1. 1

2.  Introduction
 History
 HR Systems & Hiring process
 Recruitment Stage
 Interview Stage
 Selection Stage
 Orientation Stage
 Laws at Sapphire
 Good/Bad Features
 Recommendations
 Q & A Session
Learning Objectives
2

3.  Sapphire Group is a Pakistan’s Industrial conglomerate largely
focused on the textile industry
 Founded in 1940 in Calcutta, India
 Products: Textiles and Textile products
History
3

4.  Recruitment Stage
 Interview Stage
 Selection Stage
 Orientation Stage
HR Systems & Hiring Process
4

5. Recruitment Stage
5

6.  Recruitment and selection process starts with the approval of
Company’s Director.
 Criteria
 HR Planning
 Resignation
 Termination
 Dismissal
 Retirement
 Death
 Transfer
 Internships
 Strategic Planning
(Expansion plan)
Policies
6

7.  Clause 1: Officer and above HR Committee, Senior Advisor &
Company Director
 Clause 2: Fresh Engineers Head HR & A& Line Manager
 Clause 3: Below Officer Head HR & A& Line Manager
Sanctioning Authority
7

8.  In which department hiring is required; the Head of that
Department apply for the position through an approved Form
“HR Requisition Form” (Document # HR-02/001) and send to
Human Resource Department.
 In case of New Hire (Additional Resource), concerned HOD
will take approval from the Competent Authority i.e., Resident
Director/ Company Director as the case may be. After getting
the approval forward the HR Requisition form to HR
Department for proceeding.
 After the approval of the vacancy, the recruitment process
starts
Process
8

9.  In which department hiring is required; the Head of that
Department apply for the position through an approved Form
“HR Requisition Form” (Document # HR-02/001) and send to
Human Resource Department.
 In case of New Hire (Additional Resource), concerned HOD
will take approval from the Competent Authority i.e., Resident
Director/ Company Director as the case may be. After getting
the approval forward the HR Requisition form to HR
Department for proceeding.
 After the approval of the vacancy, the recruitment process
starts
Process
9

10.  HR & Compliance officer manages the whole hiring process.
 Interview Committee is accountable to conduct interview.
 Technical Director is responsible for final interview and to
endorse his remarks specifying compensation and benefits of
the candidate.
Responsibility
10

11. When a person has to be hired by the organization a
Recruitment Requisition Form is sent by the related Department
to the HR Department which mentions most of the information
regarding the job for which the hiring is required. It includes:
 Designation
 Job Description
 Education Required
 Skills Required
 Experience level
 Age Group
 Salary Group
 Critical Job Duties
Vacancy Identification
11

12.  Job description includes all information for selecting the
candidate. For job description a form is filled (Document # HR-
JD Policy # /001).The purpose of job description is to provide
base and guidelines for selection to the HR. Job description
shall be written by concerned HOD in consultation with the
HR Department.
Steps:
 Department head fills the “Position Profile” format for any
new position or for existing vacancy in his/her department.
 Department Head is responsible to sort approval of Tech.
Director / plant head for the position.
 Position Profile” document is then handed over to the HR &
Compliance officer for processing.
Job Description
12

13.  Job Posting on Company Notice Board.
 Advertisement through print media.
 Job Placement offices of Universities
 Employee Referrals
 Resume Bank
 Social Media and Job Portals
 Employment Agencies (for High level openings)
Recruitment Sources
13

14.  Sapphire usually practices External Hiring but the employee
referrals are also considered. The job applications are invited
through Job Ads. For fresh graduates the company mostly
places its Job Ad on the notice boards in different universities.
While for professionals and experienced employees the
company uses other forms of advertisements including Job
Portals and Newspaper advertisement.
Recruitment Sources Con’t
14

15.  HR & Compliance officer prepares the job Ad as per the
requirement and forward it to the selected institutes,
mentioned in “Approved Institutes for Diploma Holders,
Colleges and Universities”. If skilled professionals are required
the Job Ad is also published through newspapers and Job
portals.
Job Ad
15

