About the HR Department of Systems Limited, Lahore

1. SYSTEMS LIMITED
MICROSOFT PARTNER OF THE YEAR 2018

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SYSTEMS LIMITED
OVERVIEW OF THE COMPANY
Systems Limited, Pakistan's first software house, was founded in
1977. Through its commitment to innovation and technical
excellence, it has become a globally recognized leader in next-
generation IT and BPO services with a track record of
successfully delivering large-scale projects. Over the past 10
years, Systems Limited has developed a strong presence in the
Mortgage, Apparel, and Retail sectors in the US. In the early
2000s, Systems Limited launched BPO services in the Pakistani
domestic market, and expanded into North America in 2006. In
2012, Systems Limited established offices in the Middle East.
Systems maintains operations in the USA, UAE, Qatar and Oman,
serving a vast list of government and corporate entities,
including several Fortune 500 companies, and is considered to
be the most valuable company for IT and BPO services in
Pakistan.
For the past 40 years, Systems Limited
has helped its customers achieve their business objectives using
leading-edge digital technologies. We have consistently met
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P
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F
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L
E

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challenges and exceeded customer expectations through excellence in delivery and superior
solutions for complex, mission-critical projects. Our strong focus on realizing disruptive and
innovative ideas has led us to establish prestigious top-tier partnerships with Microsoft and
IBM, as well as strong relationships with Oracle, Cisco, VMWare, Huawei, Kaspersky,
Informatica, and MicroStrategy.
Our products and services have helped improve productivity and profitability for hundreds
of organizations in Pakistan and around the world. Systems Limited has successfully
established itself as a reputed and reliable name in the IT sector of Pakistan. Since then,
Systems Limited has remained on the center stage of information technology, providing
effective computing strategies and automating processes within public and private sectors
of Pakistan. Today, Systems Limited is playing a major role in some of the largest IT projects
of the country.
CEO
OF
SYSTEMS
LIMITED

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VISION OF THE COMPANY
Our Vision System Limited strives to maximize customers'
business value through our solutions, services, and people. We
are committed to providing thought leadership and accelerating
digital transformation in the region. So that we can be able to
capture the potential customers from the target market we are
in.
MISSION OF THE COMPANY
Our Mission to always be relentless in our pursuit of innovation,
quality, and enhancing customer experience through superior
service. We aim to be a preferred employer that promotes
employee ownership and offers a better career and professional
satisfaction.
Through our pursuit of financial success, we seek
to reward our stakeholders and grow. Honesty always be honest
and transparent to your clients and people Empathy Be caring,
responsive, and concerned about your clients and people
Commitment To always try our best and never give up on
anything we commit to Courage to take on challenge and
believe in yourself to win Integrity Observe high ethical
OUR
WORLD
DEDICATED
TEAM
PAKSITAN
UAE
QATAR
OMAN
JORDAN
GERMANY
CANADA

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standards Curiosity Growth mindset, Open to Learn and Play to Win. WORLD Our dedicated
team of experts aim to provide agility, scalability, and visibility to our clients across the globe
for a seamless, end-to-end experience.
VALUES:
The values are the DNA of our company. They make clear 'who we are' and 'what we stand
for' - in short: the things that characterise us and make us what we are.
Our values give direction to our behaviour and determine how we, as an organisation and
as individual employees:
 put our mission, vision and values into practice to realise our vision
 work on a daily basis with stakeholders who have an interest in the proper functioning
of our organisation.
Our values:
 Honesty:
Always be honest and transparent to your clients and people.
 Humility:
To always be respectful to our surroundings and people.
 Empathy:
Be caring, responsive, and concerned about your clients and people.

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 Commitment:
To always try our best and never give up on anything we commit to.
 Courage:
Courage to take on challenge and believe in yourself to win.
 Integrity:
Observe high ethical standards.
 Curiosity:
Growth mindset, Open to Learn and Play to Win

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Products
Following are some the products designed by systems limited
 EdgeAX
 Oneload
 SysHCM
 AX talent
BUSINESS ADVANTAGES BY SYTEMS LIMITED
 Complete employee life-cycle management
 Quicker onboarding
 Development of skills and expertise
 Easier appraisals
 Employee self service
 Executive dashboard
 Browser-based interface
 Complete audit trails

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SOLUTION AREAS OF THIS COMPANY
 Microsoft Dynamics 365 ERP and CRM
 Cloud Enablement and Enterprise Architecture
 AI & Process Automation
 Digital Commerce & UX Design
 Customer Solutions Service
SERVICES WE OFFER!
 Management Consulting
 Process Consulting
 Information Security & Compliance
 User Experience
 Systems Integration
 Database Administration

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 Application Development & Maintenance
 Systems Re-engineering

