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INTRODUCTION

National Engineering Services Pakistan (Pvt) limited (NESPAK) is

Pakistans premier consultancy

organizat ion. I t s internat ional

status is well established and i t

enjoys the reputation of being

on e of th e to p en gin ee rin g

consult ancy organiza tions in

As ia and Af r i ca and i s r anked

amongst the worlds top 200 consulting firms.

There has never been a dear th of competent engineers in Pakis tan but ,

unfortunately, over the years major development projects in Pakistan were

handed out to foreign consultant at the cost of self confidence of Pakistani

engineers and o ther professionals . Bela tedly , when the Indus Basin

project were nearing completion, the highest authority in Pakistan

realized that the Pakistani engineers must be given practical exposure and

responsibi l i ty in this gigant ic nat ional development programme. I t was

r ea li zed t ha t any del ay i n t ak ing i ni ti at ive i n t hi s r es pect w il l be

disastrous for the future of the engineering profession in Pakistan. I t was

under these considerations that NESPAK was created in 1973 as a Private

Limited Company by the Government of Pakis tan. The object ive of i t s

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creation was to create a pool of talented engineers, at tain self-rel iance in

engineering consul tancy and replace foreign consul tants. The company

has achieved these object ives to a large extent . NESPAK is registered

with a number of internat ional funding agencies such as IBRD, ADB,

IDB, etc . Todate NESPAK has under taken 2228 projects out of which

1953 are domestic and 275 are overseas projects located in Afghanistan,

Azerbai jan, Bahrain, Benin, Cameroon, Chad, Gambia, Ghana, Guinea,

Iran, Iraq, Kazakhstan, Nepal , Nigeria, Oman, Republic of Yemen, Saudi

Arabi a, Senegal , S ie rr a Leone , Somal ia , Sudan , Syr ia , Taj ik is tan,

Tanzania and United Arab Emirates.

The cumul at ive cos t o f t he p ro ject s under taken by t he NESPAK is

US$104.5 b il lion . The company has earned Rs.9778 mil lion f rom i ts

domestic operations up to December 2002.

The companys s uccess l ie s i n t he har d wor k o f i ts h ighl y s ki ll ed

employees and commitment to quality in every fact of its operation. It was

this commitment that led i t to become the f irs t engineering consultancy

organization in Pakistan to obtain ISO 9001 QMS certificate in 1998.

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History of NESPAK

NESPAK is a product of the national renaissance of the early 1970s in Pakistan. The idea

was to attain self-reliance in engineering consultancy at national level and to reduce

dependence on foreign consulting firms by developing an indigenous talent pool, whichculminated in creation of a private limited company in 1973, aptly named as the

"National Engineering Services Pakistan (Pvt) Limited". A small group of experts in

various engineering disciplines were handpicked from the existing Government and

private organizations to run NESPAK.

National Engineering Services Pakistan (Pvt) Limited (NESPAK) is Pakistans premier

consultancy organization. Its international stature is well established and it enjoys the

reputation of being one of the top engineering consultancy organizations in Asia and

Africa and is ranked amongst the worlds top 200 consulting firms.

NESPAK was established in 1973 as a private limited company by the Government of

Pakistan. The objective of its creation was to create a pool of talented engineers, attain

self-reliance in engineering consultancy and replace foreign consultants. The company

has achieved these objectives to a large extent.

COMPANYS MANAGEMENT(BOARD OF DIRECTORS)

The Company i s managed by a Board of Di rec tor s compr i s ing a

Chairman, a Managing Director and 7 other Directors . The day to-day

functions of the company are looked aft e r by the Managing Direc tor

assisted by Vice presidents/Division Heads. Various divisions headed by

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Vice P resi dent s/ Genera l Manager s a re bol dl y d iv ided i nt o p ro ject

management and special ly groups. The project management divisions are

responsible for management of projects and the special ty divis ions are

centered of excellence for various disciplines.

SERVICES

NESPAK offers a board spectrum of expert consultancy services ranging from

conception to completion and operation of development projects. The scope of these

services covers prefeasibility studies, surveying and mapping, investigations, design,

tender and contract documentation, construction/installation supervision,

Quality Policy

We at NESPAK are committed to provide consultancy services, to the utmost satisfaction

of our clients, with the highest level of professionalism and dedication. It is achieved

through continuous improvement in level of expertise and commitment of our staff, and

provision of necessary resources.

