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Marrium's Internship Report (1)

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Marrium's Internship Report (1)

  1. 1. 1 INTERNSHIP REPORT ON SUI SOUTHERN GAS COMPANY (ADMINISTRATIVE SERVICES DEPARTMENT) BY MARRIUM ISHAQ (MBA) PRESTON UNIVERSITYGULSHAN CAMPUS Date of Submission: 4thMarch 2016
  2. 2. 2 ACKNOWLEDGMENT I am grateful to “Almighty ALLAH” who gave me all the strength, courage preservation and patience to finish my Six weeks of Internship Program at SSGC and in achieving my task fruitfully. In this highly complex society no work can be accomplished by a single individual but needs inspiration and sincere guidance of intellectuals. With an overwhelming sense of obligations, I avail this opportunity to express my deep sense of gratitude to Col (R) Shoaib AGM (AS) who gave me the opportunity to work with Admin Department. It is my privilegeto expressmy profound thanksand gratitude to Syed Nayyar Pasha Chief Engineer (Services Department) SSGC for his kind encouragement and support at every step during the course of my training. Finally, I thank all those who helped me directly and indirectly during my Internship at SSGC.
  3. 3. 3 TABLE OF CONTENTS Sr. No Particulars Page No’s 1. Acknowledgment 03 2. Internship Objective 05 3. Company Introduction i. Company History ii. Company Vision iii. Company Mission iv. Company Objective 05----07 4. Administrative Services Department  General Functions of Admin Department 08 5. Administrative Services Department of SSGC  Levels of Management 09----11 6. TPT Section 12----14 7. LCD Section 15----19 8. PEP Section 20----25 9. FAC Section 26----27 10. MIS Section 28----29 11. Conclusions 30 12. Recommendations 31 13. Glossary 32
  4. 4. 4 INTERNSHIP OBJECTIVE: I, MarriumIshaq student of MBA in Preston University Gulshan campus, Karachi, got an opportunity to carry out my internship project in Sui Southern Gas Company, Head Office Karachi. During my internship tenure at SSGC, I strived to investigate and study the Administrative Services Department system thoroughly. The objective of my internship is to gain a deeper understanding of concepts through hands on application of the knowledgeI have learned in my academics and develop new skills. COMPANY INTRODUCTION 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 3,220 KM of high pressure pipeline ranging from 12 – 24″ in diameter. The distribution activities covering over 1200 towns in the Sindh and Baluchistan are organized through its regional offices. An average of about 388,828 million cubic feet (MMCFD) gas was sold in 2009-2010 to over 2.5 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 PRs. 10 billion of which PRs 6.7 billion is issued and fully paid up. The Government owns the majority of the shares which is presently over 70%.
  5. 5. 5 The Company is managed by an autonomous Board of Directors for policy guidelines and overall control. Presently, SSGC’s Board comprises of 14 members. COMPANY HISTORY The Company in itspresent shape wasformed 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 Balochistan and its transmission to the consumption centers at Karachi. Two distribution companieswere established in 1955 and wereresponsiblefor the distribution of gas to consumersin Karachi and in 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 Company’s Vision "To be a model utility providing quality service by maintaining a high level of ethical and professional standards and through optimum use of resources." Company’s Mission "To meet the energy requirements of customers through reliable, environment-friendly and sustainable supply of natural gas, while conducting business professionally, efficiently, ethically and with responsibility to all our stakeholders, community, and the nation."
  6. 6. 6 Company’s Objective The Company aims to supply natural gas wherever there is sufficient load to justify the cost of infrastructure. In many places the gas network is being expanded to meet economic and social requirements through active funding support from the Federal and Provincial governments. In 2003, the Company launched a comprehensivefive-year gas network development and expansion plan to connect hundreds of small towns and villages in remote areas of Sindh and Baluchistan, which currently are deprived of piped natural gas. Every year, the Company adds nearly 66,000 new customers (industrial, commercial & domestic) to its customer base and lays hundreds of kilometers of transmission pipelines and distribution network and installs other facilities such as metering/ billing stations in its system using its staff of technically qualified and skilled personnel. Main Functions of SSGC The Company is organized into four functional divisions  Transmission  Distribution  Meter Plant &  Head Office The Board of Directors has the overall responsibility for the management and control over the Company. The management enjoys operational autonomy. The major portion of the work force consists of technically qualified and skilled personnel.