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 LEADERS IN IT
The country’s first Information Technology Company that provides business
solutions, Business Process Outsourcing services, and is the largest software exporter
in Pakistan
 CORPORATE LEGACY
We have 38 years of sustainable, profitable growth with over 2,500+ client-focused
employees globally.
 EMPLOYEE OWNERSHIP

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From its inception, SL was meant to be an employee-owned enterprise. Some 38 years
later, its leaders or top performing employees, past and present, own 84pc of its stock.
 FINANCIAL STRENGTH
Our Group turnover exceeds over 50 Million USD, providing us a financial strength to
grow 25% year over year.
 CORE SERVICES
We possess proven expertise in deploying and supporting ERP, Mobile, BPM, Turnkey,
and Complex Software solutions.
 CERTIFIED GLOBAL ENTERPRISE
We are SSAE-16, and ISO 9001:2000 & 27001:2005 certified company.

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BUSINESS MODEL AND COMPETENCIES:
Technology shifts and changes are quicker and deeper than ever, tools and platforms are
ever changing so there was a need to leverage and build on our combined expertise and
experience. Believing in the combined knowledge of our employees, the real challenge is
in capturing and using this knowledge and experience in our daily engagements. That
called for a platform to share and collaborate.
The company established a practice-oriented structure to bring together resources from
all across the company to participate, collaborate, and leverage upon the combined
knowledge and strength. It enabled cross-skilling, up-skilling and multi-skilling in practice
areas. It enabled sharing of best practices and encouraged innovation so that we are able
to capture our IP and capitalize on our HR investments.
All the professional service staff is aligned in the following practice structure:
 Application Development & Maintenance
 Business Intelligence and Data Integration
 Business Process Outsourcing
 Customer Relationship Management
 E-Commerce • Enterprise Resource Planning
 Middleware & Business Process Management
 Mobility, Portals & Collaboration

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BUSINESS APPLICATIONS:
Systems Limited offers a full range of value-added ERP and CRM services for
customers with new and existing solution deployments. Systems provide strategy and
planning, design and architecture, implementation and optimization, and maintenance
and support capabilities under one roof, giving our customers high flexibility, excellent
value, and complete satisfaction.
 Mass reengineering:
Mass reengineering (platform migration) of an existing application entails special
risks, opportunities, and expertise. Reengineering projects often involve the use of
automated impact assessment, conversion, and testing tools.
Systems Limited has developed a widely tested mass reengineering methodology
that covers the entire scope of an application reengineering project and integrates
seamlessly into Systems Limited’s work-vision framework. Systems’ proprietary
tools or third party tools for impact analysis, conversion, testing, and change
management support this methodology. The application of these automated tools
shortens the project time frame, reduces project cost, and mitigates project risks
by minimizing human error and guarantees accuracy in its work.
 Machine learning technologies:

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Systems Limited leverages cutting-edge machine learning technologies to evaluate
and respond to complex and dynamic business needs in real time. Machine
learning is particularly well-suited for tasks that require businesses to analyze and
evaluate large volumes of data with speed and precision. Systems provides the
technology and expertise to align various machine learning techniques with clients
unique business needs.
 Digital commerce:
Successful businesses are customer-driven. They adapt to customer demands and
excel at delivering a personalized and unforgettable experience that is consistent
across all channels. In order to implement these changes, leading global retailers
turn to Systems Limited for a complete range of Unified Commerce services.
 Technology led BPO:
Systems Limited offers a comprehensive range of call center services in its
functional areas that help you achieve key business objectives while keeping costs
in check. Our highly experienced representatives provide high-quality customer
care and technical support services at any scale, helping you effectively engage
with your customers and improve customer satisfaction. We emphasize on putting
right person at the right place, my evaluating their skills, knowledge and abilities,
which will definitely result in progressiveness of the organization. Our BPO staff is
trained to meet the needs and requirements of the position at the workplace so

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that they can be effective to service the customers. Our exacting standards of data
privacy and accuracy ensure superior results and complete peace of mind.

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COMPONENTS OF SYSTEMS LIMITED HUMAN
RESOURCE MANAGEMENT

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STAFFING
Purpose behind HR Planning
System limited focus on maintaining and improving the manpower in an organization. As
our company works with multiple employees thus HR Planning benefits in their
maintenance. Staffing is a crucial resource as hiring employees is not only a business.
Our HR planning is mainly aimed towards the planning of workforce including their
growth, reduction, terminations, layoffs, avoiding any discrimination in working
environment. By conducting HR planning, it is seen that Systems Limited planning aims are

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in the direction of maintaining employees, their paperwork, and dealing with all issues
regarding man inventory of our organization.
Importance of Systems LTD HR Planning
As recently, Systems Limited has earned “Microsoft’s Partner of the year 2018 for Pakistan”
as this organization has successfully expanded their business by delivering customers with
best solutions for Microsoft. Thus through HR planning, growth opportunity by hiring and
recruiting team members which resulted in higher customer satisfaction, winning new
customers and all of above a Well Known Title.
This relates to the importance of planning our human resource.

