Fa12 mba-046 zahid abbas mgt-450

COMSATS INSTITUTE OF INFORMATION TECHNOLOGY
(VIRTUAL CAMPUS)
Block F, NISTE Building, H-8/1 Islamabad Pakistan
ZAHIDABBASMBA-046---MGT-450
Assignment No. 01
MGT-450- HRM
ZAHID ABBAS: ROLL NO:046 MBA (2nd
Semester)
REVIEW OF DIFFERENT ORGANIZATIONS HR POLICES DOCUMENTS
I have examines the HR Policy documents of different organizations, which are;
1 Noon Sugar Mills limited,
2 Nurpur Foods Limited,
3 Alliance Sugar Mills (Pvt) Limited,
4 Descon Engineering Limited,
I have found many similarities of these organizations being limited companies, and
manufacturing units. Therefore, their HR policies are having many things different
which are the following
1 Hiring Process and retirement scheme.
2 Company incentives to employees.
3 Appointment letters.
4 Interview process
5 Management teams / Overall decision making authority.
6 HR decision making.
7 Company Transport schemes.
Mostly these are polices are different from each other, and being a private limited,
or only partnership company is entirely different from these companies. Their all
HR functions and controls being done my CEO of the company, there is no separate
HR department only manager Administration handles are these functions; even
some of the companies did not have any HR policy documents.
Being the public limited company, above given companies have a specific HR
department and all the laws of the land are being following and effectively covered
in their HR policy documents.

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HR POLICY STATEMENT
This handbook is intended to provide you with a general understanding of our basic
Human Resource policies. You are encouraged to familiarize yourself with our policies,
as they will answer many common questions concerning your employment with us.
Our HR Policies cannot anticipate every situation or answer every question about
employment. They are not an employment contract and are not intended to create
contractual obligations of any kind. Neither the employee nor the company is bound to
continue the employment relationship if either chooses, at its will, to end the
relationship at any time.
In order to retain necessary flexibility in the administration of policies and procedures,
the company reserves the right to change, revise, or eliminate any of the policies
and/or benefits described in this handbook at any time.
COMPANY OVERVIEW
COMMAND AND CONTROL OF THE COMPANY
1. The Company’s affairs are governed by Chief Executive of the Company. They
meet as and when considered necessary and decide issues rose before him. He
also lay down basic policies for the Company.
2. The Company is Private Limited Company, registered in SEP in accordance with
the Companies Act 1984.
3. The Chief Executive exercises the powers of the Company with full authority.
4. The Company is a Software House, located at Lahore and the entire
management. Developers and data Entry operators are entrusted to the
Manager Administration/ Chief Executive of the Company..
5. The powers of the management is exercised by the Manager Administration in
his absence by the Manager Admin Manager Finance will be control the office
routine work under the supervision of Chief Executive.
6. The Manager Admin will run the company in accordance with the directions of
the Chief Executive which are conveyed to him be the CEO and Law of the Land.
7. For the planning and smooth operations of the company the Manager Admin
constitute a Management Committee. This Committee meets as and when
required and the decisions made by the Committee are recorded and circulated
to all concerned for action.

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8. The Management committee will be consist of the following members of the
Company (1) Manager Admin (2) Manager Marking Sales (3).Manager
Finance (4) Manager HR (5) Manager Operation.
9. The Manager Admin communicates the major decisions of the management
through Office Orders, which are circulated to all concerned. Adherence to
Office Orders is mandatory by all employees of the Company.
10. The Departmental Heads may also communicate departmental decisions
through departmental office instructions or Office Notes, which are applicable
to employees of department concerned.
11. The purpose of this document is to place in one cover the various rules and
regulations, which are in force in order to help various departments of the
Company to work smoothly and efficiently.
12. These Rules & Regulations shall be considered as an internal document for use
by the Company. These shall not be quoted or referred to outsiders, unless
required by laws or the Country.
13. These Rules have been framed for guidance and reference purposes. For any
further clarification / interpretation, reference shall be made to relevant statute
in force in the Country.
CHANGES IN RULES & REGULATIONS
The management reserves the right to change any or all rules any time it
considers fit. It also reserves the right to re-organize the Company in any
manner it deems describe subject to the provisions of the Companies
Ordinance, 1984 and Memorandum and Articles of Association of the Company.