16.  Hard Copies
 Soft Copies through emails
 It is encouraged to receive resumes at notified official email id
and no other source will be considered to avoid any
discrepancy & favoritism and make the selection on merit. In
case of hard copy applications, the resume should be
submitted to HR Department. All candidates should be
processed through HR Department. If an employee wants to
forward a potential candidate then he should forward the
resume via email at notified email id.
Collection of CV’s
16

17.  Once the resumes/CVs are received the process of short listing the candidates
start. The short listing is totally based on the information given in the resumes.
Educational level and Institute
 Accumulated Grade/CGPA/Percentage (for entry level Jobs)
 Specialization
 Qualification
 Projects completed
 Work Experience
 HR & Compliance officer short list the CVs and prepares a “Master List”.
 For entry level jobs the sorting is normally based upon:
 CGPA and the Institute
 Chemical Engineers (PU & UET preferred)
 Mechanical Engineers (UET Preferred)
 Civil and Electrical Engineers (UET - Lahore/Taxila Preferred)
 MBAs (IBA, LUMS, LSE, GIKI & NAMAL Preferred)
Scanning & Compilation of CVs
17

18.  The overqualified CVs are separated and stored in the data
bank for future references and checked for availability in
future needs through mails and phone calls.
 Short listed resumes sent to the Line Manager, who further
short list C.Vs’ according to the skills required for that job. HR
Department will schedule interview and call the candidates
for preliminary interview.
Scanning & Compilation of CVs Con’t
18

19. Interview Stage

20.  For interview 10 – 15 CVs are shortlisted and numbered
according to the preference level. Once the candidates are
short listed they are normally called for an aptitude test
(mostly the fresh graduates) or for the first interview (for
Professionals).
 Usually three interviews:
 First Interview
 Second Interview
 Final Interview
Interview Stage

21. Member Resident Director
Member GM Processing
Member GM Marketing & Merchandizing
Member DGM HR & Admin
The Potential Candidates
 The candidates who fall under clause 2 & 3 will be
finalized by Head HR and Line Manager.
 The candidates who fall under clause 1 as identified by
the Line Manager and HR Representative will be called by
HR department for final interview with HR Committee,
which comprises as under:

22. Interview Timings
 HR representative should coordinate with all the panelists and
fix an interview time. It should also be ensured that the
interview starts on time to avoid unnecessary delays and save
time of candidate & panelists as well.
 Its also his job to convey the interview schedule and engage
the candidates.

23. Tests
IQ Test
 After deciding the IQ-Test & Group Discussion date, HR &
Compliance officer makes the phone calls to short listed
candidates communicating them the date.
 IQ-Test is organized in the Conference Room.
 After the test, candidates are taken for short tour of the plant
(approx. 30 Minutes)
 While the candidates are on tour HR Officer Administration &
HR check the paper and compile the result.

24. Group Discussion Session
Group Discussion Session
 After short tour of plant, Group Discussion Session is arranged
in conference room consisting of 3-5 candidates per group.
 General Topic from “Topic List” is given to the group for
discussion or as mutually decided by the candidates.
 Observations are made on following grounds:
 General Knowledge Convincing Power
 Confidence Level Communication Skills
 Logical Discussion Leadership Skills
 Participation Level Team Spirits
 At the end of each session, panel short lists the candidates
based on their performance in the above areas.

25. First Interview
 After short listing candidates based on IQ-Test and Group
Discussion Session, First Interview is conducted by the
technical committee which may consist of Dy. General
Manager Admin/Plant Head/Department Head/Manager
Operations/ HR & Compliance officer.
 The evaluation is made on “Individual Candidate Assessment
Form” by each interviewer.

26. General
 During the different stages of hiring, Computer Operator
updates “Master List” showing the status of each candidate
after IQ-Test, Group Discussion Session and First Interview.
 Sometimes, IQ-Test is taken at Lahore Head Office; in that
case candidates will be picked up just after the test at same
day for group discussion and first interview.

27. Final Interview
 Master List” of short listed candidates for final interview and
“Individual Candidate Assessment Form” are forwarded to
Chief Executive.
 Availability of Chief Executive is confirmed for final interview.
 Short listed candidates are called for final interview at Lahore
Head Office.
 HR department gather results of interview for onward
submission to Senior Advisor & Company Director, as the case
may be, for the approval. The Company Director can interview
the candidate before giving the final approval for hiring.