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HR Planning Process:
 Objective:
To win at anything worthwhile, you need a game plan. Professional team of this
organization works with this strategy to retain old customers by building trust and
providing them with full customer care. To earn profit by selling desirable solutions
of Microsoft in a price appreciable by our customers. Balancing budget and
management is one the most important objectives of Systems Limited. Growing
revenues by diversification as Systems Limited works with Khaadi and partners at
Microsoft by selling customized solutions that aligns perfectly with Khaadi’s business
requirement. Increasing share of market by selling reliable solutions and cross selling
of more products is finest goal of this organization.

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 Man power/ Employee Stock:
As Systems Limited is working with many countries thus number of employees
working for the achievements of its goals are large. HRIS (HUMAN RESOURCE
INFORMATION SYSTEM) is working in every department of this organization to
maintain the records of employees not only the ones who are working but the ones
who applied and the ones who left. When surplus or shortage of workforce is faces,
Man power stock is maintained managing layoffs, terminations and hiring’s in a
balanced way.
 Demand and Supply Forecasting:
Systems Limited anticipates demand and supply of employees according to the
movement of employees in and out of the organization and aligning them with
demand and supply of solutions (product/services). As sales budget describes the
amount of products/services are provided in a year. Forecasting Methods used by
Systems Limited are; Regression Analysis, Delphi techniques, Ratio Trend Analysis,
Work Study Techniques.

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 Strategies of Planning:
This involves selecting employees for planning of Human Resource, Training them to
align with the objectives, orientation and induction and evaluations including layoffs
and promotions.

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RECRUITMENT OF SYSTEMS LIMITED

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RECRUITMENT
Upon asking HR Manager of Systems Limited that how their
organization defines recruitment, he replied;
“It is a way out of locating potential candidates that can apply
for open job position and can be called upon the anticipation
of job openings”
Goals of Recruitment by Systems Limited:
 This organizations goal it to hire individuals that
promote innovations on job.
 The goal of their recruitment is to hire and retain
individuals/candidate with a low turnover rate that their
tenure of staying exceeds the previous target.
 Hiring diversity is their goal is to gather pool of
employees in jobs that have an ability to understand
and serve diverse group of customers as this
organizations works with several countries.
 Gathering a pool of candidates with advance skills,
knowledge and abilities that this organizations will need
to hire with era changing.

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 To increase the pool of fresh candidates in minimum costs.
 Recruiting candidates that have the ability to fit into the culture of organization and
contribute to the organizational goals.
 Identifying and preparing potential job applicant while recruiting in order to recruit
appropriate candidates.
 Recruitment process goal is to ensure availability of skilled and talented people for
various position.
 Aligning best people with the available job opportunities in a way that it becomes
profitable for organizations.
 To recruit candidates with higher core competencies and professional characteristics.
 Another main objective is to make sure that no unqualified candidates applies for
job post as filtering out such candidates can take valuable time.

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Recruitment Process
Recruitment Sources
Generally three types of sources are utilized for recruitment
process i.e. Internal, External, and Internet sources.
Internal Sources
Former Employees:
Systems Limited prefers former employees when recruiting form
internal sources, as with running experience of 40 years and more
Systems Limited believes that there are many retired employees
that are willing to come back to work as part-time employee
or maybe recommended by some employee on the
basis of some criteria.
Employee Referral:
Current employees prefers family and friends depending upon the

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eligibility criteria required as this has proved to be a good source of
internal source from past experience.
External Sources
Institutional Recruitment
School, colleges, universities, research department, laboratories,
and many other educational institutes proved to be a good ground
for this organization.
Walk in’s and Talk in’s:
Systems Limited works with the most common and least expensive approach in which
direct applications provides a diverse pool of employees to meet their future needs.
Internet Websites:
LinkedIn, Rozee are the most common source that is used by this
company.

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Management Consultants (sponsored by Systems Limited):
Using firms that are paid for acting as a middleman between
organization and the candidate. This was used when the
company as newly established.
Internet sources:
Recruiting software:
ATS software is used by this organization it which its
database stores candidates information, then filters
candidates according to the requirements i.e. skills,
education, location and other qqualifications.
Job Boards:
By posting open job positions to find candidates who are
seeking jobs.

