job opportunity to resolve the unemployment problem in Bangladesh. Now a days Monno Group of Industries holding a strong position in ceramic industries comparing to the other related industries. By observing the role of Monno in the Industrial Development, many monetary organizations are interested to provide loan to this organization. Such as; Sonali Bank (local branch) has been given monetary help to this organization to accomplish different projects of Monno As the original exporter of porcelain dinnerware ‘Made in Bangladesh’ Monno is proud to contribute to the growth of the Bangladesh economy and it can be assumed that the organization will hold its competitive position and do much better in the future. PART-C My Internship at Monno Group of Industries [pic] I was given the opportunity to work in Monno Group of Industries for three months from January 25 to April 25, 2012; it was part of my academic program. As my major was in Human Resource Management, I worked in Human resource department as an intern where I had learnt several Human Resource practices of Monno Group of Industries. Description of the job As I had the opportunity to have three months long internship at Monno Group of Industries, I have come across with different tasks that are conducted by the HR department. I was made acquainted with some were regular others were periodical. I was assigned to help the HR personals to do the following jobs regularly. Those were:- ? Collecting Bio data ? Setting Interview training date ? Calling For Interview Training Making Interview and Training Lists ? Maintaining Attendances ? Managing Leave ? Creating Employee Profile ? Performance Appraisals Job Responsibilities Collecting Bio data For the recruitment of Sales Associates and Store Helper the CVs are collected from outlets mostly but applicants can also drop their CVs in the CV box at head office. And for others positions the CVs are collected through the bdjobs’s website and the CV box at the head office. As I have worked mostly in the recruitment of Sales Associates, it was my job to call the outlets and ask them to send the CVs to Human Resource Department. And also ask the Office Assistant to collect the CVs from the CV box. Setting Interview training date After Screening the CVs and classified them in to different categories, we were to fix the interview date for different outlets and inform the respective outlet manager about the interview. And with the interview I was to fix the training date for the selected candidates. To do this I had to consult with the Training personnel about the training batches and find out the empty slots for Training and finalize the interview and training batch for the Sales Associates for different outlets. Calling for Interview and Training After screening the CVs and separate them based on their location, it was my job to call the candidates for interview and inform them about the interview date, time and venue. The interviews were held in the head office of Monno Group of Industries. After the interview I had to call the selected candidates for one day long pre service training session and inform them about training date, time and venue. Making Interview and Training Lists While calling the candidates I had to give serial number to their CVs. fter calling the candidates it was my job to prepare an interview list which contained name of the applicant, father’s name of the applicant, educational qualification, address and contact number, there were few columns left empty for applicants signature, selected, not selected and remarks. At the bottom of the list name of the Human resource officer and the outlet manager who were taking the interview, were included. For Training list t he information were different from the interview lists. Name of the applicants, name of educational institute, and name of outlet, shift, and address contact number were included. Maintaining Attendances Monno Group of Industries uses separate attendance register method for the head office and the outlets. For employees are working in head office and for the outlets and temporary workers use the manual attendance register. It was my responsibility to write the names, and designation of the employees into the attendance register for the upcoming month. Monno Group of Industries maintain their employee attendance very strictly, the employees can arrive till 8. 45 am and it would not be counted as late but from 8. 46 am to 9. 30 am it would be counted as late and after 9. 0am it is counted as half day. Creating Employee Profile The HR department of Monno Group of Industries keeps record of their employees both manually and in HRM System. After recruiting sales associates for the outlets I learned to prepare files for new employees. The employee file contains employees joining letter given by Monno Group of Industries, employees CV, photocopy of employee’s educational certificates, reference letter, and insurance form. Later employee’s confirmation letter, promotion letter, transfer letter, increment of salary letter and performance appraisal is added. After preparing file for the new employee I used to enter the information in HRMS. There were different categories like personal details, educational qualification, job base and status, joining date, insurance nominees and references etc. Performance Appraisals Monno Group of Industries practices Appraisal of the employees once in a year. During my internship I was taught how to carry out the performance appraisal of the employees at the outlets. First we had to provide performance appraisal form of the employees to the department or outlet managers. After they evaluate their subordinates we had to collect them. There was a particular scale which was raked like Excellent, Very good, Good, Satisfactory and Unsatisfactory. Each question of the performance appraisal carries 5 marks there were fifteen