  7. 7. 7 ADMINISTRATIVE SERVICES DEPARTMENT Definition “An organizational unit that performs management activities benefiting the entire organization includes top management personnel and organization headquarters”. Planning, directing, or coordinating one or more administrative services of an organization, such as recordsand information management, mail distribution, facilities planning and maintenance, custodial operations, and other office support services The Function of Administrative Services Department  Plan, administer and control budgets for contracts, equipment and supplies.  Direct or coordinate the supportive services department of a business, agency, or organization.  Monitor the facility to ensure that it remains safe, secure, and well- maintained.  Prepare and review operational reports and schedules to ensure accuracy and efficiency.  Hire and terminate clerical and administrative personnel.  Set goals and deadlines for the department.  Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.  Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations.  Acquire, distribute and store supplies.  Conduct classes to teach procedures to staff.  Participate in architectural and engineering planning and design, including space and installation management.  Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.  Manage leasing of facility space.
  8. 8. 8  Dispose of, or oversee the disposal of, surplus or unclaimed property ADMINSTRATION SERVICES DEPARTMENT OF SSGC Admin Services Department of SSGCL, a part of Management services, is governed by Col. Shoaib Ahmed as AGM (AS). The department is comprised of five major sections that are as follows:
  9. 9. 9 Now I would further discuss these sections in detail by mentioning their sub- sections, their purpose and their functions. ADMINISTRATION SERVICES DEPARTMENT (AS) Transport Section (TPT) Lease, Dispatch& Canteen (LCD) Passage, Event & Protocol (PEP) Facilitation (FAC) Management Information System (MIS) LEVELS OF MANAGEMENT: (ADMINISTRATIVE SERVICES DEPARTMENT) MD
  10. 10. 10 ADMINISTRATION SERVICES DEPARTMENT (AS) Transport Section (TPT) headby: Sir Iqbal (CM) Lease, Dispatch& Canteen (LCD) Head by: Sir Nooruddin (Deputy GM) GM Passage, Event & Protocol (PEP) Headby: Sir Tanveer Soomro (CM) Facilitation (FAC) Headby: Sir Yaqub (CM) Management Information System (MIS) Head by: Sir Qutubuddin (CM)
  11. 11. 11 TRANSPORT SECTION (TPT): The TPT section of the admin department basically deals with two types of vehicles; Pool Vehicles & Allocated vehicles. It also deals with their repair and maintenance, depreciation and insurance of vehicles, fleet cards billing and vehicles tracking system that actually facilitates SSGC employees as per company policy. Responsibilities of TPT section includes:  Provide pick and drop facility to Ladies  Provide fuel to pool vehicles (only)  Fleet cards billing (Pool vehicles only)  Tracking services monitoring  Provide repair and maintenance services to both Pool and Allocated vehicles  Invoice recording and punching in ERP  Deals with vehicles depreciation and Insurance matters. Transferring Allocated vehicles to Pool after 5 years and Pool vehicles after 7 years which then sold out by auction  Billing  Maintaining records of accidental/theft cars & their claiming through Insurance companies  Providing vehicles for Events & Protocol  Capital Budget  Revenue Budget  Allocation of Vehicles to Company employees of Grade 7 & Above  VDRR. Vehicle Daily Running Report + Overtime Record Types of Vehicles:  Pool  Allocated Fuel and Repair & maintenance expenses of pool vehicles are incurred by Admin Departmentbut as for Allocated Vehicles only Repair and maintenance expenses are incurred by Admin (fuel is not provided to Allocated Vehicles).
  12. 12. 12 Repair & Maintenance includes:  Oil change (5000 km or Above 4 months mandatory)  Tyre change (10000 km limit) Vehicle Tracking System: Total vehicles with Tracking system = 221 Tracking system fits on 1300 cc or above Tracking Monitoring charges yearly 12000 + Tax per car 1 Tracker charges is 35000+Tax (1 time only) Agreement/Tender Responsibility for Tracking Cars are of Procurement Department PSO Fleet cards billing (Pool Vehicles) 95 Pool Vehicles have allotted fleet cards with following limits: 1000 cc =300 litres limit 1300 cc = 500 liters limit 1800 cc = 1000 liters limit Liason DepartmentIslamabad of SSGC has 3 vehicles of 1300 cc that have fleet cards provided by Admin and also their Billing responsibility is incurred by Admin.