The effectiveness of our Quality Management System is continually improved through

collective participation of our staff and Management Reviews.

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HUMAN RESOURCES

NESPAKhas on its rolls some of the best professionals in various

fields of engineering. It has also been able to attract a large number of

Pakistani experts from abroad. NESPAK is thus able to offer the services

of highly qualified and experienced professionals. At present, NESPAK

has staff strength of 1791 employees including 1197 highly qualified

engineers, architects, planner, geologists, economists and other

professionals.

GOALS :-

Mission Statement :-

To create a pool of ta lented engineers , a t tain sel f - rel iance in

engineering consultancy and replace foreign consultants.

Our Believe :-

The bel ieve o f NESPAK i s the cons is tent a tt ainment of

quali ty in al l facets of our operat ions so as to provide consultancy

services with professionalism and to the satisfaction of our clients.

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Our Values :-

Excellence in all we do.

E th ic al a nd mo ra l c on du ct a t a ll ti me s a nd i n a ll o ur

relationships.

Innovations in al l areas of our Designs as a mean of at taining

and sustaining leadership.

Operative Goals :-

To increase profit by 15%.

To retain companys leading

stature in the future by

capturing 75% Market share.

To hire top qual ity engineers

and allied professionals.

To capture 80% share of

Geographical Information System (GIS) market.

To increase IT specialists by 50

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b) FIELDS OF SPECIALISATION

c) NESPAK, having expert ise in almost al l engineering discipl ines,

s peci al izes i n t he f ie ld o f power and mechani ca l; wat er and

agriculture; architecture and planning; highways, bridges, airports

and seapor ts ; envi ronmenta l and publ ic heal th engineering;

eng ine ering fo r in du str y; h ea ting , v en tilatio n an d a ir-

con dition in g; info rma tio n tec hn olo gy an d ge og rap hica l

information system(GIS).

Major Functions

NESPAK offers a broad spectrum of expert consultancy services ranging from

conception to completion and operation of development projects. The scope of these

services covers reversibility and feasibility studies, surveying and mapping,

investigations, design, tender and contract documentation, construction/installation

supervision, contract management and post-construction services.

1. Energy SectorIn the Energy Sector, NESPAK offers engineering services in the following fields:

Planning and System Studies.

Hydropower

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Thermal Power.

Transmission.

Substations.

Distribution and Rural Electrification.

2. Water Resource Development and Dam Engineering Sector

NESPAK made its debut in Water Resources Development Sector with the design and

construction supervision of the Left Bank Irrigation Tunnel of Tarbela Dam Project in

1973 and since then, it has provided services for over 375 water resources projects within

the country and overseas. By virtue of more than 30 years of valuable experience in

water resources development, NESPAK is now capable of offering services in all fieldsrelated to water sector.

3. Communication Sector

In this Sector, NESPAK employs nearly 300 highly qualified transportation & highway

specialists, engineers, surveyors and technicians. These capabilities and experiences are

unrivaled by any other consultant in the country.

The engineering services in this Sector are offered for the following fields:

Motorways

Highways

Urban Roads

Rural Roads

Grade Separated Interchanges

Bridges & Flyovers

4. Architecture and Planning Sector

NESPAK established a specialty group with a handful of architects in 1973, for offering

services in the Architecture & Planning (A&P) Sector. The group has to date emerged as

a single most reliable and reputed consultancy service in the country.

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5. Public Health Engineering Sector

In this Sector, NESPAK offers engineering services for the projects relating to:

Water Supply

Sewerage

Drainage

Solid Waste Management

Plumbing

6. Industrial Sector

In the Public Health Engineering Sector, NESPAK professionals are well versed with

modern design technologies and have the capability to transform such technologies

according to the socio-economic conditions of the country/area for which problems are to

be addressed.

7. Oil, Gas Petrochemical Sector

In the Oil, Gas & Petrochemical Sector, NESPAK has formed a team of highly qualified

and experienced professionals. In this Sector, the Company has provided consultancy

services on more than 30 projects in Pakistan and overseas.

8. Environmental Sector

NESPAK is committed to the preservation of the environment and has been sensitive to

the environmental parameters in planning and implementation of its development

projects. It has a team of highly qualified and well experienced professionals for offering

services in this Sector. These specialists are well versed in the latest techniques of

environmental protection and applicable international standards.