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ORGANIZATION CHAT

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EMPLOYMENT RULES
1. APPLICATION
These rules shall come into force with immediate effect and supersede all rules
issued previously. These shall apply to all employees, employed by MGT-450
Software (Pvt Ltd.
2. CLASSIFICATION
a. OFFICERS - are classified as under:-
1. Heads of Department
2. Deputy/Assistant Managers, Senior Officers
3. Junior Officers, Developers, Programmers
4. Assistant Officers, Data Entry Operators
b. SUPERVISORS, WORKERS AND STAFF – are classified as under:-
1. Permanent
2. Temporary
3. Daily Wages
3. TERMS AND CONDITIONS OF SERVICE
Terms and conditions of service of the employees of the Company will be as
under:-
OFFICERS
i) Appointment letters/contracts.
ii) Various regulations as applicable to officers of the Company,
which are issued from time to time through Office Orders.
iii) In case of a dispute due to absence of clear instructions or orders
in 1 & 2 above, the matter may be referred to the Chief Executive
whose decision in the matter shall be final.
SUPERVISORS, WORKERS AND STAFF
All employees falling in the scope of these rules will be governed for the sake of
terms and conditions of service by:
a. Their appointment letters.
b. Provisions of Government Labour Laws, wherever applicable to the
employee.
4. ON JOINING SERVICE
All employees, immediately on joining the service of the Company, will fill in the
following documents and deposit these at the office of the Manager Admin.
a. Employment Questionnaire.
b. Joining Report.
c. Three Passport size photographs.
d. Medical Certificate from Medical Officer of the any Government
Hospital, the employee is fit to resume duty.
e. A photo copy of National Identity Card.

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f. A photo copy of Matriculation Certificate or School Leaving
Certificate or Birth Certificate from the Union Council / Town
Committee concerned for verification of the date of birth.
The officer/employee of Supervisory Cadre will collect his Job Description from
the Head of Department Operation concerned or the Head of Admin before
taking up his assignment, depending on the level of appointment.
5. DECLARATON OF FIDELITY AND SECRECY
Upon joining the services of the Company, all employees shall sign the
Declaration of Fidelity & Secrecy in the form prescribed for the purpose.
6. PROBATION
a. All officers appointed against permanent posts shall be on probation for a
period of three months unless otherwise specified in the terms of
appointment. If an officer/employee on probation fails to work
satisfactorily within the prescribed period, the management may, in its
absolute discretion, extend the probationary period by such further term as
it may deem expedient, or terminate his services within the probationary
period without extension.
b. On satisfactory completion of the initial probationary period and such
extended period, if any, the employee shall be intimated in writing of the
fact that he has been confirmed in service and has become a permanent
employee of the Company.
7. ANNUAL CONFIDENTIAL REPORTS
An annual Confidential Report of an officer/permanent employee will be filled
by the Manager Admin / Manager Operation once a year, i.e. on 1st December;
which will be kept in his personal file maintained by the office of the Manager
Admin.
A special confidential report (on the ACR Form) may also be raised, on an
officer/permanent employee for the purposes of consideration for promotion
or to assess him for any reason assigned by the Management.
8. ANNUAL INCREMENT
Cases of increments for officers/permanent employees within their grades will
be considered once a year, on 1st December, each year. Officers/permanent
employees who join service during the period 1st December to 31st May are
considered for increment, on the following 1st December. In case of temporary,
cases of increment will be considered on 1st January each year.

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9. TERMINATION OF EMPLOYMENT
a. Unless otherwise provided in the terms of appointment, an employee may
leave the services of the Company or his services may be terminated by the
Company by giving three/one month’s notice in writing, or three/one
month’s salary in lieu thereof for officers and employees respectively.
b. The notice period of officers of management cadre may, however, be in
accordance with their appointment letters.
c. An officer/employee who is on probation or employed on temporary basis,
may be terminated any time without notice or salary in lieu thereof and vice
versa. Such officer/employee may also resign from the services of the
Company at the end of any working day without giving any reason.
d. An employee’s services may be dispensed with if he is found medically unfit
to perform his duty by giving him all benefits as per Company’s Rules.
e. If an employee is charged for misconduct and found so by the Management,
he may be dismissed or terminated by the Management after adopting the
laid down procedure under the relevant Labour Laws.
f. The following acts and omissions will be treated as misconduct:-
i. Willful insubordination or disobedience, whether alone or in combination
with others, to any lawful and reasonable order of a superior
ii. Theft, fraud or dishonesty in connection with the employer’s business or
property
iii. Willful damage to or loss of employer’s goods or property.
iv. Involved in bribery or any illegal gratification
v. Habitual absence without leave or absence without leave for more than 10
(ten) days.
vi. Habitual late attendance
vii. Habitual breach of any law applicable to the establishment.
viii. Riotous or disorderly behaviour during working hours at the
establishment or any act subversive of discipline
ix. Habitual negligence or neglect of work.
x. Frequent repetition of any act or omission
xi. Striking work or inciting others to strike in contravention of the provisions
of any law, or rule having the force of law.
xii. Go-slow.
10. REDRESS OF GRIEVANCES
a. If an officer has grievance, he may report in writing (marked confidential) to
the Manager Admin, who will inquire into the matter and try to redress the
grievance, if found to be genuine.
b. If the aggrieved officer does not receive a reply from the Manager Admin
within 14 days, he may write to the Chief Executive (with a copy to manager
Admin). The Chief Executive decision in the case will be final.