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Evaluation of recruitment:
Measurement Standard:
A measurement standard for the evaluation of recruitment is created by Systems Limited,
in which new employee turnover, business process are judged, employee satisfaction are
measured.
Reviewing Costs:
Costs expended on recruitment process including advertising expense, reimbursements for
moving cost, bonuses, rewards, and time allocated by Human Resource in recruitment
process.
By using Speed, Quality and Time Matrix:
By measuring quality in a way that how many new employees remain in the organization
after specific time, by evaluating ratio or employees hired and the employees presently

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working, by also reviewing the number of candidates called for interview Verses the
number or employees offered for a job.

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SELECTION PROCESS

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Selection
“A process in which Systems Limited company interviews the candidate for a specific job
and assuring selection on the basis of criteria,”
Selection Process:

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SELECTION PROCESS BY SYSTEMSLTD
Reception:
Through reception there, hiring team helps new
candidates with a friendly welcome and starts to give them
general information about what they are required to do here.
Screening Interview:
This interview is done to filter out illegible
candidates in order to cut the hiring cost and this is
done via the information that candidate provided through Cv’s Resumes etc.
Application/CV:
Collecting information like personal data, educational
background, marital data, employment data.

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Selection Testing:
Systems limited work with three interviews test, i.e.
Application/ Aptitude Test, Personality Test,
Assessment Centre.
Interview:
It is a representation of oral examination.
Reference Check (If given):
If mentioned any previous
employer record then gathering information through that
contact.
Decision about Hiring:
Line manager and HR department choose the best fit.
Placement Offer:
After the completion of formalities hiring/selection is done.

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Interviews
Structured and Un structured both
interviews are conducted in this
company. As this is the most
effective way of selection. In this
method key requirements and
eligibility is tested via a list a
questions. Follow up and situational questions are asked to analyze the skills and abilities
of the candidate. At the end of this process best-fit candidate is chosen for the job.
Personality Testing/Profiling:
Recruiter identifies competencies through particular
behavior/actions that may concern with job.
Application forms and CV resumes:
This helps mainly in gathering information about the
background in terms of education and working experiences.
It helps in short listing candidates on the basis of some specific
criteria.

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Online Screening and Shortlisting:
ATS (Applicant Tracking Systems) and Emailed application both are
short listed online as the applications are placed in HRIS database
and ATS to track the record and filtering out candidates not up to the
requirement.
Tests:
Aptitude Test, Evaluating verbal ability, Numerical ability. Mechanical ability depending
upon the job opening.
 Personality Test, behaviors and actions are measured up to a standard.
 Work Sample Test, Assessing candidates by situational tasks.
 Medical Test, Either candidate is capable of working or not.
 Mental Test, Either applicant has mental capability of
working along different situations and handling difficult tasks at one time or not.

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TRAINING AND DEVELOPMENT

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Policy:
The organization systems limited follows a policy that state the
organization philosophy on employee training and
development.
Process for assessing the organization’s training needs and individual
development needs:
Company assess the organization’s (immediate and future) training needs and individual
development needs by human resource department.

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Participation in the assessment:
Systems limited divided HR in four different departments. Follow are the division of human
resource department:
 Staffing department
 Training and development department
 Motivation department
 Maintenance department
These four department perform duties and tasks which fall under their function. So
assessment for the organization’s training and development needs is done by team of
training and development department.

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Training objective:
The training objective of the company is to get good business results and tie employees
with organizational goal.
The training program helps the candidate to compete among others. When they fully
trained they know the purpose of being there and starts giving result.
To engage employees with their work and to create passion in them for work they give
following facilities to employees:
 Snooker club
 Transportation facilities for female workers
 Health allowances
There is a quotation about the understanding of work which is
“When you know better, you do better”

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Training material:
Training material is the material which is used to give training to employees by trainer. The
training material used by company includes:
Classes:
Different classes arranged for candidates to give training. For example typing classes and
data entry classes.
Orientation:
A special orientation is organized for candidates when they join company to tell them
about company background and about rules and regulations of the company. In this
orientation company aim is to give knowledge about the culture of the company so as a
result no issue occur during training when candidate become familiar to the culture of the
organization.
Practical:

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Training is given through practical to employees in which trainer performed practical by
employees as the trainer give training to employees earlier, so through practical the trainer
evaluate employees either they are well trained or ready to perform their task or eligible
for the position or not.
Shadowing through which candidates aware of their position on
work:
To create knowledge and awareness about their position on job shadowing is given to
candidates, so that they know their designation and duties and task which they have to
perform on their duty.
Skill set need in trainer:
The company systems limited select trainer on the basis of:
 His/her past experience in the field of training
 Reputation of the organizations in which he/she got experience

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 Area of specialization either it is related to concerned field or not
 How well he/she develop employee which benefit company and capture result
Training lesson plan:
Following are the steps which are followed by the company to develop training lesson
plan:
First step:
Defining learning objectives:
Company define learning objectives for the employees and for the company that how
training will benefit both individuals in the company and how it will satisfy their business
needs.
Second step:
Clarify key topics and related concepts:

