Siemens Internship Report (Cbm)

INSTITUTE OF BUSINESS MANAGEMENT

SUMMER INTERNSHIP 2010

Name: ATIKA IMTIAZ

ID No: 2007-2-70-7184

Control No: BS 10-114

Major Field: Human Resource

1.1 Company Where Internship Was Served : SIEMENS PAKISTAN

Duration: From 31TH MAY, 2010 to 14th JULY, 2010

1.2 Report Based on (Tick) Option 1 _______

Option 2 __ P ______

1.3 Due Date Of the Report: 30th May, 2010

1.4 Report Submitted On: 29th May, 2010

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2. TABLE OF CONTENTS

3. Department to which I was attached…………………………….. 3

3.1 Functions of the IR Department…………………………………………………. 4

3.2 The work I did in the IR Department…………………………………………….... 9 3.3 Functions of the HR dept…………………………………………………………..

3.4 Work I did in HR dept………………………………………………………………

3.5 Relation of functions with the company objectives…………………………………

4. Option 2: Theories learned & their application……………….. 11

4.1 Department……………………………………………………………………….. 11

4.2 Theories / Concepts learned in college being applied……………………………. 11

4.3 New theories / Concepts learned…………………………………………………. 24

Conclusion…………………………………………………………. 28

Appendix

Rough charge sheet ………………………………………………………………..33

Employee requisition form…………………………………………………………35

Evaluation form…………………………………………………………………….

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3. DEPARTMENT TO WHICH I WAS ATTACHED

INDUSTRIAL RELATIONS DEPARTMENT AT SIEMENs

Supervisor’s Name Syed Zeeshan Ali Rizvi

Designation GM -Shared services and IR

Duration 6 Weeks

Department : INDUSTRIAL RELATIONS

Supervisor’s Name : Ms. RABIA ANSARI

Designation : Senior executive officer IRD

Duration : 30th May, 2010 to 14th July, 2010 (6 weeks)

3.1 FUNCTIONS OF THE DEPARTMENT:

Earlier at Siemens, industrial relations department came under the HR department, but now the functions are separated. It was done due to many reasons the major being that the union at the factory was getting stronger creating many issues and placing unrealistic demands which got out of the control of the hr management, therefore, a separate dept was created to control all the functions related to the factory workers. All these functions are aligned as specified in the labor laws.

There are 9 functions of IRD at SIEMENS:

a) Maintaining attendance records

b) Recruitment & Selection of workers & apprentices.

c) Compensation & Benefits Management

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d) Apprenticeship

e) Performance measurement and Rewards.

f) Grievance handling

g) Disciplinary Action Management

h) Employee Record File Maintenance

i) Separation Process Management(resignations)

a) Maintaining Attendance records: ( permanent and apprentices)

For attendance of workers two electric machines are used at gate C. Workers display their

cards to the machine as they go in and out of the factory. The data of attendance is

accessible through the computers and this system helps to generate the following reports:

1. Daily attendance reports of every business unit.

2. Statement of short leaves and late comings.

3. Worker’s OT statement.

Every month the OT statement is sent to the wages dept for the process of payroll of the

workers, this statement starts from 16th of the previous month till the 15th of current

month. Ms.Rabia ansari(Senior Exec. Officer IR) is responsible for developing these

reports on a daily basis and sending them to the wages dept.

Workers before going for a leave duly submit a leave application form to the IRD which

are transferred to Sen. Exec officer who updates the daily attendance reports accordingly

and sends them to be signed by the dir IRD.

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These reports helps identify the regularity of workers as well as in keeping a count of

their allocated absences, as if any worker exceeds them or goes for a leave without prior

notice, necessary action can be taken against them and assuring that the factory work is

not disturbed.

ATTENDENCE OF CONTRACT WORKERS:

There are punch cards on which temporary workers punch their attendance through

machines at the time of entering and leaving the factory. There are 3 shifts in the factory:

b) RECRUITMENT AND SELECTION

I. CV Searching (Data bank, internal transfer, Head Hunter, Website, Advertisement)

II. CV Short listing

III. Recruitment process (Interviews)

IV. Candidate Finalization

V. Appointment Letter

The process starts with the Job Requisition. The department fills the requisition form which is a

kind of approval from the higher authority that they are allowed to hire a person for a vacant

position in their department. Also, this requisition specifies the requirement regarding

qualification, experience and age.

Based on their requirement, CV searching is started. This is first done from either internal

transfer from one department to another or from the data bank, where daily CVs are stored. If the

required person is still not found then, either Head Hunters like HRIS, Revive, Rozee.pk etc. are

contacted or advertisement is given in newspapers. Simultaneously, vacancy is posted on EBM

website also.

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Once, CVs from different pools are collected then the process of short listing starts. For this,

CVs are categorized as ‘Suitable’, ‘Semi-suitable’ and ‘Not suitable’. CVs falling in suitable or

semi-suitable are called for interview and at least two interviews are conducted. Then, based on

the mutual decision, candidates are finalized.

The final step is to give them the offer letter, remuneration based on market rate. If the candidate

accepts the offer, then the joining date is given to him / her and he / she is given orientation plan

for the first week of joining. And if he / she rejects the offer, then the recruitment process is

repeated.