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11. MANAGEMENT’S RIGHT TO TRANSFER AN EMPLOYEE
a. The management reserves the right to shift any employee internally to any
post it deems fit. It also reserves the right to transfer an employee from one
department to another or to transfer him anywhere in Pakistan in the
interest of Company’s business.
b. The management also reserves the right to make any organizational charge
in the Company’s organization wherever it deems fit and can change the
designations of any post, regroup various sections, merge departments, etc.
etc.
RECRUITMENT, APPOINTMENT AND PERSONNEL RECORD SYSTEM
RECRUITMENT AND APPOINTMENT
1. Sanctioned strength in various categories of vacancies for each department is
determined by the Management from time to time.
2. No one can be recruited/appointed or promoted/upgraded unless a vacancy
exists in the Company’s approved establishment.
3. Recruitment/appointment and promotion/upgrading to various cadres will be
effected in accordance with the laid-down procedure and rules and on the basis
of suitability and qualifications for various posts to be prescribed from time to
time.
4. No person shall be appointed to a post without a medical fitness certificate
from a Medical Officer nominated by the Company for this purpose.
5. No appointment or promotion will be considered effective unless approved by
a competent authority and a letter of appointment is issued.
DECLARATION OF AGE
A declaration of age supported by Matriculation Certificate or School Leaving
Certificate or Birth Certificate issued by the respective Union Council/Town
Committee/Municipal Committee concerned, shall be deemed to be binding on
the employee and no revision of such a declaration shall be allowed to be made
by him at a later date for any purpose whatsoever.
ABOLITION OF POSTS
In case the event of abolition of a permanent post, the incumbent of such post
may be appointed to another post in the same salary grade provided such post
is vacant and the incumbent is considered suitable for that post. In case no

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such vacancy exists, the Company reserves the right to offer him a lower vacant
post or to terminate his services.
In the event of abolition of Temporary vacancies, no such facility will be offered
to the Temporary employees.
EFFECTIVE DATE OF PROMOTION / APPOINTMENT:
Promotion and appointment of serving employee to a higher post will be
effective from the date specifically mentioned in the promotion / appointment
letter, or if this is not done, from the date on which the promotee / appointee
assumes charge of his new post.
SALARY FIXATION:
On promotion of a serving employee to a higher post, his basic pay in the higher
grade will be fixed in the following manner.
(a) If an employee in his existing pay scale is drawing basic pay less than the
minimum of the new salary scale to which he is promoted, his basic pay
in the new pay scale will be fixed at the minimum of the new pay scale.
He will be given one special increment in addition to his normal due
increment.
(b) New appointees in any post will normally be given basic pay at the
minimum of the relevant pay scale. However, in exceptional cases, higher
starting pay may be granted with the prior approval of the CEO
SENIORITY
Sonority of permanent employees will be determined by the principles given
below:-
a) When a permanent employee is confirmed in his present post on due
date, his seniority in his present post will be counted from the date on
which he was appointed or promoted to that post/grade.
b) Inter-section seniority of permanent employee in a post, whose date of
joining is their present posts and the dates of confirmation are the same,
will be determined by the following principles:-
i) A promotee will be senior to a direct appointee.
ii) Among promotees, the one with longer service in the previous
post will be senior to others. If the length of service in the
previous post is equal, the promotee with longer total service will
be senior.
iii) Among direct appointees, the one with higher educational
qualifications will be senior.If educational qualifications are
equal, then the person with higher divisions will be senior. If
these are also equal then the person with longer relevant
experience will be senior. If this is also equal, then the person
older in age will be senior.