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Second step which is followed by the company to develop training lesson plan is to clear
topics and to clear relevant concepts which is related to topic.
Third step:
Organizing material:
Organizing material is the third step in which team of training and development organized
material for training, for example first they give classes for typing then they give training
for verbal communication after that they motivate employees to give their best so all
material which require to implement that sections of training is organized first.
Fourth step:
Plan presentation techniques:
Fourth and the last step in developing training lesson plan is planning of presentation
techniques, the techniques which is followed by trainer during presentation so that

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candidates will take interest in presentation and give attention to topic to develop
understanding with the topic.
Training program
Training program conducted in their organization every quarter. They evaluate candidates
in their probation period which is of three months during this period they train candidates
and also evaluate candidates for permanent selection.

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Training outcome:
Training outcome which is most preferred by the organization is return on investment.
They compare training benefits with training cost to examine result.
Elements valued by the organization
Following are the elements which are valued by the organization:
Mentally presence:
Company think that if the candidate is not mentally present on work and not giving
attention to work so his/her physically presence will not have any benefit for the company.

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As long as the candidate is fully present on work with his/her mind he/she can work better
and give good result which directly benefit both the individual and the company to
achieve its goal.
Passion toward work:
If a candidate has not passion to do work he cannot work better, so passion is the thing
which is necessary to do any work. Company create passion in their candidate by
highlighting the benefits which an employee will get by performing good on their job.
Good behavior in the organization:
When an organization has good staff which are good in their behavior it will create
positive environment for the workers to do their work and behavior is something which
has effect on our surrounding either it will create positive or negative effect on our

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surrounding but it create effect, so good behavior is something which is necessary for the
organization so it is valued by company.
Training Method:
Training method followed by company between on the job training and off the job training
is on the job training in which they follow coaching.

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PERFORMANCE MANAGEMENT

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Performance comprises the actual output or results of an organization as measured against its
intended outputs (or goals and objectives).
Elements of Performance Management:
The talent management consultants at Keen Alignment know that performance management
success can only be achieved if you have the following five key elements in place:
 Planning and Expectation Setting
 Monitoring
 Development and Improvement
 Periodic Rating
 Rewards and Compensation
If you don’t have the five key elements in place in your performance management system, you are
never going to have a performance management system which encourages success and nurtures a
true sense of worth at work for your employees. When we look at each of the performance
management areas above in a little more detail, we understand a little more about what each stage
entails and how they contribute to the overall success of your performance management system in
order to create a happy and successful workforce.

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1. Planning and Expectation Setting
Goals must be set, the means by which those goals will be evaluated must also be made clear and
a specific time frame must be outlined and then adhered to. Performance management success
requires clear goal setting.
2. Monitoring
The performance management consultants at Keen Alignment can help you in many ways with the
monitoring element of your performance management system. We are aware of the best
performance management tools and techniques on the market today that can help track the
ongoing progress of your employees in a simple and quick fashion.
This means that your employees will also be able to keep track
of their performance at work, which will give them ownership
of their own development; an essential quality to cultivate in
an effective employee.

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3. Development and Improvement
Once you have monitored your employee for a specific period of time and through a number of
ways, you will need to encourage further improvement and development.
If an employee is on target to meet his or her goals, the shrewd and effective performance
manager will not stop there, but encourage ways in which to help the employee exceed and go
beyond their indicated goal. Successful performance management always strives for more and we
can help to show you how to find further ways of stretching the capacity and potential of your
employees.
4. Periodic Rating
It is important to avoid waiting until judgement day when working on strengthening your
performance management system.
You will have outlined your cut-off point for reaching the goals that you set, but in the interim
period it is essential that you provide some kind of feedback or rating to help your employee
realize whether or not they are on track in terms of meeting that future goal.
Some employees see their development clearer than others. Some employees don’t realize until the
last minute that they are not going to achieve what they have been asked to achieve. They over
estimate their capabilities and do not plan ahead. This is why the successful performance manager
learns to provide periodic ratings in between the setting of the goal and the evaluation of that
target.

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5. Rewards and Compensation
In some ways, the rewards and compensation stage is the most important element of all when
looking for performance management success.
Because if you want a good employee to continue to achieve and develop, they need to feel
recognized and appreciated; there needs to be some kind of end to encourage the next round of
triumphs.
The performance management consultants who work for Keen Alignment have an endless list of
ways in which to reward and offer compensation to your employees when targets are met or even
when targets weren’t met, but your employee did everything possible to try to get things done.
We spend our time showing you how to reward your employees; how to put the final cherry on the
performance management success cake and take your happy workforce on to the next level.
Feedback
Feedback is an essential element of effective performance
management and review because it creates awareness
among employees about whether they are adequately
contributing to the organizational goals. It also indicates

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the areas in which they can improve. In giving employees open and transparent feedback,
managers are able to guide employees’ careers in the organization and facilitate their progress
through mentoring, coaching, training needs analysis and creation of opportunities.