9. Information Technology & GIS Sector

In the Information Technology and GIS Sector, the Company provides a broad range of

services. With staff strength of 35 and an ambitious expansion plan, NESPAK expects to

register a strong growth in this Sector. So far, 49 projects have been undertaken by

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NESPAK in this Sector (36 in IT and 14 in GIS), in addition to providing specialized

services on many projects in other sectors.

SIZE

NESPAK has on its rolls some of the best professionals in various fields of engineering.

It has also been able to attract a large number of Pakistani experts from abroad. NESPAK

is thus able to offer the services of highly qualified and experienced professionals. At

present, NESPAK has staff strength of 2457 employees including 1996 highly qualified

engineers, architects, planners, geologists, economists and other professionals.

In terms of permanent staff and value of work, NESPAK remains by far the largest

engineering consultancy organization in Pakistan. During the year, the average staff

strength was 2,440 employees including 1,956 professionals and 840 on temporary

project-based employment. To date, the projects acquired are 2,464 in Pakistan and 413

abroad with a cumulative contracted fee of Rs. 25.4 billion and Rs. 7.6 billion,

respectively.

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SECTION II

Role of Human Resource Management

NESPAK set out to make its mark in the field of engineering consultancy with only a

handful of people in 1973, but had to expand very rapidly to meet the enormous work

load it was able to generate for itself. Today, it has on its rolls staff strength of 2,351

employees including 1,842 highly qualified engineers, architects, planners, geologists,

economists and other professionals.

Organizational Structure of HRM

Vice President HR

HR CoordinatorHR Manager

Assistant Manger HR

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Assistant Manager

Compensation Services

Assistant Manger

Employees Relations

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The break-up of staff is as follows:

Recruitment and Placement

Job Analysis

The process for determining the duties and skills requirement of job and the kind of

person who should be hired fir it. The analysis produce information on job requirements;

this information is then used for developing job description and job specification. InNESPAK the HR division is established from last few years thats why initially proper

job analysis was not conducted. Now a days HR division is working to develop job

descriptions and job specifications in all the divisions. Before the establishment of HR

division the heads of all the divisions like VPs set job descriptions and job specifications

according to the nature of job and company policy.

Nowadays the HR experts are working to establish job analysis in the following process.

1. Job Description

A list of a jobs duties, responsibilities, reporting conditions, and supervisory

0responsibilities-one product of a job analysis is being prepared by the HR experts.

2. Job Specification

A list of a jobs human requirements that is the requisite education, skills,

personality, and so onanother product of a job analysis.

Approaches:

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For the purpose of gathering the information following approaches is followed

according to nature.

1. Questionnaire

2. Interviews

3. Observation

4. Pro Log Diary

Mostly information is collected from the related personnel and past record is

practiced.

Planning and Recruiting

NESPAK identified its Human Resource needs through employment planning; it begins

the process of recruiting potential candidates for actual or anticipated vacancies. In all the

divisions of NESPAK recruitment of employees is done on project need bases by the

Vice President of concern division with the approval of managing director. On project

need bases recruitment of daily wages employees is done by the head of concern

division.

Sources of Recruitment

NESPAK uses two types of resources:

1. Internal sources

This method of recruiting personnel has a lot of benefits:

Head of all the divisions hire the persons on project need bases by promoting daily

wages employees into contract employees and then promote contract employees after

a certain time period under the policy of NESPAK to permanent employees.

2. External sources

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As mentioned above, in all the divisions NESPAK hire the best candidates on project

need bases.

NESPAK is only used the way of advertising for hiring the candidates by using the

external sources. The advertisement might be given through the newspaper as well as

on NESPAK website. www.nespak.com.pk

Testing and Selection Process

TESTING

NESPAK has two types of staff as professional staff and non-professional staff. Which is

also called technical and non-technical staff. Test tool is only used for the induction ofnon-technical staff while hiring technical staff no test is conducted. While hiring non-

technical staff NESPAK uses following types of tests:

1. Initial Test (Intelligent test, aptitude test) etc.

2. Academic Test (Relates to job)

3. Personality Test (Psychological test)

4. Test based on work samples.

5. Typical simulated test based test

6. Medical Test (After selecting the candidates)

SELECTION

After the recruitment and testing process so as to screening the candidates knock out sort

of interview is started. NESPAK is conducted only two types of interviews.

1. Walk-in Interviews

On different types of project need bases the immediate head conduct walk-in

interviews by giving advertisement in newspaper as well as on company website.