Once, the person accepts the offer letter, he is given some forms to be filled out for his personal

file. These forms include;

i. Nomination Form

ii. Employment Personal Form

iii. Joining Report

Once these forms are filled, the employee is given his employee code and employee card to enter

in the premises of the factory.

c) COMPENSATION & BENEFITS MANAGEMENT

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Workers Incentives

Basic Salary

Cash incentives

Bonus

Yearly Increment

Medical allowance

Eid gifts

Lunch free (only for workers)

Leave

overtime

Separate canteen for workers

Medical allowance

School fees for children’s

Connivance for female

Connivance charges for male

Retirement

Employee old age benefits

BASIC SALARY

Siemens Pakistan has laid the Basic Salary according to Pakistan’s Government policy.

BONUS

Siemens believes in sharing its profits with their workers and employees in the form of Eid bonuses

and other occasional bonuses. Bonuses are based on their individual working repartition.

MEDICAL ALLOWANCES :

The Company provides medical health facilities to workers and their family members (family means

spouse and up to 4 children) as per their category for consultation, hospitalization, laboratory tests,

medication, vaccinations, dental treatment and optometry treatment as and when required. In special

consideration, the management may elect to provide healthcare facility during the tenure of

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employment rules, policies, regulations and instructions with notice as circumstances may require. All

changes are with immediate effect and will be applicable as per rules.

MEDICAL FACILITIES

SIEMENS Pakistan provides the following medical facilities to their employees. Their treatment, their

vaccination and of their children and spouse incase of injury, accident or certain illnesses.

LUNCH FREE

They provide free lunch facility to the workers; also the workers are empowered of making the MENU

for the weekend.

SCHOOL FEES FOR CHILDREN’S

They also provide reimbursements of workers children educational expenses, even if their child wants

to go for higher studies to a foreign country, Siemens bears all the expenses throughout the pursuit of

their academics.

CONNIVANCE FOR FEMALE

Another facility for female workers is the free pick and drop facility.

CONNIVANCE CHARGES FOR MALE

Siemens give the charges of connivance to their Male workers.

EMPLOYEE OLD AGE BENEFITS

This is a Government driven pension scheme. The maximum contribution per month is Rs. 300.00 per

employee which is paid by the employer. In addition to the worker’s contribution, the workers have to

contribute Rs. 60.00 per month towards EOBI fund which is deducted from his/her monthly salary.

Under this scheme the government pays pension to those employees who have retired after reaching

the superannuation age of 60 years.

RETIREMENT

Siemens also provide their workers with retirement Amount. After the 60 age siemens gives the

retirement amount.

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d) APPRENTICESHIP

The aim of the apprenticeship program is to provide opportunities of hands-on technical training

in a real factory environment to the prospective workers of the co.

Matriculate students apply by sending in their CV’s and there test is conducted. The entry test is

based on 3 sections, Mathematics, vocabulary and IQ to judge their analytical abilities and those

clearing the test are later called on for the interview.

Applicants who clear their interviews are called for a medical examination through the medical

centre and those being medically fit are then issued appointment letters.

The apprenticeship program for a batch is conducted for a period of years, with the emphasis on

both theoretical and technical knowledge being provided. Apprentices are judged over their

performance periodically through written and practical exams and are provided with certificates

on successful completion of their apprenticeship, they are also given report cards of their

examinations to let them know of their marks scored and the remarks on them; report cards are

maintained by the IRD and are duly signed by the Executive Officer IRD and Director.IRD.

Most of the apprentices, based on their results, conduct and commitment are later hired as

permanent workers as they very well understand the company and are familiar with the working

environment and practices.

e) PERFORMANCE MEASUREMENT & REWARDS

Performance Measurement is one of the other important functions of IR. As keeping worker

unions satisfied is very important for a factory to conduct its operations.

IRD has separate appraisal forms that are sent to BU’s one month prior to the appraisal, appraisals are conducted annually on the basis of which increments are made. The BU’s return the appraisal forms duly filled and signed by the concerned production Manager or GM. Increment letters are then issued, if the performance or attendance record of a worker is found unsatisfactory a warning/advise is also mentioned in the increment letter.

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SPECIAL PAYMENTS & REWARDS:

Keeping in mind the motivational factor, special rewards in terms of special payments/rewards are made to compensate the workers as per the standing operating procedures for the extraordinary performance of any worker on the successful achievement of a production target or on completion of any special assignments.

Letters of appreciation or special payments are issued to the dept and copies are sent to the wages dept for necessary payments. Receipt copies are filed in the personal files of the individual for record maintenance.

PROCEDURE:

1. BU’s send a request for the increment of a particular employee on the basis of their appraisal.

2. IR issues the proforma to the concerned BU, duly filled in IR part in the proforma for further process.

3. BU returns the proforma duly signed by the production manager, GM, ED for further process.

4. Director Admin/IR approves the form. The letters are prepared according to the proforma.

5. Copies of the letter are sent to the wages section.

f) GRIEVANCE HANDLING

All workers have a right to record their grievances with their respective supervisors, in case a

worker is facing a problem with the supervisor he may directly consult the IRD officer through

his union leader(union representative) and discuss the matter with him. MR. Fahim Abbass is in

charge of all these matters in the IR dept.

g) DISCIPLINARY ACTION MANAGEMENT:

PROCEDURE:

First the BU or dept sends the complaint to the IRD dept about the workers misconduct or

misbehave. Then IR decides whether to give a warning or to issue a charge sheet

according to the nature of the misconduct committed as mentioned in the complaint. If

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the nature of misconduct committed as mentioned is not so serious, a warning letter is

issued, if serious a charge sheet is issued to the worker.