to twenty questions. The employees who would get highest would be marked as excellent. Promotion and increment was allocated based on the performance of the employees. We had to count the numbers that employees obtained and send it to the head of Retail for approval when he/she approves it we had to send it to general manager of HR Training. Lastly the appraisal was sent to the director. Based on the approval and remarks employees are promoted and increments are given. Critical observation Through my internship period at Monno Group of Industries I have observed some issues which are:- ? Human resource department of Monno Group of Industries is performing their responsibilities with a very limited workforce, which sometimes leads to a very stressful working environment for the HR team. ? Each member of HR team are responsible of few other departments for managing leave, salary, attendance etc. ostly they are successful at their job by keeping sound cooperation with these departments. ? The organization is ever growing so it is difficult to manage such large organization with such small HR department, in annual events like salary adjustment, recruitment for Ramadan sales associates. ? The data of attendance is preserved in software only, sometimes the server is overloaded and HR department is losing the attendance data wh ich is also hampering in calculation of leave. ? Lastly the employee information are stored in the HRMS and also kept in a physical file. Some of these files are really old; HR should keep the data stored by scanning as back up. PART-C HR practices of Monno Group of Industries [pic] Here is the organogram of Monno Group of Industries to have a look on the positions of the employees who are involved in different Human Resource activities; |HR Manager | |( | |Assistant HR Manager | |( | |Labour Officer | |( | |Welfare Officer | ( | |Security Officer | During my internship it was not possible to go through all the HR practices of Monno Group of Industries in depth. There are several fields that I had opportunity to work in depth. Practices like recruitment, leave management, performance appraisal, Promotion, Dismissal etc. HR Practices of Monno Group of Industries The HR Practices of Monno Group of Industries is as follows:- 1. Recruitment and selection Process 2. Performance appraisal 3. Leave Management 4. Promotion 5. Dismissal 1. Recruitment and selection Process Selecting and recruiting good employees for an organization is indeed one of the most crucial and critical aspects of running an organization as the decisions so taken to this respect can take the organization to the heights of success. In this respect, it must be borne in mind that each individual has a valuable contribution, irrespective of the position or status of the employee in respective organization. Staffing is the process of recruiting applicants and selecting prospective employees it is known as the key strategic are of Human Resource Management. Stated that an organization’s performance is a direct result of the individuals it employs. The specific strategies used and decisions made in staffing process will directly impact an organization’s success or lack thereof. 1. 1 Planning for recruitment and selection The aim of the policy and procedures is to support the recruitment and selection of people with necessary ability, skills, qualification and competencies. It is done to contribute effectively to delivery of Monno Group of Industries. Monno Group of Industries Ltd. Always takes some general steps before recruiting a person for a particular job. These steps are:- ? The company assure that no one of from the recruitment committee can take any bribe from the applicant ? The short-listed applicants are sending to the particular department and applicant’s work has been evaluated and an evaluation form has been filled up. ? Short-listed applicants have been sent for medical check up to the medical center of the company. ? For recruiting the applicants’ capability, the company considers the labor law. ? The finally selected employees will get a written document of all benefits and compensations. The selected employee will work for three month as an apprentice, then he/she will be confirmed as regular employee as per as performance. 1. 2 Recruitment Budget Managing Director HR Manager will determine and analyze the necessity of manpower based on recruitment required by the Departments and projected budget based on the year after discussing with different department heads. Therefore, it is the responsibility of the ma nagement to examine the work load and carry out the job analysis and as well as looking into the real requirement of employees. 1. 3 Recruitment and Selection Strategy As Monno Group of Industries has huge number of employees all around the country, they recruit different types of employees based on the nature of the jobs. Monno Group of Industries recruits five types of employees, these are: ? Regular ? Temporary ? Contractual 1. 4 Regular employee Regular employees work six days a week from Saturday to Thursday, starting from 8. 00 am to 5. 00 pm. (Lunch hour 1. 00-2. 00). These employees will receive the entire compensation program (bonus, increment, overtime and insurance, provident fund) and every other facility that are given by the organization. 1. Temporary employee Monno Group of Industries recruits temporary employees for different purposes. Some times when a position is vacant and the recruitment might take long to fill in that’s when Monno Group of Industries goes for recruiting temporary employees. Temporary employees may work full time or part-time. They are mainly taken as casual workers. The temporary sales associates for Ram adan work as part timer. Temporary workers also taken for production work when there is a pressure of work On the other hand temporary employees for documentation work as long as full timer in Monno Group of Industries. If the temporary workers show a good performance then they are confirmed as regular employees after six months working period. 