Mostly daily wages employees are inducted in this type of interviews. According to

HR manager, the management of the company faces many problems in this type of

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interviews because every candidate is come during office time for interview and the

work of interviewer might be disturbed.

2. Panel Interviews

A panel of four persons conducts the interviews in all the divisions of NESPAK. In

the panel of 4 persons, 2 persons are included from the concern division which needs

the person for a specific job and other 2 persons are included form other division OR

may be included from the board of directors.

While selecting the candidates by the panel all required areas are filled by the panel

members like:

1. The Name, Fathers name, Contact Address & Telephone No. is pre-filled for the

interviewer.

2. Part for the Educational Qualifications is pre-filled for the interviewer. A to E column

weightage is based on the spread of 80%, 70%, 60%, 50% and 40% respectively in

the table.

3. Part for the experience is filled as per following logic.

I. Relevant experience: This part is to filled in by the interviewer. The assessment

has to be made if the work experience is specific and relevant to the nature of the

job he/she would be expected to perform. Every effort has to be made todetermine firstly as to what was the nature of involvement of the candidate and

secondly if the experience can be supported with references in terms of projects,

people and responsibility level. The minimum advertised experience is to be

adhered to.

II. Technical Knowledge: The part is to filled in by the interviewer.

The ability to prove theoretical and application knowledge should be investigated.

The questions posed should be fair and with the understanding that the candidate

is always under pressure during an interview.

4. Part under others are filled in by the interviewer as per the following logic:

I. Terms used is viewed as per the following definitions:

a) Personality: Character, disposition & nature.

b) Maturity: Mentally fully developed as a professional.

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c) Self Expression: Ability to present required ideas

logically and effectively based on technical knowledge.

d) Initiative: The traits indicating enterprise,

inventiveness, ability, ingenuity and enthusiasm.

e) Drive: Level of motivation and persistence.

f) Ambition: Ability to achieve higher goals.

g) Attitude: Spirit, approach and sensibility towards the

profession.

h) Capability: Ability, skill, inclination and competence.

i) Aptitude: Potential, propensity, talent and proficiency.

II. Under Sports/ Hobbies if he is a team player, hard working and persistent, by

virtue of any trophies won, an achievement oriented professional; by virtue of

hobbies, careful, methodical, and investigative and the ability to maintain interest.

5. Parts under D, E and F and/or G in the table are self-explanatory.

6. Remarks are to be firm. For construction supervision and for design specific areas

strength and weakness in the space provided may be mentioned.

7. All questions under H (1 to 4) are to be asked from the candidate and filled in by the

interviewer based on the information supplied by the candidate.

8. The recommendation under J is based on inputs from the Selection Committee.9. All members are required to fill in under K all the blanks and sign as pre the headings

of the columns in ink.

10. The interview sheet must be finalized before the interview of the next candidate

starts.

Training and Development

Training is an organizational concern, a shared responsibility and a competitive and

advantage. It is an investment in the Invisibles which aims at achieving business and

organizational excellence through employee development. NESPAK believes in all said

above and has its own unique employee training philosophy.

Training need analysis is done in the month of September to November on the basis of

performance appraisals (performance analysis for the current employees) and for the new

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employees, NESPAKs Leadership Framework along with job descriptive and

specifications (task analysis) are considered so as to tailor effective training programs.

The training programs are designed in the month of January and are completed in terms o

instructional design and have been testified to be valid.

The training program is implemented after the validation and is revised and evaluated

time to time throughout the year.

Evaluation method used to asses the effectiveness of training is pre-post evaluation

method as the employees are given forms to fill in at the start of the training and

afterwards, after 3 months of the training so that the difference can be analyzed by the

HR department.

THE EXTERNAL

ENVIRNOMENT .

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Environmental Domain :-

Envir onment al Domai n o f NESPAK is d ec ri ed i nt o Task

Environment, General Environment, and International Control.

Task Environment :-

Task environment ofNESPAKconsist of following sectors.

(i) Human R esources Sector :-

NESPAKhas on its rolls some of the best professionals in

various f ie lds of engineering; i t has a l so been able to a tt rac t a l arge

number of Pakistani experts from abroad.

(ii) Market Sector :-

NESPAK offer s a broad spec trum of exper t consul tancy

services to its clients. These services range from conception to completion

and operation of development projects.