1) Issuance of charge sheet/show cause notice: worker is informed in writing about the charges

alleged against him within one month of misconduct through show cause notice or charge

sheet. Charges leveled against him are clearly explained in the letter in Urdu as to make it

easy for the workers to understand, workers are then asked to explain about misconduct

within 4 days after receiving the letter.

2) Enquiry letter: when the explanation is received from the worker it is analyzed thoroughly

and judgment is made that whether the explanation given is satisfactory or unsatisfactory, if

the explanation found is unsatisfactory, a letter of domestic enquiry is issued to a worker

mentioning that;

a) The explanation found was unsatisfactory and the co has decided to hold an impartial

enquiry

b) Name of the enquiry officer who is appointed to hold the session is specifically

mentioned.

c) Reasonable time to come with co-workers and witnesses is given

d) The accused workman is warned that if he fails to appear before the enquiry officer at the

given time, date and place, the enquiry will held ex-prate in his absence.

3) Enquiry proceedings:

Following persons participate in the enquiry:

a). enquiry officer

b) Complainant

c) Respondent

d) Co-workers of respondent and witnesses if any.

The statements are recorded by the officer one by one, he also takes signatures of the

respondent, complainant and witnesses on the recorded statement along with his own

signature on each page.

4) Enquiry Report:

The enquiry officer submits his report with enquiry proceedings to the management for

appropriate disciplinary actions.

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PUNISHMENT:

After enquiry proceedings if the officer founds the respondent guilty of the charges leveled

against him, the management may issue either of the following punishment:

a. Imposing fines

b. Withholding of promotion/increment

c. Demotion to a lower grade/post

d. Stern warning

e. Dismissal from service

h) EMPLOYEE RECORD KEEPING

Another function of IR Department is to keep all the documentation of all workers whether

permanent or on contract in their personal files for reference and audit purposes.

These record files contain all the information of the worker from the day of his appointment that includes his resume, test results, letter sent for the interview, medical approval, appointment letter, copy of NIC, his personal information including D.O.B, residence, father’s name etc, other letters regarding misconduct during work or any disciplinary action taken against for which a charge sheet has been sent to him is also kept in the personal file.

Except for personal files there are other files maintained by the dept including:

1. Attendance record files

2. Employee’s wives medical forms and bills file

3. Survey of workers (with competitor statistics)

4. Health & safety rules

5. EOBI, Gratuity & provident Fund files.

6. Salaries file

7. Case files

8. File notes and circulars

9. Annual IRD reports

10. Employee registers (as per the govt. policy)

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11. Contract workers appointment files

12. Contractor Files

13. Union files

14. ID card files

i)SEPARATION PROCESS MANAGEMENT:

Worker submits his resignations through the supervisor or production manager. Then IR gets the confirmation through his BU and then IR issues the resignation acceptance letter, and sends all necessary documents or information regarding the dues to the wages section for full and final settlement. Worker collects his dues after producing clearing certificate and company identity card from the wages section.

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HR DEPARTMENT AT SIEMENS

Supervisor’s Name MS. SARWAT CHAWLA

Designation PD TEAM ASSISTANT

Duration 4 days

FUNCTIONS OF THE HR DEPARTMENT

TRAINING & DEVELOPMENT

IT

TRAVEL ADMINISTRATION

RECRUITMENT & SELECTION

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Since I did not spend too much time in the dept, I only got to learn a few functions that take place at the HR dept; due to confidentiality issues they do not entertain internees in the HR dept.

I met Ms. Sarwat chawla who is PD team assistance, and her responsibilities included training, calendar of events, SLA charging for training, event management, entry tests.

She introduced me to hr processes and gave a brief review about how things are taking place.

TRAINING & DEVELOPMENT:

Siemens believes in the phenomenon that leaders are not born they are made and that is evident from their business practice, they encourage in-house training sessions and spend thousands in training the management for the purpose of improving their job knowledge and skills.

Trainings are based on the evaluation of performance appraisals conducted yearly by the supervisors of different BU’s and based on the employee’s requirements training is provided. Siemens has a learning centre in Germany where trainings to employees worldwide is provided, sometimes an external training consultant is hired and sometimes employees are sent to other countries to introduce them to latest work methods.

IT:

Worldwide Siemens data is updated by an encrypted card. 2 employees from siemens Pakistan are selected to perform the task for updating the data of the entire company , for that purpose meetings are held and this data is highly confidential, not even the GM’s or directors are disclosed of the information.

The hr it staff also works on CHCM-corporate human capital management system that handles confidential data of employees that can only be accessed by the the hr it staff. For example if an employee was on contract basis and later he was hired this information is only known by hr it staff and that employee.

SAL-SIEMENS ADDRESS library

These are web pages through which personal information of an employee of siemens from any part of the world can be known ,these systems are helpful when delegations come to siemens pakistan or foriegner employees of siemens visit pakistan and they are needed to be contacted or any info regarding them is required it can be accessed through these webs.

Hr team divided in two parts

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1. Personal development 2. Personal administration

Personal with recruitment, entrance exit interviews, trainings, internships, university liaisons, data handling etc, engineers are a basic requirement at Siemens so they are usually hired every year, otherwise hiring is freezed these days due to budget constraints.