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Presence at work:
Systems Ltd prefer presence of employees at work for the judgement of their performance.
Factors that influence performance:
Motivation
It is one thing to be capable of doing something; it is something else altogether to want to do it.
Setting aside the issue of coercion, people generally want to do things for two basic reasons:
(1) It serves some purpose of their own or
(2) It serves someone else’s purpose and they’ve accepted something in return for doing whatever
it is that someone else wants done. Self-satisfaction and incentives; these are the two great
motivators.

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Equipment and supplies
The quality and quantity of your workplace equipment and supplies can have a direct influence on
employee performance. Not all companies can afford top-of-the-line computers, copiers, printers
and expensive Internet-ready phones, but keeping equipment and software up-to-date goes a long
way in positive employee influence. And making sure employees have all the office supplies they
need to do their jobs efficiently is a necessity.
Work environment
Your office space must have quality lighting, good temperature controls and proper ventilation not
only for employee morale but also for their health. Broken or malfunctioning light fixtures are not
only annoying, but poor lighting can also damage employee eye health. Poor climate controls can
also cause employees to become too chilled or deal with a heat-related illness. And proper
ventilation is perhaps the most critical piece of the office environment as poor ventilation not only
can make employees ill, it could also break local ordinances, as most municipalities have some sort
of environmental laws regarding proper ventilation.
Important Projects
Every employee wants to know his work matters. Always pawning off the tedious or menial jobs on
the same person day in and day out will certainly not help the person’s performance or morale.
Allow everyone in your office to work on a project involving teamwork with interesting research
and hands-on display or materials assembly. Assigning special projects gives your employees a nice
change of pace, a great sense of accomplishment, and a renewed sense of purpose in the
knowledge that you trust them with critical work.
Supportive boss
While few bosses could live up to the image of the perfect boss, a boss who is supportive and
gives positive feedback helps influence employee morale in positive ways. "Entrepreneur" magazine

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reports that in a poll of 30 administrative professionals, the top characteristics they want in a boss
are “supportive” at the #1 spot, followed by (in descending order) understanding, flexible,
honest/ethical, motivating and fair. These professionals defined a supportive boss as one who looks
for solutions rather than scapegoats when the team encounters a problem. And when things go
well, the supportive boss is quick to recognize a job well done. An understanding boss recognizes
when his staff is overworked and makes himself available, occasionally even socializing with the
staff outside work hours.
Perhaps the most positively influenced employees are those who know their bosses wouldn’t ask
them to do anything the boss wouldn’t be willing to do himself.
Bonuses/Raises/Incentives
The economy has made it tough for employers to give bonuses and raises to top employees, but
according to a report from Employee Benefit News, employers are starting to re-institute pay raises
and bonus plans in order to retain the best employees. Until employers are able to reward
employees with salary increases and bonuses, however, incentives like restaurant gift cards, comp
time or other inexpensive rewards, when given with praise, are good alternatives for boosting
employee morale.

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Performance management
Performance management is the process of creating a work environment or setting in which people
are enabled to perform to the best of their abilities. It is a whole work system that begins when a
job is defined as needed. It ends when an employee leaves your organization.
Performance management cycle:
Performance management involves much more than just assigning ratings. It is a continuous cycle
that involves:
Planning:
Planning work in advance so that expectations and goals can be set;
Monitoring progress and performance continually; Developing the employee's ability to perform
through training and work assignments; Rating periodically to summarize performance and,
Rewarding good performance.

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Planning
"Planning" means setting performance expectations and goals for groups and individuals to
channel their efforts toward achieving organizational objectives. It also includes the measures that
will be used to determine whether expectations and goals are being met. Involving employees in
the planning process helps them understand the goals of the organization, what needs to be done,
why it needs to be done, and how well it should be done.
Monitoring
"Monitoring" means consistently measuring performance and providing ongoing feedback to
employees and work groups on their progress toward reaching their goals. Ongoing monitoring
provides the opportunity to check how employees are doing and to identify and resolve any
problems early.
Developing
"Developing" means increasing the capacity to perform through training, giving assignments that
introduce new skills or higher level of responsibility, improving work processes, or other methods.
Development efforts can encourage and strengthen good performance and help employees keep
up with changes in the workplace.
Rating
"Rating" means evaluating employee or group performance against the elements and standards in
an employee's performance plan, summarizing that performance, and assigning a rating of record.
Rewarding
"Rewarding" means providing incentives to and recognition of employees, individually and as
members of groups, for their performance and acknowledging their contributions to the agency's
mission. There are many ways to acknowledge good performance, from a sincere "Thank You!" for
a specific job well done to granting the highest level, agency-specific honors and establishing
formal cash incentive and recognition award programs.