(iii) Industry Sector :-

NESPAK has to compete wi th the bes t in the wor ld both

technically as well as f inancial ly. NESPAK faces competi t ion with many

P ak is ta ni a nd f or ei gn c on su lti ng c omp an ie s. T he ma in P ak is ta ni

competitors ofNESPAKare ACE & PES.

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General Environment :-

General Environment ofNESPAKconsists of following sectors.

(i) Government Sector :-

NESPAK was established as a Private Limited Company with

a capital of only Rs.0.5 million and all the shares held by the Government

of Pakistan. Therefore federal laws and regulat ion, taxes poli t ical process

has an impact on its policies.

(ii) Economic Conditions :-

The economic recess ion Prevai l ing in Pakis tan for the las t

few years has ef fected the consul tancy profession adversely. This has

result ed in f ewer development pro jec ts in the country. Real iz ing the

situation, NESPAK mode hect ic ef for ts to acquire projects not only in

Pakistan but also in foreign countries.

(iii) Technology Sector :-

K ee pi ng i n v ie w t he p he no me na l g ro wt h o f IT s ec to r

domestical ly and large al location of Government funds in two successive

years, NESPAK has taken s t rategic decis ion to expand fur ther in this

important sector . NESPAK s exper ti se i n t he f ie ld o f Geographical

Information System (GIS) i s bes t in the country. NESPAK also has a

intranet and Management Information System (MIS) for managerial

decision making.

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(iv) Financial Recourse Sector :-

NESPAK is registered with a number of international funding

agencies such as International Bank for reconstruction and development

( IBRD), Asian Development Bank (ADB), Is lamic Development Bank

(IDB) etc. The cumulative cost of the projects under taken by NESPAK is

US$ 104.5 Billion.

International Context :-

NESPAKs internat ional s tature i s well -es tabl ished and i t

enjoys the reputation of being one of the top engineering consul tancy

organization in Asia and Africa and is ranked amongst the worlds top 200

consultancy f irms. NESPAK has under t aken 275 ove rs eas p ro ject s

located in Afghanis tan, Azerbaijan, Bahrain, Benin, Cameroon, Chad,

Gambia, Ghana, Guinea, I ran, I raq, Kazakhstan, Nepal , Niger ia , Oman,

Republic of Yemen, Saudi Arabia, Senegal , Sierra Leone, Somalia, Sudan,

Syria, Tajikistan, Tanzania and United Arab Emirates.

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Environmental Uncertainty :-

NAESPAK has complex, stable Environment that represents low-

moderate uncertainty. The Frame work for the Environment Uncertainty is

given below.

STABLE

UNSTABLE

SIMPLE COMPLEX

Environmental Complexity

Simple + Stable = Low

Uncertainty.Complex + Stable =

Low-Moderate

Uncertainty.

NESPAK

Simple + Unstable =

High-Moderate

Uncertainty.

Complex + Unstable

= High Uncertainty.EnvironmentalChange

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ADAPTING TO ENVIRONMENTAL UNCERTAINTY :-

Because NESPAKhas complex, Stable Environment, therefore

NESPAKfalls in Low-Moderate Uncertainty Environment. Following

frame work well explains the NESPAKS response to environmental

uncertainty.

Performance Appraisals

NESPAK evaluates progress and employment achievements in the employees annually.

In all the divisions performance appraisals are filled by the employees and submitted to

the immediate head of the divisions. While appraising candidates following criteria is

adapted according to the company policy:

PhD 10 points

M.S.c 6 points

B.S.c in 1st division 60 points

B.S.c in 2nd division 56 points

Experience per year 4 points

This performance appraisal criterion is a specimen for the engineers and for the other

professionals similar altered criteria is followed. On the basis of this criteria APR

(Annual Performance Reports) are submitted to the management by the employees.

Compensation & Benefits

A. Salary

There are different scales for different groups like as:Grade 1 to 7 Non-Technical Staff

Grade 7 to 12 Technical Staff

B. Promotion

Promotion is being made on the basis of

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Performance

Previous Record

Experience and Education

C. Medical CareMedical care is provided to permanent employees and also up to some extent for

family. Fix medical allowances are Rs. 500.00 per month for 8B officers.

D. Transportation

Transportation facility is provided to permanent employees. Fix conveyance

allowances are 85 litters of Super Petrol per month for 8B officers.