An orientation is organized for all the newly hired trainees or employees, and the dept head and an hr person gives a presentation for introductory purpose, after 6 months of the oreintation an open house session is conducted by the MD and hr director where they explain in detail their personal experience with Siemens and then ask for any questions to be asked.

For employees who’ve been in Siemens for more than 2 to 5 years, an open house session is conducted after every 6 months by the director & MD.

Normally at Siemens promotions are expected after 3 years of good service and they prefer internal hiring mostly.

Calendar of events is also the responsibility of Sarwat chahwla that includes the organization and event management of various events like:

Family day Mrm-management review meeting Quarterly sessions

TRAVEL ADMINISTION

APR –air passenger requisition , it is a form that employees fill when they are going for business trips or trainings and it is needed to be duly signed by the dept. head, later it comes to hr and the tickets and other arrangements for the employee are made.

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RECRUITMENT AND SELECTION

1. CV Searching (Data bank, internal transfer, Head Hunter, Website, Advertisement)

2. CV Short listing

3. Recruitment process (Interviews)

4. Candidate Finalization

5. Appointment Letter

The process starts with the Job Requisition.

Employee Requisition Form is used when a new hiring is required for a unit. This form applies to

Permanent, Contract and Trainee positions. It is also used for conversion of Contract to Permanent

employees, Trainee to Permanent or Trainee to Contract.

The form is forwarded to HR, Recruitment Services with associated documents and signatures – as

stated on the ERF, the form is attached in the appendix.

Based on their requirement, CV searching is started. This is first done from either internal

transfer from one department to another or from the data bank, where daily CVs are stored. If the

required person is still not found then, either Head Hunters like HRIS, Revive, Rozee.pk etc. are

contacted or advertisement is given in newspapers. Simultaneously, vacancy is posted on EBM

website also.

SELECTION ADVICE

Selection Advise is sent in by the business unit after an employee has been selected to be hired. The

selection of a candidate can take place through a number of avenues:

Entry Level Tests at Universities, e-Recruitment, Job advertisements – external.

The hiring decision takes place upon use of the Interview Evaluation Forms (see below for further details

on Interviews).Only interviews conducted by DGM Level and above are acceptable. It is mandatory to

have 3 interviews conducted prior to selection: BU raising the ERF, Neutral BU and Human Resources.

The form is also used for Trainee to Permanent employees or Contract to Permanent employees.

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ERF TRACKER

ERF Tracker provides the status of all requisitions open in the system. The ERF Identifier is a unique

number assigned to a requisition and provides a mechanism of tracking each requisition from receipt at

HR Recruitment Services (complete ERF), approvals at each step and hiring status. It is therefore very

important to receive Interview results as soon as interviews are conducted. The tracker is mailed to BU

Heads each week

E-RECRUITMENT

E-Recruitment is an application of internet used to recruit / hire the right employee for each position.

The objective of this application to have a ‘one stop information center’ for each potential candidate as

per hiring guidelines of Siemens AG and Siemens Pakistan.

With the approval of each ERF, a Job is opened on e-Recruitment in order to receive applications against

the required Job Position, track CV’s short-list candidates, call for tests and interviews. Test scores are

also maintained in this application. The Interview status is also available for the Key Account Officers to

view and follow the status of each interview.

How to access the application: Passwords and demonstrations of the system have been offered to

business units. For further enquiries, please contact the HR IT Coordinator for access to this system’s

New Employee Integration - The purpose of this method is to describe a set of activities to be

performed in order to integrate new employees in as fast and efficient a manner as possible. 

Employee Joining Package – The purpose of this package is to provide new employees with all the

required information and documents to facilitate a safe and successful transition into new working

environment.

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EMPLOYEE JOINING PACKAGE

A few of the documents present in the Joining Packet are:

Target agreements – is an agreement form that is filled up by the concerned supervisor and the

employee. It comprises of targets and deadlines that need to be set for the responsibilities and tasks

concerned employee. This form is your ‘achievement catalog’ and is used for final performance

evaluation at the end of the year.

EMPLOYEE HANDBOOK – The purpose of the Employee Handbook is to provide the employee with

comprehensive information about Siemens Pakistan’s rules and regulations.

PAYROLL NUMBERS : are issued upon receipt of completely filled documents in the Joining Packet.

Therefore it is compulsory to submit documents on time to the HR Coordinator.

ORIENTATION PROGRAMS – Orientation Programs are conducted for all new employees. HR holds a

session to describe the purpose and intent of the Joining Packet and the correct utility of the enclosed

forms.

Items covered:

Organization overview

HR Policies

ASSESSMENT CENTERS – NEW HIRING UNDER CONSTRUCTION

Assessment Centers are conducted for varying levels of employment in the business.

Level 1: Entry Level Entry Level Tests are conducted each Friday, 9:30 a.m. to 12:00 pm

INTERVIEW PROCESS

Intelligent and effective interviews form the cornerstone of good hiring techniques.

Interviewing is also an art that few people possess but most can master. Interview Evaluation Form is

used for the evaluation of candidates. It must be filled and returned to the Key Account Officers once

the interview has been conducted. Feedback from the interview is entered into the E-Recruitment

application in order to maintain track of the applicant while he/she goes the various phases of

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selection. This is of benefit to both HR and the business units.

INTERVIEW EVALUATION FORM

Interview Evaluations Guidelines provide a list of questions as per the Siemens Leadership Capabilities.