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TERMINATION AND DISMISSAL
a) All terminations or dismissals will be in accordance with the law and
Company’s rules.
b) Temporary employees will be terminated when their services are no
longer required, without any compensation.
c) Attendance Cards will be printed in different colours for different Officer
Categories.
d) All employee keep their card with him.
e) After commencement of scheduled working hours, any employee who
comes late between 15 to 30 minutes will be treated as under:-
a) The late comer will get the permission of his Officer, Incharge.
b) If anyone repeats his late coming more than once in a fortnight, he will
be liable to deduction one day Salary.
c) After recording the attendance in the Attendance Register, the Office
Manager will prepare an Absentee Report on the prescribed form, and
send the same to the Manager Admin and then Manager HR and Manager
Finance.
SYSTEM OF RECORDING OVERTIME
1. Overtime must be correctly recorded by the departments. Intimation on the
prescribed form shall be sent every day to the Manager Admin / Manager
Finance showing the persons who have put in overtime and the reason for
overtime.
2. All overtime reports must bear the signatures of the Head of Operation
(Software Development) and a subsequent approval of the Manager Admin is
compulsory.
3. Overtime statements must be submitted at the latest by the following day,
otherwise they shall not be entertained.
4. Time Office will consolidate the attendance and overtime reports and will
advise the Accounts Department accordingly.

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COMPANY RULES: ALL PERMANENT EMPLOYEE WILL FOLLOW THEM
Being an employee of Company Name every employee will have to follow the below
mentioned Conduct and Discipline rules and no one in allowed abusing the system
while on duty , If management finds any employee against the system, Management
shall render an employee liable for disciplinary action.
1. Employees must be at the place of work by the fixed / notified time, an
employee who reaches the office within 10 minutes of the fixed / notified
starting time may be allowed to perform his / her duties. If in case he/she is
not able to do so he must inform this to his/her reporting authority and to
HR.
2. All the Employees have to wear their identity cards while on duty.
3. Employees are not allowed to check their personal mails.
4. If management found login time of any employee after 10:05 AM twice, it
should be countable as a Half day.
5. Employees can attend their personal calls but it should not disturb
other present there. Management will not bear if any employee found that
he/she is doing misuse of this facility or waste time on it, management
allow the use but with limits , maximum duration is 15 to 20 min. Employee
are not allowed to consume productive time on just phone calls (personal).
6. Employees will keep their cell/mobile phones on Silent or Vibration
mode and to attend the calls outside the office premises.
7. The Lunch timings would be 1:30 PM to 2:00 PM, an employee can avail
this hour for their personal work, and they can go out of office after
informing to the reporting authority or in Hr Department.
8. Friends/relatives are allowed to visit the office but it should not disturb
other employees, and their visit should not be more than 30 minutes (half
an hour), they can sit in 504 or conference room during this session.
9. No employee shall, except with prior permission, use Company’s telephone,
telex and fax facilities for private purposes. In case, in emergencies, such a
use is permitted, with the authorization from Hr/ his or her
Supervisors/Reporting authority/management.
10. Further, an employee coming late to work or found absent from his station
/ place of work during working hours, without sufficient reasons or without
authorization from his / her Supervisors, shall be treated absent for the
duration of his / her absence and shall not be entitled to wages for the
period. In addition, the competent authority may, at its discretion, also take
suitable disciplinary action against the employee concerned.

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11. No one is allowed to keep user passwords, if they are using any
passwords they are required to share it with each member of Company
Name, as the computers are for their official work in case they are absent,
their computers can be accessible by other members for official work.
12. Negligence of work by any employee will not be tolerable by the
management; Management shall render an employee liable for disciplinary
action.
13. Every Employee is required to make the entry if they are taking any office
belongings to their respective homes (i.e. Books/magazine/Laptop/Pen
drive etc.) and in case of any damage/lost that particular employee is liable
towards it.
14. If in any unavoidable circumstances, on has to take leave or is late due
to some reason, then he or she need to inform me in personal (contact
no:- Concern person Mob Number ; Land line number).
We believe in our Employees and we appreciate their loyalty and commitment towards
their work and organization, every employee in Company name can look forward to a
professional working environment, with a clear focus on performance.

Fa12 mba-046 zahid abbas mgt-450

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