1. 6 Contractual employee Contractual employees are hired to work on certain projects or for a certain period of time. The sales associates for the foreign buyers or for the trade fair are under contract of one month whereas the interns have three months of contracts in Monno Group of Industries. However depending on the nature of the job the organization may extend their contract with employees. 1. 7 Recruitment method Monno Group of Industries recruits its employee’s mostly on viva voce and they do not take any written examination of the candidates. But the interviews are conducted by several steps, which are, in first round if someone qualifies the interview then they are selected for the second round of the interview. These types of interviews are arranged for officer, executive and managerial level. But for the technical posts like IT department computer literacy is tested. But recently Monno Group of Industries has stated taking written examination on computer for finance and accounts department and also for other departments as well. Only In case of design studio the applicants has to present their portfolio. To recruit the employees for different departments Monno Group of Industries goes through several steps, these are performed by the HR department. 1. 8 Requisitions for Staff In the beginning of the year all the departments’ head send their requisition in a fixed form to the HR department estimating the requirement of new staff for the whole year in their respective department, then HR collects the approval of the director. Human Recourse Department would make yearly plan to recruit staff on the basis of the received approved requisition. Monno builds a recruiting committee with some top level managers before recruiting process starts. According to the organizational chart, it is previously determined how many people are required to run a particular department or to do a specific kind of job. So with the resignation of an employee respective department needs to get approval for a new position, it forwards the form to HRD along with the detail particulars like educational level, experience, interpersonal skills and other skills that the job required of the deserving candidate. 1. 9 Verify organizational Chart Once the HR department receives an approved job requisition, it is the foremost duty of the HR departments to check and verify the approval with the organizational chart. Next, the manager of HR prepares the job watch, which is to circulate for job announcement. This job watch contains job responsibility, objectives, number of vacancies of the department, educational background of the candidate, working experience and other interpersonal skills. The job watch basically asks the potential candidate to send their CV if they qualify the minimum qualification level. 1. 10 Sources of Recruitment There are two kinds of sources Monno Group of Industries uses for recruitment. They are: (A) Internal source (B) External source (A) Internal source Monno Group of Industries thinks that current employees are a major source of recruits for all but entry level positions whether for promotions or for lateral job transfer, internal candidates already know the informal organization and have detailed information about its formal policies and procedures. Promotions and transfer are typically decided by responsible department with involvement by HR department. (A). (i) Employee references/ recommendation Employee reference has universal application. Lower level and mid-level positions can, and often are filled by the recommendation of a current employee. In higher level positions it is more likely referral will be a professional acquaintance rather than a friend with whom the recommender has close social contacts. In jobs where specialized expertise is important, and where employees participate in professional organizations that foster the development of the expertise, it can be expected that current employees will be acquainted with or know about individuals they think would make excellent contribution to the organization. B) External sources Monno Group of Industries believes in innovative inspiration so HR department use to look outside of the organization for applicants. The external source starts with the job advertisement on different media. (B). (i) Job Advertisement Monno Group of Industries gives their advertisement mostly on the major newspapers and internet to collect appl icants for all the departments and posts. Through the advertisement they declare the posts of the jobs and the job description which includes duties and responsibilities along they also mention the facilities Monno Group of Industries provides. In the advertisement they mention the required qualification of the applicants, age and experience etc. Monno Group of Industries Ltd. considers effectiveness before giving the advertisement. They advertise themselves in a manner which serves them the most. For example, for the posts from officers to managers they give advertisement on the major newspapers and also internet and temporary/ part time post like sales associates are advertised on the outlets. (B). (ii) Collecting Screening After the advertisement for a particular job the HR department starts collecting the bio data. The bio data are collected from sources, for xample the bio data dropped in the application box in the head office are collected, online applications are downloaded and printed, some are collected from the outlets by post and some are through references. After collecting the applicants’ bio data the qualifications, experience and age are matched. The applicants are selected and prioritized based on th eir education such as applicants from reputed universities