E. Vacation Criteria

Technical Staff Non-Technical Staff Earned Leave 12 days Annual 20 days Annual

Sick Leave 22 days Annual 22 days Annual

Casual Leave 6 days Annual 12 days Annual

F. Bonus

To all the employees of NESPAK except daily wages employees bonuses are

declared semi-annually.

SECTION III

ENVIRONMENT

Environmental Factors:

There are three major environmental factors which influence the organization.

Political instability

External political pressure

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Economic conditions of a country

Organizational Factors:

There are some major organizational factors which influence the organization.

Employee Union

Red-Tape

SWOT Analysis

Strengths:

The strengths of the HR in NESPAK are:

Ranked amongst the worlds top 200 consulting firms

Specialized HR divisions which work freely with out any pressure.

Hiring on merit.

Maintain high standard in their fields

Government support

Quality Policy which is certified by ISO 9001-2000

Weaknesses:

The weaknesses of the HR in NESPAK are:

There are large no of employees in NESPAK, so it is very difficult to arrange

high salary structure

Involvement of government

Obey the rules and regulations of the government

Less number of employees in HR division

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Hold of employees union grade 1 to 7 CBA (Company Bargaining Agent) and up

to NEPWA (NESPAK Employees Professional Welfare Association)

Opportunity:

NESPAK has house of opportunities like:

NESPAK is a house of opportunity

NESPAK is a career.

Threats:

Employees turnover due to less salary package

Political Instability

Economic Crises

Entering large number of companies in the field of consultancy like National

Development Consultancy (NDC), Associate Consultancy Engineering (ACE),

Mod Mecdonalds and some companies made joint venture.

STRUCTURAL DIMENSIONS

OF ORGANIZATION .

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I. FORMALIZATION :-

In NESPAK Formalizat ion is High because policy manuals , job

descript ions of various employees, rules and procedures al l are in writ ten

format.

II. SPECIALIZATION :-

In NESPAKorganizational tasks are subdivided into separate

jobs. Therefore specialization in NESPAK is Extensive.

III. STANDARDIZATION :-

In NESPAK employees perform di f ferent types of tasks in their

dai ly routine; therefore uniformity in work is low, so standardization is

Low in NESPAK.

IV. HIERARCHY OF AUTHORITY :-

In NESPAK t he span of cont ro l i s Narrow in the divis ions ,

therefore Hierarchy of authority is Tall.

V. CENTRALIZATION :-

In NESPAK decision making or central izat ion of power is kept at

the top l eve l. The important deci sion l ike est abl ish ing goal s, h i ring

employees , choosing contracts are made at the top level , therefore in

NESPAKCentralization is High .

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I. COMPLEXITY :-

In NESPAK numbers of activit ies are di fferent iated among the

divisions. In NESPAK Vertical and Horizontal complexity is High, but

Spatial complexity is Low.

I. PROFESSIONALISM :-

In NESPAK formal t raining and educat ion of employees i s very

high, therefore professionalism in NESPAK is High.

I. PERSONNEL CONFIGURATION :-

In NESPAK deployment of people to var ious divis ions are high,

therefore personnel configuration is High in NESPAK.

CONCLUSION

NESPAKs capabilities in the consultancy engineering sector are well recognized at

national and international level. Its experts provide a full range of services in all phases

of dam engineering including feasibility studies, detailed design, tender documentation

and construction supervision, but HR department was established few years ago thats

why HR practices and applications are not working efficiently.

SUGGESTIONS

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Looking ahead, NESPAK should maintain a healthy growth and provide quality

services to its Clients. With persistent commitment, NESPAK must struggle to

accomplish its goals and win greater success in the future.

NESPAK should be privatized.

Employee Union should be removed.

Staff salaries should be increased.

Government interference in the matters of NESPAK should be minimum.

All the hiring should be on merit and through HR division.

HR division should be upgraded according to international policies.

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Computer issues:Many companies have their information or computer services people involvedin their office ergonomics programs,since they are typically the ones responsible for initial computer set up andare also the first ones to become aware of

problems related to computer use. In addition to the general informationregarding computer and workstation set upcontained in this booklet, they may also want to use this checklist containingmore technical information:

Monitor display

Does the display driver installed offer the best resolution with the type ofmonitor (e.g. VGA, SVGA) used?Has the refresh rate been optimized using the graphics driver softwaresettings?(Refresh rate should at a minimum be 60 Hz and is best at 75 Hz.)Are the brightness and contrast set to avoid screen flicker?Are color combinations used in displays chosen to maximize contrast and

prevent eye strain?(Black text or graphics on a white background provides the best contrast.Avoid using reds whenever possible,especially on the same screen with blues. Dark green on a white backgroundand light green on a black backgroundare also acceptable combinations.)