28. Interview Questions
Sapphire Textile has further categorized interview questions in
three stages i.e.
 Traditional questions
 Resume based questions
 Behavioral questions

29. Selection Stage

30.  After completion of Interview process Offer letter to the
finalized candidate is sent through email and hard copy is also
sent in some cases.
 The rejected candidates are informed through a regret letter.
 The HR department is currently working over a suggestion of
mailing a small gift hamper along with the regret letter for
rejected candidates.
 The record of the rejected candidates is maintained along
with their interview sheets and considered for the future
needs.
Selection Stage

31.  For the entry level jobs the negotiation process is usually
conducted during the interview and offer letters are later
emailed to the finalized candidate.
 For the professionals the negotiations are done over the
discussions with the finalized candidate for which the HR
department is solely responsible. It may include the salary
and taxation and other job related perks etc.
 The HR is also responsible for managing and arranging these
things for the new hire before his/her joining.
 The professional candidates are also asked for the ease of
date for joining.
Negotiations

32.  The criminal record of the person is checked for which an
application is sent to the related police station.
 Educational record consisting of original documents is
checked and if any ambiguity is found the documents are
verified from the related institutes.
 The references provided are also called upon to ask about the
behavior and conduct.
Reference Checks

33.  Salary Slip: The likely candidate (experienced) should be asked
before finalizing to provide his last drawn salary slip/certificate for
verification.
 Last Employer Verification Form (Document # HR-02/008) should
be used to verify previous employment record if desired by the
management.
 The conditional job offer (Document # HR-02/005) will be made by
HR Department to the finalized candidate.
 Joining Report (Document # HR-02/009) will be filled by the new
employee and countersigned by Head of Department. The HR
Department will complete the form and allot an Employee Number.
Procedural Activities

34.  Appointment Letter: On selection, candidate is given an
Appointment Letter (Document # HR-102/006) subject to the
fulfillment of all the requirements mentioned in the Joining
Report (Document # HR-02/009).
 The probation period is 3 months (extendable).If employee
doesn’t perform or doesn’t want to work; he/she can be
terminated on 01 day notice. The employee will be evaluated
on Probation Period Evaluation Form (Document # HR- 02/12).
 Permanent Employee: When the probation period completes,
temporary employee become permanent employee of
organization and issued Confirmation Letter (Document # HR
02/13).

35. Orientation Stage

36.  All department in-charges/ Managers are responsible to
ensure proper implementation of employee orientation
procedure.
 It is to be ensured that purpose of this exercise is properly
explained to newly appointed employees and orientation is
carried out within three days from date of joining.
 After the completion of orientation as per the following
procedure, department in-charges must ensure that new
employee has filled & signed Urdu / English “Employees
orientation Checklist”.
Orientation Stage

37.  Take the employee on a walk through trip to all departments
pointing out all fire posts, fire exits and first aid points.
 Show Master Fire Safety and Emergency Evacuation plan to the
employee posted in main corridor and explain all-key points to be
considered during fire emergency evacuation..
 Show and explain the purpose of Policy Notice board.
 Explain how to use personal employee ID card at time and
attendance machine.
 Explain relevant work safety instructions to employees.
 Show all notice boards, washrooms, and canteen and prayer room
to the employee during factory tour.
 Explain to the employee the freedom of association to join or lead
an associated body or a local committee.
Employee Orientation Procedure

38.  Explain that he/ she is responsible to communicate in writing to
administration department, any changes in the following areas, to
keep his / her personal file up-dated.
 Name & Address Telephone Number
 Marital and Family Status Additional qualifications/training
 Discuss on job probation training plan, as decided and hand over
assistance material for this purpose. (where applicable)
 Discuss and brief performance evaluation criteria/ procedure to
assess his/ her performance during or at termination of probation
training.
 Explain the salary/wage, payment day, method of payment,
company bonuses policy, the annual increment rate, gratuity policy
to the employee. (consult HR / Admin where required)
Employee Orientation Procedure