and year of experience they possess. While screening them qualified applicants for the specified jobs are found, but sometimes applicants with fewer years of experience are kept separately. And some time these candidates’ bio data are used when there is lack of candidates for interview. (B). (iii) Short listing the potential Applicants After going through the bio data that matches the qualifications, applicants who are well qualified for the positions have to be put on a short list. Following completion of short listing process, HR personnel should give them priority in calling for interviews. (B). (iv) Schedule and arrange the interview After short listing the bio data, the arrangement of the interview starts. The short listed candidates are to be called and they should be well informed about the interview method, date, time and venue etc. For these responsible personnel has to make a schedule for interview. HR manager and respective departments’ managers, sometimes program head altogether decides a convenient time for the interview. After scheduling the applicants is informed of the time date venue of the interviews and if appropriate, be asked to bring photographs for further identification. (B). (v) Conduct interview Interviews must be fair, objective and structures to allow the maximum amount of information to be obtained from the applicants. The person specification and outline job description should form the basic questioning which should be relevant to the recruitment of the post. In the interview panel there are two personnel from Monno Group of Industries most of the time, one person from the HR department and another person should be from other department. For example recruiting a marketing officer the representative from the HR department is either a senior HR officer or an executive and the other interviewer in this case would be marketing head or marketing manager. In the interview panel the judges are given an interviewer appraisal form to keep the record of applicants’ personal attributes and their educational and professional qualification. From officer and above there are two rounds of interviews taken. The candidates selected from the first round interview are to be interviewed by the director of Monno Group of Industries. (B). (vi) Compile interview results At this stage HR compiles the interview results. In order to compile the result, average score of the interview is calculated. Usually, the candidate that matches with hiring departments requirements is called for the second round of interview. After the interviews the candidates are selected by analyzing their qualifications by the director mostly and then it is the responsibility of HR to inform applicants about the result. But for but for entry level jobs it is the responsibility of an HR officer to finalize the selection. (B). (vii) Background Check/ candidates’ verification The selected candidates will provide copies of their educational and professional certificates ant the HR department will make arrangement for verifying these records by calling their references checking the copies of certificates with the original ones. B). (viii) Inform the selected candidate After verification of the papers submitted by the candidates, HR department will call them for further formalities that are to be carried out like negotiation of salary, confirmation of joining date, fitness certificate, releasing order etc. (B). (ix) Appointment After completion of the introductory training sessions, the candidates are asked to come w ith their certificates, releasing order from previous employer, experience certificate, reference letter etc. The regular employees are required to fill-up several forms on the day of their appointment. These are: ? Personal information form ? Insurance form ? Joining form The copy of certificate, releasing order, photocopy of national ID, reference letter and two recent color photographs are kept in a new file with the name, designation and joining date of the employee. Later these information are input the Human resource management software (HRMS) of Monno Group of Industries. (B). (x) Training Training department of Monno Group of Industries is a part of Human Resource department. Training personnel are responsible for all the necessary training sessions for the new employees. As they are to be acquainted with the new organization, working environment, people and job responsibilities. The training officers train the new employees to be introduced with the job and organization and make sure they are able to perform effectively. (B). (xi) Orientation or induction Generally the HR department arranges employee’s orientation or induction which provides new employees with basic background information about the organization, information they need to perform their job, their job description or so on. It is called a socialization process. It helps to cope with new environment very easily and it minimizes reality shock. . Performance Appraisal System Performance appraisal system is a systematic process of performance planning, organizing, monitoring, appraising, and guiding rewarding individual employee’s performance by using standard tools. This is a formal management process being conducted through participation. The system does not merely represent an annual event rather it represents a systematic processed viewed from the standpoint of total perspective. The essence of performance appraisal system is that the employee’s perform the best of their abilities to attain individual standard and achieve the organization goals. Performance appraisals, a very important function of the human resources department for any organization, are conducted to gauge the net worth of all its employees. Appraisal methods benefit the organization immensely. The aim of appraisals is to improve the present performance of the employees and draw on the future