Both condensed and details user guidelines are available on how to evaluate candidates.

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RELATION OF THE FUNCTIONS WITH THE

CORPORATE OBJECTIVES

Ensuring management commitment to quality

Embedding high level of quality in all spheres of our operation through professional tools and methodologies, ensuring that employees at all levels master these tools in carrying out their missions within the company, while observing all safety regimens, environmental preservations and applicable statutory and regulatory compliance.

Competence and knowledge management to focus on enhancing human excellence using professional methodologies with strategic planning and competence management as concurrent processes.

Usually Industrial relations in companies are managed by the HR departments but at

Siemens, they thought to have separate operations only because they believe in the formula

that if things are managed in the right manner there is no way of loopholes left behind.

Creating a separate team first headed by an ex army major, it clearly explains how

important factory workers are for the company and their satisfaction and work means a lot

for manufacturing the best quality products that makes Siemens stand out from the rest.

Therefore the first objective of commitment to quality by the management is fulfilled by

the IRD as it deals with the industrial workers and their issues separately giving it

adequate time and consideration as required by it to ensure the workers are managed

decently.

The second objective is to keep employees up to date and trained enough to work on the

latest machinery and equipment by implementing all safety measures and applying

statutory and regulatory compliance.

IR functions at Siemens are carried in accordance with the law and the law has defined the

age and medical fitness limitations for workers to be hired, this is strictly followed in the

recruitment process, Siemens has environmental friendly industrial units with its own

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medical centre that before hiring a worker examines there fitness for working in a factory

environment. Moreover a full fledge medical dispensary with qualified medical doctor is

maintained in the factory which is open 24 hours. Other medical benefits such as bearing

employees wives medical in case of hepatitis B or C and the expenses of first child are also

borne by the company which makes workers stay loyal to Siemens and carry out their

missions within the company.

Moreover, it has an apprenticeship centre where latest technical and theoretical knowledge

is being imparted, most of the workers hired are ex apprentices as they are well trained

during their apprenticeship period at Siemens.

Throughout Siemens SAP is implemented, ensuring quality in its work processes and

therefore IRD uses the software for maintaining attendance records , the punch card

system enables management to keep a record of employees regularity making sure nobody

is fooling the management in any way. The record of leaves is also maintained with

attendance and all such processes helps the management plan work schedules and shifts

accordingly leading towards the attainment of its goal and objectives.

iii.2WORK I DID IN IR DEPARTMENT

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a) LEARNED TO WRITE A CHARGE SHEET AND WARNING LETTERS.

During the second week of my internship I was asked to go through the case files of

workers to get a knowhow of how their files are maintained and how charge sheets and

warning letters are written, when they are issued and how an enquiry is conducted, who is

involved in it and the whole procedure involving punishment as specified by the law.

PEOCEDURE:

First the BU or dept sends the complaint to the IRD dept about the workers misconduct or

misbehave. Then IR decides whether to give a warning or to issue a charge sheet

according to the nature of the misconduct committed as mentioned in the complaint. If

the nature of misconduct committed as mentioned is not so serious, a warning letter is

issued, if serious a charge sheet is issued to the worker.

5) Issuance of charge sheet/show cause notice: worker is informed in writing about the charges

alleged against him within one month of misconduct through show cause notice or charge

sheet. Charges leveled against him are clearly explained in the letter in Urdu as to make it

easy for the workers to understand, workers are then asked to explain about misconduct

within 4 days after receiving the letter.

6) Enquiry letter: when the explanation is received from the worker it is analyzed thoroughly

and judgment is made that whether the explanation given is satisfactory or unsatisfactory, if

the explanation found is unsatisfactory, a letter of domestic enquiry is issued to a worker

mentioning that;

a) The explanation found was unsatisfactory and the co has decided to hold an impartial

enquiry

b) Name of the enquiry officer who is appointed to hold the session is specifically

mentioned.

c) Reasonable time to come with co-workers and witnesses is given

d) The accused workman is warned that if he fails to appear before the enquiry officer at the

given time, date and place, the enquiry will held ex-prate in his absence.

7) Enquiry proceedings:

Following persons participate in the enquiry:

a). enquiry officer

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b) Complainant

c) Respondent

d) Co-workers of respondent and witnesses if any.

The statements are recorded by the officer one by one, he also takes signatures of the

respondent, complainant and witnesses on the recorded statement along with his own

signature on each page.

8) Enquiry Report:

The enquiry officer submits his report with enquiry proceedings to the management for

appropriate disciplinary actions.

After analyzing the whole procedure in detail my supervisor made me write a rough charge

sheet randomly if I had to in a given situation. Since I am working as VP in my school’s

alumni I wrote it in reference to that assuming a fake case. The document is attached in the

appendix.

b) CALCULATION OF OVERTIME

PROCEDURE OF OVERTIME:

When a worker is require to work in overtime the following procedure is followed:

1. The production manager/supervisor fills the overtime form on daily basis wherein, he

mentions the name, BC No. and time of those workers required for overtime and

sends to IRD.

2. IRD receives the OT forms and sends all the forms to the security office for physical

checking.

3. Next day, the security staff returns all the forms back to IRD after checking them.

4. If a worker avails a short leave on any day during a week and does overtime in the

same week, the short leave hours are recovered by the overtime and the deficit hours

are not deducted on that day.