SoftwareHave the appropriate drivers been installed for the pointing devices used?(Many of the newer pointing devices come with software which allows customprogramming of one or more buttonsto allow a single click to substitute for double-click or click-and-drag

operations, thereby reducing repetitive fingermovements.)Have fully functioning on-line help utilities been installed with all of theprograms?Are end users fully trained on the most efficient way to use the software?Is it possible to create macros for commonly used functions in order toreplace repetitive keystrokes?Could custom software be created to allow data exchange between existingapplications that would eliminateredundant data entry?

Network/Intranet

Are computers interconnected to allow file sharing to eliminate the need to

retype existing documents?Can the intranet be used as a way of keeping employees aware ofergonomics issues, allowing communication ofideas and tips for reducing repetitive work, and passing on useful macros(e.g. - bulletin board, ergonomics "tip of theday", etc.)?

New technology

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Can scanning and optical character recognition (OCR) be used to replacedata entry from hard copy?Could voice recognition be used for navigation between and within programsto reduce the use of pointing devices,or as a means of input to reduce keyboard use?For more discussion of issues related to new technology, see the section

entitled "Emerging Technology in theOffice."

Office Risk Assessment Tool

This tool is designed to help those working in low risk office-based environmentscomplete their risk assessment quickly and easily.

It allows you to select relevant hazards and decide how to control them.

The Management Standards provide a step-by-step process for tackling stress. They havebeen designed to be useful to all organisations, whatever the size or type.

The Standards identify six factors that cause stress at work, help you think about whetherthey are present in your business, give you ideas on how to control them and produce anaction plan. The six factors are:

Demands including issues such as workload, work patterns and the workenvironment

Control how much say the person has in the way they do their work Support including the encouragement, sponsorship and resources provided by

the organisation, line management and colleagues Relationships including promoting positive working to avoid conflict and

dealing with unacceptable behaviour

Role whether people understand their role within the organisation and whetherthe organisation ensures that they do not have conflicting roles Change how organisational change (large or small) is managed and

communicated

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Planning for health and safety Writing a health and safety policy Controlling the risks Multi-occupancy workplaces Deciding who will help you with your duties Consulting your employees Providing training and information Providing supervision First aid Emergency procedures Reporting accidents, incidents and diseases The health and safety law poster Safety signs Insurance Inspectors and the law

Points to include in emergency procedures

Consider what might happen and how the alarm will be raised. Dont forget nightand shift working, weekends and times when the premises are closed, eg holidays

Plan what to do, including how to call the emergency services. Help them byclearly marking your premises from the road. Consider drawing up a simple planshowing the location of hazardous items

If you have 25 tonnes or more of dangerous substances, you must notify the fireand rescue service and put up warning signs

Decide where to go to reach a place of safety or to get rescue equipment. You

must provide suitable forms of emergency lighting You must make sure there are enough emergency exits for everyone to escape

quickly, and keep emergency doors and escape routes unobstructed and clearlymarked

Nominate competent people to take control (a competent person is someone withthe necessary skills, knowledge and experience to manage health and safety)

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Decide which other key people you need, such as a nominated incident controller,someone who is able to provide technical and other site-specific information ifnecessary, or first-aiders

Plan essential actions such as emergency plant shutdown, isolation or makingprocesses safe. Clearly identify important items like shut-off valves and electrical

isolators etc You must train everyone in emergency procedures. Dont forget the needs of

people with disabilities and vulnerable workers Work should not resume after an emergency if a serious danger remains. If you

have any doubts ask for assistance from the emergency services

Additional arrangements

The additional actions you take to manage health and safety should be set out in thearrangements section of your policy. They could include:

staff training using signs to highlight risks improved safety equipment, such as guards or additional personal protective

equipment, including goggles, safety boots or high-visibility clothing replacing hazardous chemicals with less harmful alternatives improved lighting anti-slip flooring

As an employer, you must appoint someone competent to help you meet your health andsafety duties. A competent person is someone with the necessary skills, knowledge andexperience to manage health and safety.

You could appoint (one or a combination of):

yourself one or more of your workers someone from outside your business

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