potential. The HR department undertakes this processes usually annually in which they procure, analyze and document facts about the performances of the employees of the organization. The human resources department of the Monno Group of Industries establishes performance criteria and standards that would eventually act as the benchmarks. Then the superior who is conducting the appraisal communicates the job descriptions, targets and goals to be achieved at the end of the year to the subordinate who is being appraised. Thereafter the actual appraisal takes place and the results are tabulated by the HR department. The tabulated results are analyzed thoroughly and objectively to measure the tangible and actual performance. In the end, the organization takes corrective and remedial measures based on the results derived. Monno Group of Industries has a performance appraisal system closely similar to an amalgamation of â€Å"Behavioral anchored ratings scale (BARS)† and â€Å"key performance indicator (KPI)† performance Appraisal mechanism. The present performance is done using: a) Appraisal by Achievement against certain behavior b) Competence profile in current job, which includes rating or leadership quality, resource management, business development, communicative etc. The organization views the system as year round process. Every employee at Monno Group of Industries is being evaluated once in a year. And employees are evaluated when their working period is more than six month. Monno Group of Industries has three types of performance appraisal form, these are – top level, mid-level and entry level, as all the employees cannot be evaluated in same manner. The reason for having the performance appraisal system is to evaluate them from different aspects and find out their strengths and weakness and provide them chances to improve them in order to perform more effectively. There are different component of the performance appraisal system namely performance planning, performance monitoring and performance development and annual appraisal each of those are inter related and integrated with each other having several sub- component under each of those components. 2. 1 The Annual performance Appraisal format In this study, focus has been given on the performance appraisal system of the management executive. The elements of the performance appraisal form are- a) Performance planning b) Career growth development c) Performance competences d) Overall performance evaluation ) Review and comment by appraiser, appraisers’ manager and appraise her/himself. In Monno Group of Industries has four types of Performance Appraisal formats, Form-A, for top level employees, PA Form- B, for mid-level employees, PA Form-C, for lower level employees, and the last one is Performance Appraisal for Sales Associates. The appraisal forms used by Monno Group of Industries a re given on the next few pages. 3. Leave Management Employees’  Leave Management  helps Finance and HR Departments knowing that their leave programs are efficiently managed and accurately tracked. There are several types of leave the employees can apply for. These are: ? Earned Leave ? Sick Leave ? Extra ordinary leave ? Maternity Leave 3. 1 Earned Leave Earned leave is a type of leave that is earned by the employees through working in the organization and each working day an employee earns 0. 0831 day leave. So the employees working five days a week will be able to spend 20 days of earned leave and hose employees working six days a week will be able to spend 23 days of earned leave per year. 3. 2 Casual/Sick Leave Employees can take sick leave with pay when they are sick and the disease is infectious. Employees can take up to 14 days including non-working days in a year as sick leave but if the disease takes more than 14 days to cure employees can take special permission from director and can have 21 days leave. In these cases the employees must provide all the documents of their sickness along with the leave form. 3. 3 Extra Ordinary Leave Monno Group of Industries allows its employees to take extra ordinary leave for any kind of unavoidable and unusual situation. Employees can take leave for their higher education or treatment in abroad if approved by the director and can join Monno Group of Industries after they have finished. 3. Maternity Leave Female employees who have passed more than one year in the organization are allowed to take maternity leave for four months while they are pregnant. Maternity leave is given with full payment and employees can also draw four months’ salary in advance. The employee get also gets the allowances. Employees can extend their maternity leave but without payment. The female employees can have maternity leave twice while they work at Monno Group of Industries Ltd. 3. 5 Annual Leave Annual leave encashment facilities may be allowed to the employees for a maximum of 90 days (based on last basic) at the time of employee’s leaving he organization. 4. Promotion Just like any other organization promotion is one important aspect of HR in Monno Group of Industries. Promotion in Monno Group of Industries is given once in a year to earnest employees. Every year in the month of November employees are assessed by their supervisor and the employees with outstanding performance are recommended to be promoted. After the probationary period of six months or one year the administration send the appraisal form to the Department Heads. After completing the appraisal form send the form to the administration. The assessment is reviewed by the HR department and gets approval from the HR manager. In this procedure the HRD head send an appraisal form with approval signature to the Vice Chairman and after that it will be approved signed by the Managing Director. According to the comment and remark of appraisal form the employee will get the confirmation with increment of