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Purpose of performance management:
The purposes of performance management systems are of three kinds: strategic, developmental
and administrative.
Strategic purpose
First and foremost, a performance management system should link employee activities with the
organization’s goals. One of the primary ways in which a strategy is implemented is through
defining results and behaviors and, to some extent, employee characteristics that are necessary for
carrying out that strategy. The next step is to develop measurement and feedback systems that will
maximize the extent to which employees exhibit the characteristics, engage in the behaviors and
produce the results. To achieve this strategic purpose, the system must be flexible, because when

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goals and strategies change, the results, behaviors and employee characteristics usually need to
change correspondingly, It has been found that in order to achieve their strategic purpose, effective
performance management systems display five characteristics. These are:
1. The alignment of employee performance with organizational objectives.
2. A clear articulation of the desired work culture.
3. A clear specification of the results and competencies—that is, the 'how the results are to be
achieved'.
4. The management behavior and style that encourages discretionary effort.
5. The simple processes and documentation that enable line managers and employees to see
performance management as part of their daily workplace behavior.
Developmental purpose
A second purpose of performance management is to develop employees who are effective at their
jobs. When employees are not performing as well as they should, performance management seeks
to improve their performance. The feedback given during a performance evaluation process often
pinpoints the employee's weaknesses. Ideally, however, the performance management system
identifies not only any deficient aspects of the employee's performance, but also the causes of
these deficiencies—for example, a skill deficiency, a motivational problem or some obstacle
holding‐the employee back.

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Administrative purpose
Performance management information (performance appraisals, in particular) is used to make many
administrative decisions: salary administration (pay rises or bonuses), promotions, retention and
termination, retrenchment, and recognition of an individual's performance. In Australia,
approximately two‐thirds of large organisations use information from performance appraisals to
assess promotion potential, career development needs and organisational training needs. Few
companies, however, are linking performance appraisal systems to performance‐related pay
decisions.
Performance Appraisal
A performance appraisal is a regular review of an employee's job performance and overall
contribution to a company. Also known as an "annual review," "performance review or evaluation,"
or "employee appraisal," a performance appraisal evaluates an employee’s skills, achievements and
growth.

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Performance appraisal system:
A performance appraisal is a systematic, general and periodic process that assesses an individual
employee's job performance and productivity in relation to certain pre-established criteria and
organizational objectives.
What is measured?
Systems Ltd gather information about the work task of their employers and their behavior with the
customers meanwhile they (employees) are under the observation of their supervisors and
managers for maintaining a environment at the workplace.
When it is measured?
Measurements are usually on annual basis but sometimes it is compulsory to appraise an employee
for the good performance after the completion of task.
Who measures performance?
Mostly information is gathered by the supervision of the employees, by subordinates, peers and
itself. There is also a 360 degree performance appraisal system for the performance judgement of
employees.
How it is measured?
First of all performance is measured on the basis of behavioural rating method we also give
importance to the critical incident appraisals for the retention of our good employees.
Benefits of performance appraisal:
Performance appraisal system is a useful management tool which helps to gain feedback, review
and estimate whether the performance is effective and discuss what needs to be done for it to
become so. Managers perform evaluations to benefit both employees and the employer. The most
significant benefit of the appraisal system for the manager or the head of department is that it

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provides a document of employee performance over a specific period. Here is a list of the benefits
of the performance appraisal system:
 Every employee’s individual performance influences how all the team or even the firm
(especially if it is small) is doing.
 It clarifies the employee’s role and status in the organization. Some workers like to know
where they stand regarding their job performance and want to see what else (useful) they
can do for the company.
 Self-development is the most important benefit for the employee. Performance appraisal
allows you to provide positive feedback as well as identifying areas for improvement. An
employee can discuss and even create a developmental (training) plan with the manager so
he can improve his skills.
 It motivates employees if supported by a good merit-based compensation system. Best
performers get better pay and benefits packages. Similarly, those employees that lag behind
get penalized.
 It provides a structured process for an employee to approach the management for
discussions, identify problems, clarify expectations and plan for the future. It lets both
manager and employee set up long- and short-term goals.
 The statistics can be used to monitor the success of the organization’s recruitment and
induction practices.
 Performance appraisal system also helps the management in deciding about the
promotions, transfers and rewards of the employee.
 It is easy to identify the under-performers and decide whether you want to keep them
hoping for improvement or sometimes have to let them go.
 Both manager and employee, keep performance appraisal records and can retrospectively
review the changes in the performance in future.
 If you use the performance appraisal system correctly and smartly, the results won’t leave
you indifferent.