39. Forms
Forms
5.1 HR Requisition Form HR - 02/001
5.2 Application for Employment Form HR - 02/002
5.3 Interview Appraisal Form – 1 HR - 02/003
5.4 Interview Appraisal Form – 2 HR - 02/004
5.5 Job Offer Letter HR - 02/005
5.6 Appointment Letter HR - 02/006
5.7 Reference Check Form HR - 02/007
5.8 Last Employer Verification Form HR - 02/008
5.9 Joining Report HR - 02/009
5.10 HR Database Form HR - 02/010
5.11 Next of Kin Declaration Form HR - 02/011
5.12 Bank Account Opening Letter HR - 02/012
5.13 Entitlement Approval Form HR - 02/013
5.14 Probation Period Evaluation Form HR - 02/014
5.15 Confirmation Letter HR - 02/015
5.16 Experience Letter HR - 02/016
5.17 Check List HR - 02/017
5.18 Official Email & Login Creation Form (IT policy Form) 39

40. Laws at Sapphire Textile Mills
40

41.  No employee is allowed to abuse, harass and give any kind of
corporal punishment (including physical, mental, spiritual and
moral aggressions) to any other employee.
 Any manager, supervisor, worker abusing any other employee
shall be subject to disciplinary procedure.
 All department Heads are responsible to communicate this
policy to the employees working in their department through
oral and written mode.
Employment laws
41

42. This policy covers following acts:
 Physical assault on other employee
 Sexual harassment at the work place
 Riotous or disorderly behavior during working hours
 Interfering with the work of other employee
 Threatening or harassing an employee through verbal, written or any
other mode of communication.
 Inciting an employee to willfully damage or loose employer’s property
 Inciting an employee to take or give bribe or any illegal gratification.
 Inciting others for willful insubordination or disobedience.
Employment laws
42

43.  According to ILO 2002, convention 180, Sapphire doesn’t hire
any worker below the age of 18 years.
 For conformation, CNIC and education certificate are used.
 For worker, CNIC is compulsory to work in factory dyeing unit
 All documents which can provide information about the age
are attached in the personal file
Policy for Probation of Child Labor
43

44.  All employees volunteer to serve at SFL Dyeing Unit, we being
market leaders not only attract competent personnel but also
provide them pleasant work environment.
 No person is allowed to make any advance under, or in
pursuance of, the forced labor, prison labor & compel any
person to render any services or any other form of forced
labor.
 The organization ensures that employees work voluntarily and
conducive and favorable work environment is provided.
Policy of Prohibition of Forced Labor
44

45. Good/Bad Features
45

46.  They provide employee handbook both in Urdu and English
 The employment related laws at Sapphire Textile mills are
effectively implemented like they provide equal employment
opportunity etc.
 The interview process of the company is very effective and helps
make the best selections.
 They send a rejection letter to the rejected candidates and
suggestion of a small gift hamper along with the regret letter is also
under consideration.
 The overqualified CVs are stored in the data bank and used for
future needs.
Good Features
46

47.  Career website: In complete information and delay in providing the
information
 The recruitment process of Sapphire textile mills is very rigorous
 In interview stage asking too much question from the candidate
 Location of interview is very far away. They usually conduct the interviews
in their factory that is 12 KM away from Lahore city.
 They do not provide complete information about the interview schedule
and number of interviews if first interview is cleared.
 Non supportive culture of the peers
 No information about salary in the job advertisement
 Lack of implementation of policies for instance (Selection and orientation
related policies i.e. tests etc.)
Bad Features
47

48. Recommendations
48

49.  There should be an online system to apply for the vacancies
available in Sapphire Textile Mills
 There should be an online test for the new candidates due to
a huge size of labor at Sapphire Textile Mills.
 There should be proper implementation of policies and laws.
Although their policies are quite good and in order to improve
the employability, they have to implement all the laws as well
due to which labor unions can also be improved.
Recommendations
49

50.  Online portals should be developed; their website is quite
outdated where recruitment cannot be taken place online.
 Partner Program policies should be developed that will
support the new employees and provide them convenience to
understand everything about the company. It includes
organizational culture, policies, dos and don’ts etc.
 Improvements in the data bank management system can be
made for better usability.
Recommendations
50

51. Any Questions?
51

52. Thank You!
52