  13. 13. 13 Transport Management System: Work order creation Work order Amendment (If Any) Invoice Entry Entry in register manually Invoice for Log Book Entry Invoice for Approval Invoice for ERP Invoice for Finance
  14. 14. 14 Lease, Canteen & Dispatch Section (LCD) Lease Section: Lease section in Admin Services Department deals with renting of the premises used for SSGC. Basically the company is expanding its distribution network and for this purpose SSGC requires building to establish the premises. For that company acquires the building/space through a contract with the owner of the building or space which is considered best for the company location wise to expand its operations. The building/space is acquired on rent for 3 years and after 3 years the contract is renewed. Lease section deals in the following heads: a. Hiring or Establishment of new Office Premises: First of all the user department identify the need for the establishment of the new premises then the user department/office sends a request to the administration department after the approval of the MD after which a committee is formed comprising of employees from three departments; User Department Finance department and Admin services department. The committee surveysthe area to confirm whether there is an actual need for the new building or not. After this the survey report is formed in which the details about the premises along with the feasibility analysis. Then admin services department makes an agreement with the owner of the building/space on behalf of SSGCL. This agreement is formed in to a contract on the basis of mutual consent after the contract has been made between SSGC and the owner of the building/space. The admin services department sends the request for the approval of budget required for the premises to the finance department for approval. b. Renewal of Contract/ Tenancy Agreement: After every 3 years the contract formed between the owner of the building/space and the SSGC is renewed in which the consent of the owner and the user department is received in a written form. After this negotiation takes place and if the negotiation is not successfulthen relocation is done. And
  15. 15. 15 if the negotiation process got successful then the contract is renewed for the next 3 years. c. Relocation/Shifting of Office Premises: In the relocation/shifting of office premises the user department/office sends a letter for approval to Admin services department mentioning valid reasons or causes that why it is necessary to acquire new premises or relocate the premises. When admin services department founds it valid then they approve their letter and all the process is repeats (Hiring of new office premises).
  16. 16. 16 Canteen Section: The canteen area of the LCD section deals in providing or serving food for the executives and employees and all those who work for SSGCL (Including security guards and janitorial). The canteen service is provided in the Head office, KT, Site and zones. There are two types of Canteen: a. Executive Canteen: In the executive canteen, fast food, Chinese or BBQ is served and he canteen manager is not given any subsidiary, so the full price is charged. b. General Canteen: In the general canteen the food is served at the subsided rates and the menu included Pakistani dishes like Biryani, Qorma, Nihari, Chicken Qofta etc. The general canteen provides breakfast, Lunch and Tea (Three times a day) to the employees. for executives like DGMs and above Dry Ration is provided. The Canteen Process:  The canteen process starts with the menu.  The menu is decided first in the management committee meeting where the GMsof differentdepartmentsdecidefood items to be included in the food menu  The menu is then transferred to the contractor (who is given the Canteen contract by Final bidding process).  The person who can provide food in the canteen at the lowest rate possible, high quality standards and quantity will receives the tender to manage and run the canteen. Here the experience is also counted before given the tender to the person who can manage the canteen.  The canteen manager hires people to purchase food items, store them, cook and serve food. The coupons are given to the canteen manager by the administration department which is counted as the number and types of food items sold  Then closing of canteen occur on a daily basis  The canteen send bills to the administration department after every fifteen days  Then an Oracle is created and approved by the concern authorities include GM
  17. 17. 17  The Oracle is then send to the finance department for the payment of the canteen manager DISPATCH SECTION: The dispatch area of the LCD section deals with the sending (or delivery) and receiving of letters or luggage (including parts mostly) through sorting. Sorting is the process where the letters or luggage is divided among departments and employees or executives of their departments. Receiving: The letter is first received in the dispatch area of the Head office, Karachi Terminal, Site or zone. Here the letter is dropped in a letter box. Employee of dispatch area receives and sorts that letters according to the department and employee or executive designations. Mostly the letters come in the form of bunches and then sorted out and send to the designated employee or executive. The important, urgent or the letters of the executives are sent directly to their respective departments after recording the receiving of the letters in dispatch section’s journal. While the letters of the employees are receives and inform to their departments, so that they can come and receive their letter from the dispatch section. Sending: To send the letter from Head quarter, KT, Site zone or outside the city first the letter is sent to dispatch area, where it is received and sorted out. Then the following suitable courier is selected for dispatch: a. TCS: TCS service is used when the letter is important and urgent both or when the letter is to be sent to the executives. b. Leopard Company: The Leopard company services are used when the letter is important but not urgent or the letter is to be sent to the employee in the normal circumstances. c. Pakistan Post office:
  18. 18. 18 The post office service is used for those areas where TCS and Leopard company facility is not available or when the letter is associated with the court issues. d. DHL The DHL service is used when the letter is sent to outside of Pakistan/ Internationally. The letter is first sent to TCS, which then send or receives letter through DHL. Finally the letters are combined together after sorting and then sent through the proper channels to the relevant areas and departments.