salary or confirmation with promotion or no confirmation. There are 11 levels of employees in Monno Group of Industries all of their promotion is performed in the same manner. When the director approves the promotions the promotion paper are sent back to HR department for further formalities. The HR department provides one copy of promotion letter to the employee, one copy to the Finance Account department. And lastly update the designation of the promoted employee in HRMS. 5. Dismissal Monno Group of Industries is very firm and organized about their rules and regulation. And all the employees follow these disciplines. Like any other organization Monno Group of Industries follows some code of conducts. If anyone violates the code of conducts or does not follow the general regulations, first they will be warned with a warning document for show cause if it is not something rigorous. But if it is something unavoidable and harmful for the organization then they investigate about the person violating code of conduct and gather evidences. If it is proved that the employee is responsible for violating the code of conduct then HR department takes further action to dismiss the employee from the organization. In cases like this some formalities are to be carried out, these are: First the reason for dismissal is presented at HR department. ? Then HRD appoints an enquiry team to perform the enquiry and present a report to the HRD within a week. ? Then HRD to review it and send it to the director of the Monno Group of Industries. The final decision is made by the director. ? Once the decision is made and if the employee is to be dismissed, the HR department gives notice to the dismissed employe e about their dismissal. Usually when an employee is dismissed they do get any facilities like provident fund, gratuity insurance money etc. romised by the organization. PART-D Findings [pic] During my internship at Monno Group of Industries, I have come across different HR practices which lead me to analyze Monno Group of Industries and find its strengths and lacking. Major Findings of the study In my internship at Monno Group of Industries, I have observed and found different issues, these are:- †¢ Fair system in recruitment and selection process: Monno Group of Industries believes in fair recruitment and selection process for their employees. They try to make the whole process unbiased and fair. The transparency in recruitment selection process is their first priority †¢ Hiring the right number of employees in right place. The objective of Monno Group of Industries is to make sure that each department has sufficient workforce to get the organization ahead. †¢ The whole HR department is very well designed and organized, even though limited workforce is a problem sometimes. †¢ They have lack emphasize in research and development, means that they are continuous upgrading the work process through technology but not paying enough attention at the employee development and their demand. Competence gap for the employees is noticeable, the gap between the standard and actual performance is noticeable in employees. †¢ Compensation and benefits at Monno Group of Industries is not attractive comparing to other organizations. †¢ Employee turnover rate is high because of the salary structure. Unless Monno Group of Industries improves their salary Structure they will have hard times finding employees with higher competencies. Recommendation [pic] After completing this project, I have come up with some recommendation which Monno Group of Industries can use for their advancement. These are:- †¢ Besides taking interviews Monno Group of Industries should take written test on the computer to understand the applicants’ computer literacy and other job related knowledge. †¢ The Training for the sales associates should be more related to their job responsibilities rather than just product orientation. †¢ The amount of work in HR department is huge but the manpower is comparatively lower. As the Organization is ever growing Monno Group of Industries should recruit more HR personnel to get the jobs done in a more effective manner. Monno Group of Industry’s website should be updated more frequently with the current issues and vacancies. It will ease the work of HR as more people would be informed. †¢ Monno Group of Industries should introduce online application for their vacancies, it will help them reducing cyber hunting times in bdjobs’s and other sites. †¢ The compensation package in Monno Group of Industries is not Attr active they should restructure their salary and other compensation. †¢ As there is competency gap in employees Monno Group of Industries should start employee training and other development programs to develop the employees. PART –E Concluding Part [pic] With times, Monno Group of Industries has evolved itself as one of the most successful ceramic industry in our country maintaining the trends. As a result, Monno Group of Industries is a fair trade organization reaching global market by representing unique kind of quality products. The strength of Monno rests with its skilled manpower there is a touch of ingenuity, creativity, technical deftness, craftsmanship. Salesmanship of many is just even labour; the congenial working atmosphere of Monno caters the potentials of its employees and brings the best out of them. Besides, under the human resource development plan, Monno sends its staff to different industries to better their skill and knowledge of manufacturing from such visits. At local level also there are staff training programs. Monno is an equal-gender employer and does not employ and child labourer. In the end of my study I would like to conclude by sharing my feeling that, it was a great journey of my internship at Monno Group of Industries I have achieved contemporary HR issues which are now practicing in most modern organization.