5. Overtime hours are incorporated in the payroll for the period from 16 th (of the

previous month) to 15th (of the current month).

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I calculated the overtime of both the shifts of almost about 55 workers in the first week

with the help of my supervisor. She kept on correcting me where I went wrong.

c) MAKING FILES OF HIRED CONTRACT WORKERS:

It is an ongoing process at IRD to hire workers on contract basis and maintain their data

in the files.

Just as a worker is hired he is issued an ID card with an employee no and a cost centre

no. My job was to make new files of these newly hired workers with the preliminary

information such as: Name, father’s name, D.O.B, NIC no, Employee NO, cost centre,

duration of the contract, contract starting and expiry date.

After making a file I was supposed to attach a copy of their resume, test results, interview

call letter, appointment letter, medical report and a copy of NIC in that file.

d) SORTING AND MANAGING RECORD ROOM FILES

I was given this task as my major responsibility and this is where I spend most of my

time. Maintenance of files is one major task of IR department, files of all the factory

workers is kept and maintained in the record room since the co has started its operations.

At Siemens Islamabad, a record room exists where all the files which are not being in the

continuous use of the co are kept; my job was to sort all the files which are not being

used. Files for 3 years were to be kept while all the other files were to be sent to

Islamabad.

I suggested that each carton should be listed with the names of the files inside and year

wise volumes should be made for a certain category for say, employee medical bills file.

Therefore, I spent almost a week in listing all the files that were in the record room, later

I sorted them category wise as they were all mixed up without proper volumes, I gave

them volumes and then made lists of each carton.

I made 3 copies of each list, one to be pasted on to the carton so that if IRD wants a file at

a later period for reference or some other purpose they would know in which carton the

file would be, one copy was given to IRD officer and other to the Dir IR.

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iii.3WORK I DID IN HR DEPARTMENT

i) I was first given the task to read the employee hand book and find any improvements

that can be made in it, I went through it made some changes in the format and gave it

to the supervisor.

ii) Then through Ms Sarwat Chawla I was introduced to the recruitment and selection

procedure, I spend time understanding the procedure and scrutinize resumes the first

day while the next day she made me conduct a test along with her, where I was

responsible of arranging for the orientation room, making candidates get to the room

and explaining them the test procedure.

1. I made candidates attendance sheets on Ms excel, and took their

attendance.

2. After conducting the test she assigned me the task to take her calls in

her absence and gave me the details to answer queries.

3. With the help of an answer sheet I also tabulated the results of the

candidates and made the result sheet of successful candidates.

4. THEORIES LEARNED AND THEIR

APPLICATION

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4.1 DEPARTMENT: HR/IR

4.2 THEORIES / CONCEPTS LEARNED IN COLLEGE WHICH WHERE APPLIED

Working at Siemens was a memorable experience in terms of learning. There were many courses that helped me during my internship, lot of concepts being used and implemented. These courses helped greatly in grasping the concepts put into practice at the Office. Following is this list of courses that assisted me during my internship and theories and concepts that were being applied.

1) BUSINESS ETHICS:

The course Business Ethics was very beneficial because it made me understand that when a

company is doing its business, it must do it in a proper legal way and that it is answerable to a

number of stakeholders in and around it. The key term that helped me in Business Ethics was

Confidentiality and Trust. Since, I was placed in IR/HR Department; confidentiality of

information was given utmost importance. The importance was given for fair dealing and

transparency in all affairs of life not just business. This was a common practice in HR

department as the company maintained a very transparent system. Justice is a very important part

of IR Department, specifically when dealing with factory workers. Over all, this course provided

essential knowledge of doing business fairly and honestly. Some other learned terms and how

they were applicable on the company are as under:

Corporate Social Responsibility at SIEMENS (CSR)

Since gaining independence, Pakistan has been very fortunate to have socially conscious

entrepreneurs in its midst. A large, diverse number of individuals and groups have placed the

interest of the nation and its people above their own, and in doing so, they have earned the

respect and reputation that their companies carry today.

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Equipment For Social Welfare The first complete mobility workshop in the world was inaugurated at the premises of Disable Welfare Association in Lines Area, Karachi. The entire workshop has been donated by Siemens Pakistan   Siemens has a policy of helping institutes with transparent work structures and processes as well as institutes and with a proven track record of working for the collective benefit of society. These services and donations include (but are not limited to)

    A refrigerator to SOS Village     IBM equipment to Citizens Police Liaison Committee to store data    Project financing for organizations involved in projects having economic        and humane impact.     An Inter-school Cricket Tournament is sponsored each year by Siemens.        With participation of more than 32 schools, the winners are awarded      Cricket Kit for promotion of the game and to encourage budding talents       from various schools.

Employee Community Services

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At Siemens Pakistan, they belief that employees are their most valuable asset. To this end, they have developed and instituted a large number of service-oriented programs and events.

Through a fair and transparent ballot system, arrange for a fully paid trip of 4 employees per year to perform the auspicious honor of Hajj to Saudi Arabia. In order to fulfill this obligation in an adequate manner, the (selected) employees are granted extended leaves.

Establishment of a fully equipped and 24-hour operational Medical Center on the premises of Siemens Pakistan SITE Office.  Health and Security mandates maintained at the highest accredited levels at the offices and factories.

A Beautiful Mosque at the premises provides opportunity to employees to offer their prayers.