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MAINTANENCE

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Maintenance management is a business function of which the considerable operational and
tactical importance is still growing. As problems and opportunities are needed to be
anticipated in time in order to make the necessary adjustments, sound performance
reporting is indispensable
Maintainer provides capabilities for assisting in any kind of asset maintenance across all
industries. It keeps track of all maintenance activities that are required for running
scheduled (preventive) and corrective maintenance. It also maintains a record of all
previously performed maintenance activities.
Systems Limited’s Maintenance major goals are:
 How to maintain the new hired candidates (effectively and efficiently)
 How to maintain security for the hired candidates.

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 Steps towards the securities
 Does this security help the new candidates?
 To focus on their health program
 Does this health program really help them? ETC.
The hired candidates are put on a place where they belong and are good for them. They
are put on a place which fit perfect for them. This system is maintained by a very simple
way by putting the right person on the right place and time. The candidates who are the
one under training are trained on a level that they are assured during the training period
that their jobs are secured and are ready to work along with the company rule and policy.
System limited offers a very effective security to the candidates that they feel like there no
place having this kind of environment. And this may the reason they are still working with
the company. In System Limited candidates are compensated with most of the facilities
and one of them is regarding to their health. They are offered free treatments and medical
facilities to keep themselves healthy and stick with the company with a long period of
time.

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In order to maintain every single record for the new candidates there are different
departments who are under taking and handing the entire situation another department of
HR who is taking care of these records. With their help it is easy for them to focus toward
the company goals.
And to keep all these kind of records for the employees is not that much easy for the HR
team so they are taking help of HRIS system to maintenance of the candidates this
includes every kind of record for the candidates the software of HRIS is specially designed
for the Systems Limited that they manages records in single touch.
On weekly bases there are meeting conducted for the team of maintenance in which all
the problems are discussed with the higher management of HR and the possible
alternative are taken out in the meeting. The reasons for calling this type of meeting help
HR to give a better feedback to the upper level management that how possible a problem
can be taken down easily. In these corporative meeting every point is been discussed to
get a better alternative

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In the meetings an important topic is discussed every time that how to make a strong
relationship between the candidates like using Promote Open Communication, Encourage
Cooperation, Ask for Feedback, Inspire and Reward, Share the Vision. Through these
particular channels there’s a strong relationship is created between the candidates so they
feel free for asking for the things they can easily get and can focus on their motives for
the company. These also help to create a easy path in communicating with the employees
this also includes:
 Open Meeting.
 Emails
 One on One
 Create a Receptive Atmosphere.
 Communication via Training
 Display Confidence and Seriousness.
 Use Simple Words.
 Use Visuals.
These paths are also use in the System Limited for better and easy communication with the
employee. These are consider to be easy ways of communication like call open meeting to
discuss the issues, email to specific for some specific works, face to face to get the reviews
about the work, by creating a comfortable so they can easily convey the message quit
easily, during the training programs they came to know about the candidates and may
more easy ways to communicate.
System Limited feels that compensating employees will be a better way to gain their
loyalty with the company. They believe that Compensating will motivate the employees
that they will do the job good and will going to perform well.

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The HR team responds in a positive to give position feedback on feelings and opinions of
the employees/candidates.
System Limited HR team attempts to bring a person into the discussion or making an
equally clear attempt to prevent a person from being excluded. Because they feel this will
bring pride in their work. They will never stop learning and advancing in the field.
The HR team of System Limited thinks behaving or responding in a warm and friendly way
is to maintain a good atmosphere at the work place to maintain the work frame quit
effectively.
HR team believes that resolving conflict is a better way to bring others in front like ready
to compromise and accept what others want to do.
The HR team says that the candidates working have personal feelings about their work in
the company.
These things are maintained on a higher scale that the HR team has to take an eagle eye
on every part of maintaining the responsibilities of the candidates this includes a huge
trust with the company not only the trust but also how they conclude their feelings and
need regarding to the company. Without trust, communication will deteriorate because
people will begin to hide their views or try to impose them. The higher the level of trust a
group has, the easier it will be to deal with conflict when it almost inevitably occurs.

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This report is submitted by:
 Saira Rustum LCM 3351- (Overview/Introduction)
 Mudaseera Muh LCM3335- (Staffing)
 Mariyam Amjad LCM3330- (Training and
Development)
 Anum Shehzadi LCM 3312- (Motivation/Performance
Management)
 Hamza Asif LCM 3340- (Maintenance)
SOURCE: SYSTEMS LIMITED HR DEPARTMENT – EX AIR AVENUE
(LAHORE BRANCH)
REFERENCE (with permission) :
HR MANAGER (RECRUTIMENT) fatimasarwar@systemsltd.com