  19. 19. 19 Passage, Event & Protocol Section (PEP) The PEP section deals with three areas that are the most important part of the administration service department PASSAGE, EVENT AND PROTOCOL. PASSAGE: The passage area deals with employee or managers hotel and traveling arrangements during his/her visit within the country or outside the country or in other words Passage is responsible for the travelling arrangements of MD, Directors or SSGC employees either outstation or within the city. PASSAGE REQUISITION WORK PROCESS: STEP 1: Travel desk (Air tickets) Arrangement of air tickets through coordination with travel agency (Quality Aviation). STEP 2: Hotel arrangement/ transport arrangement: After arrangement of air tickets second step is to arrange hotel room reservation and transport arrangement for pick and drop. STEP3: Protocol: Protocol is provided as per requirement. STEP4: Rechecking/ Confirmation: After all arrangements are made re-check them with concern persons and send confirmation mail along with tickets/PNR, hotel room reservation mail copy to the person who is willing to go for a visit and keep in touch with them till the completion of traveling. STEP5: Oracle:
  20. 20. 20 The oracle is than send to the finance department for payment and follow-up with finance department for timely payment to travel agency. EVENT: The event area of then PEP section covers all the events within the premises of SSGC. The following steps are followed in the event management. STEP1: First of all the department willing to conduct the event for example CorporateCommunication Departmentsent requisition form along with the signature of the DGM or the authorized person of their department to the administration department. The requisition form also includes all the items that are necessary to conduct the event. STEP 2: The requisition is then signed and authorized by the administration departmentDGM, section head or the concerned authorities and send to PEP section for further processing. STEP3: Then the arrangement for the event is made through purchases and delivery the required items in the auditorium or any requirement floor. STEP4: After this a voucher of the receipt is made in which expense incurred by the administration department is includes. STEP5: Then the voucher is send to the finance department which then deduct those expenses incurred by administration department to deliver the required items from the departments .Budgeted amount that send
  21. 21. 21 request for the event and add back this amount to administration department through a receipt, which at any time can be recovered by the administration department.