Fostering A Healthy And Safe Environment For Future Generations

An environment conscious orga

2) PRINCIPLES OF MANAGEMENT & ORGANISATIONAL BEHAVIOR

I learnt few concepts at CBM regarding management, organizational behavior. I really realized it’s important at Siemens. From the very first day to the last day, everything was according to the rules/regulations as I was told in the orientation session.

I studied in my Organizational Behavior course that ‘better work place environment leads to better results’. And this theory is proved in Siemens working environment; every department has its own sitting place, every department has its own supplies and other stuff, every employee is provided with the same ambience as of a top level manager. The management part is also fully applied at Siemens; clear rules are laid down and they are being religiously followed by every employee. The relationship of departments’ heads with their sub-ordinates is quite a simple one; I have seen them having lunch together, cracking jokes at times together, but everything was in a professional premise. During my six weeks of internship, I learnt from my surroundings;

Organizational structure, organization charts and departments Planning, organizing, leading and controlling the organization Standard operating procedures Effective decision making process Mega environment of the organization Time management techniques Conflict management How to work in the work place and stand out.

3) PERFORMANCE APPRAISAL AND MANAGEMENT

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Performance Measurement is one of the other important functions of IR. As keeping worker

unions satisfied is very important for a factory to conduct its operations.

IRD has separate appraisal forms that are sent to BU’s one month prior to the appraisal, appraisals are conducted annually on the basis of which increments are made. The BU’s return the appraisal forms duly filled and signed by the concerned production Manager or GM. Increment letters are then issued, if the performance or attendance record of a worker is found unsatisfactory a warning/advise is also mentioned in the increment letter.

SPECIAL PAYMENTS & REWARDS:

Keeping in mind the motivational factor, special rewards in terms of special payments/rewards are made to compensate the workers as per the standing operating procedures for the extraordinary performance of any worker on the successful achievement of a production target or on completion of any special assignments.

Letters of appreciation or special payments are issued to the dept and copies are sent to the wages dept for necessary payments. Receipt copies are filed in the personal files of the individual for record maintenance.

My course helped me understand why conducting appraisals is important and how they help maintain

goodwill within the company, I noticed that workers are always looking for rewards and recognition and

when given it really motivates them , some nice words of appreciation and a few paid leaves as rewards

really works for them.

During my internship I observed the case of a worker who was issued a warning for staying absent

without prior notice as per the rule, while when the inquiry was conducted he presented his excuse

which was entertained only because it was his first time that he was given a warning, he was asked not

to repeat such behavior in future, lately he was found working overtime to compensate for the day he

could not come, and throughout the month his attendance was full. This case made me realize the fact

that it is always important to give others a chance to correct their mistakes and putting faith in them.

4) BUSINESS COMMUNICATION I & II

During the four weeks spent in HR Department, I found my Business Communication courses

extremely useful. The 7 Cs of communication and how to deliver good and bad news messages

were particularly helpful in dealing with people’s queries, complaints and demands. Moreover,

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the report writing skills taught in Business Communication II, were quiet applicable as I had to

submit a report to my department head in a detailed report format.

5) BUSINESS AND PROFESSIONAL SPEECH

This course is a basic business communications text with emphasis on the interpersonal approach

to communication. It guides the student toward more effective speech communication in the

business world at all levels. Presentation skills are one of the most important skills, and this

course helped me prepare myself to speak in front of people with confidence. Though I was not

required to give a formal presentation during my tenure at Siemens, none the less this course

provided me with enough confidence that I didn’t hesitate while communicating with the

colleagues, Line Managers, senior executives and even with other employees.

In my Business and Professional Speech course, I was taught how to make calls to clients and

handle inbound calls. The tone of your voice is extremely critical in HR department. My

supervisor had given me the task to take her calls in her absence and note down the messages. So

for all this, the tone of your voice and how you deliver the message is very important. Some of

the concepts I learnt from college and found applicable during my internship were:

How to Make a Call Perfect!

Include ASAP in your calls:

A friendly and lively Attitude

A warm Smile

Acknowledge the other person’s problems

Treat candidates with Patience

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You can also add the simple rule of LARC to make a difference in your call:

Listen

Acknowledge

Response

Close

Understand the candidate’s problem/complaint or desired information through active

listening.

Do not interrupt by jumping to conclusions.

Always probe from the beginning till the end.

Confirm whatever you have understood regarding the issue or complaint & then rectify.

6) SALES MANAGEMENT

In my sales management course, I was taught the Selling Process. This was applicable exactly in

the HR Department. This is explained under:

Calls Handling Process

The proper way of handling calls should undergo these processes:

Opening/ Greeting

Verification (reaching the right person)

Listening

Probing/ investigation (Encourage the customer to talk)

Build the trust and rapport

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Proper use of holding/transferring call

Confirm

Follow up on the query/complaint

Recap

Close

Steps To Handle Objection

Keep Yourself Cool & Patient

Listen To The Customer Carefully

Convert Objection In To Question

Reply In A Suitable Way/Manner

Don’t Repeat Your Answer

7) PERSONAL MANAGEMENT

This course was helpful as it provided me with valuable information regarding how to carry

oneself in the office environment. The most important lesson that I learned from this course was

that one should always mind his own business, this way one manages to safely stay out of all

controversies, politics and back biting.