  22. 22. 22 Department willing to conduct the Event Admin Services Department Request processing Sent to PEP section Arrangements as per requisition Voucher of the receipts Finance Department (For the recovery of the funds used by the Admin Services department for the arrangement of therequired items for the event) Transfer of the Funds (From the department that sent request to deliver the items to conduct the event to the administration department through a slip) Recovery of Funds By admin department through slip Signed by GM, section head or the concerned authorities
  23. 23. 23 PROTOCOL: Protocol is for:  Ministry & government functionaries  Foreign delegation visiting company  Protocol to chairman, MD, SGMs & Directors  Guest of MD First of all information is received in the administration department. When the information is received in Protocol either verbally or by mail, protocol officer gets PNR number, detail of the flight, time and date after the confirmation of flight from passage area. After this protocol officer complete certain process and inform the concerned authorities. When the VIP person arrived at the airport the protocol officer received him. Protocol Process:  Protocol information receives either verbally by MD or by mail  Protocol Officer get PNR from Passage area  Details of flight, time & Date  Airport Entrance  Boarding or relevant procedure should be complete by Protocol Officer  When the procedure is complete inform the concerned person  When the person arrive, receive him and give protocol  Drop them to their desired place
  24. 24. 24 Protocol information received (Documentation) When the person arrives, receives him & give him protocol Get PNR# Airport Entrance Boarding or relevant procedure should be complete by officer Verbally Give Protocol GM When the procedure complete inform the concerned BOD meetings Mail Details of flight time & date Drop them to their desired place
  25. 25. 25 FACILITATION SECTION (FAC): Facilitation section provides facilities to employees and departments, which includes:  Repair and maintenance  Janitorial service  Gardening REPAIR & MAINTENANCE: Repair and maintenance of head office building, billing zone and CFC. Repair and maintenance deal in white wash, Furniture, table top glass, plumbing work, Renovation jobs and miscellaneous supplies. JANITORIAL & GARDENING SERVICE: Janitorial and gardening services are done by contracted company under the supervision of FAC section WORK PROCESS OF FACILITATION SECTION: The work process start when a particular employee of any department submitted the requisition form that contains what are the particular needs for the department or the individuals along with their information of initiating department name designation, department section along with employee signature and his department head stamp and signature. After receiving the form FAC section send one of his staff members to investigate that the repair and maintenance requirement are needed or some other work that needs to be done, that is not mention in the form. After the FAC member approve the requisition than FAC section estimate the cost of work, if work can be done in amount 2000 rupees, the FAC section do it by itself but if work cost is more than 2000 thousand but less than 25000 thousand than FAC section ask Three quotations from different venders and accept the one whose quotation have lowest rate for the work.
  26. 26. 26 If work cost is more than 25000 thousand than they go for contract .For contracts there are a rules& regulations mentioned by PPRA. PPRA is basically a government organization who made rules & regulations for contracts, all companies must follow the rules. SSGC strictly followed PPRA rules.
  27. 27. 27 MANAGEMENT INFORMATION SYSTEM (MIS) MIS deals in following areas: Budget Related Matters:  Monitoring, Proposal of budget & revenue  Status report regarding the status of LPR/FAR and DA etc  Generated the MIS in order to obtain the summary of monthly updated reports  Monthly expenditure reviewed, re-appropriate of budget, coordinated Finance department & Procurement Department for capital budget  Maintain/ Update data base of daily cash payment Voucher & contractor’s bill  Maintain Budget & Record the procurement of stationary for sections Computer Related Matters:  Resolve queries pertaining to systems installed in the Admin department  Solved complains of software/hardware (Admin)  Create presentations on various subjects such as Departmental presentations given to management  Maintain the log register to supervise the maintenance of computers & printers  Follow Up the conditions of old PC’s to provide them the services of network/internal-mail system/Internet etc. in coordination with IT department  Scanning & Recording important papers Auditorium SSGC_HO:  Update & Maintain good House Keeping of Auditorium  Coordinate with other Departments in arranging Events  Provide full coordination & facilitate to provide PA system Display Presentation through Multimedia & DVD player.
  28. 28. 28 Coordinate with:  PEP Events  Contractors for stationary dealing  TPT section for LPR (Local purchase requisition) through Oracle  Assists civil engineers for presentations  Scanning and keeping important papers
  29. 29. 29 RECOMMENDATIONS:  There should be a proper schedule given to internees for their internship so that it will be easy for them to cover important areas and to give proper time to each section.  There should be an introduction session give to internees about the SSGC and their related department which will help internee to develop better understanding of Company and their departments.  Respect the Person NOT the Position!
  30. 30. 30 CONCLUSIONS: 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. SSGC supply natural gas wherever there is sufficient load to justify the cost of infrastructure. In many places the gas network is being expanded to meet economic and social requirements through active funding support from the Federal and Provincial governments. This internship has been an excellent and rewarding experience for me.
  31. 31. 31 GLOSSARY:  SSGC: Sui Southern Gas Company  MD: Managing Director  SGM: Senior General Manager  GM: General Manager  FAR: Fixed Asset Requisition  LPR: local purchase Requisition  DA: Daily Allowance  PPRA: Public Procurement Regulatory Authority  PNR: Passenger Name Record  TPT: Transport  LCD: Lease, Canteen & Dispatch  PEP: Passage, Event & Protocol  MIS: Management Information System  FAC: Facilitation ------------------------------------------------------------------------
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