8) COMPUTER APPLICATIONS I

The tasks which I took care of during my internship required working on MS-Word & MS-

Excel. I was required at times to prepare lists of files and get their printouts and in the HR dept ,

I prepared the list of applicants on excel along with their attendance sheets and then also

computed their marks after checking their tests. This course helped me a lot in preparing

professional looking sheets.

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9) HUMAN RESOURCE MANAGEMENT

Concepts taught in HRM class were important in general. Since I did my internship in IR

Department, therefore, almost all the concepts taught in HRM class proved applicable as dealing

with people is all what HR is about. I understood the HR functions after interning at Siemens and

saw the practical implications of the functions. I conducted tests, went through resumes and sat

in some interviews where I got a hand on experience as to how interviews are conducted in

practical, knowing the basics helped me a lot in understanding why some questions were being

asked, and what are the kind of responses an interviewer needs to focus at? How to judge if an

interviewee is nervous, what is the thin line between asking Job relevant personal questions to

getting personal, all in all what must be asked and what must not was it was all about.

4.3 NEW CONCEPTS AND THEORIES LEARNED

This was my first experience to work at any Multinational company therefore It was very a golden opportunity for me to adapt myself in Siemens environment and get knowledge from them. During my internship I learned so many new things like:

1. SAP: Siemens is associated with saps since, learning saps was an entirely a new concept to me, SAP provides software solutions to optimize and innovate core businesses processes.

SAP is too wide to be learned in 6 weeks but I got to learn how it works for Siemens in the HR dept, HR uses SAP ERP, The SAP ERP Human Capital Management solution offers a complete and integrated set of tools that helps you, regardless of industry or geographic location – deal with human resource processes, such as employee administration, payroll, and legal reporting, increases efficiency and supports compliance with changing global and local regulations. For example, you can create project teams based on skills and availability, monitor their progress on specific projects, track the time they spend, and analyze the results. With embedded analytics and

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real-time insight into your workforce, you can maximize human-capital strategies and programs and measure their contributions to your bottom line.

Equally important, integrated talent management functions in SAP ERP gives HR managers insight into organizational talent to more effectively plan, acquire, educate, align, and retain the talent they need to maximize the effectiveness of the organization. Identifying top performers and potential successor’s helps them to minimize disruption when executives and senior managers leave or retire.

SAP ERP supports shared services and business process outsourcing (BPO), thereby reducing the cost and risk for these deployment models. Whether you outsource part or all of your HR operation, you have access to an ecosystem of partners whose BPO services are powered by SAP software.

2. CONCEPT OF COST CENTRES:

It is also a product of SAP ERP solutions, but for me it was an entire new concept to be learned, these cost centers helps in the finance related matters of the company, each dept or BU falls under a cost centre, each employee of a certain BU/dept is associated to that particular cost centre, and all the expenses of the dept/employee are chargeable under that cost centre, their payrolls, dept expenditures, stationary and all the expenses will be drawn from that cost centre.

3. Daily attendance sheets were maintained by the exec officer IR on SAP software, I got a chance to have a look at how it is done on SAP.

4. Learning to write a show cause statement and charge sheet was very worthwhile as I never had an experience of writing one before.

5. In the HR dept, I was given the opportunity to learn the ERF procedure as well as the ERF tracker and E-recruitment processes were entirely new to me .

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CONCLUSION

The internship at IR Department of SIEMENS was a great experience for me. I have gained a lot

of knowledge, practice and opportunities from this internship. It has given me practical

experience to apply all the theory I have learnt through my academics. It was my first experience

in the professional world and I learnt a lot both on personal and professional basis.

The internship made it clear that I have all the capabilities in me to excel in my career, the

positive remarks which were given to me by my supervisor are the result of the efforts that were

put in. It gave me a lot of confidence and increased my moral. I thank CBM for giving me this

opportunity.

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APPENDIX38

EMPLOYEE REQUISITION

EMPLOYEE REQUISITION FORM

TO: Human Resources

From (BU / Dept): Receiving Date

Please refer to:

Date:

Nature of job:

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Trainee Permanent

Contract Project

Proposed Designation:__________________________ Number Required (if more than one): ___________

Appointment Date(s): ____________/ ____________/ ____________/ ____________/ ____________

Proposed Grade: _______________________________ (For permanent employment only)

Proposed Gross Salary Range: From Rs __________To Rs. ____________ (Not applicable for trainees)

(Variation between From and To Range should not be greater than 10%)

Benefits: Cell Phone _______________ Vehicle: ________________ Others ______________________

IBB / MBO ________________ Allocation Rate: ___________________

Internal: Seating Available Computer Available Stationary Available

Probation Period (for permanent employment only) : ___________ months

Duration of Contract (for Contract / Project employees only):___________ months

Location (City): ____________ Cost Centre: __________

Project Name & Order Number (For Project Employment): ________________________________________

SOURCING METHODOLOGY:

Head Hunters ________ eRecruitment _________ Print Media _________ Job Portals (External) ________________

University Posting _________________________________ Internal Advertisement ______________________________

REASON FOR REQUISITION (Please one of the following):

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Replacement of Mr. / Ms. ___________________________ as per budget for the business year 200__ / 200__

New appointment as per budget for the business year 200__ / 200__

An additional appointment for which no provision could be made in the budget for the business year 200__ / 200___

Trainee to Permanent / Contract Contract to Permanent Contract Expiry Date: _____________

EMPLOYEE SALARY PRESENT COST (Only for replacements)

Same Changed Value _______________ (Justification if more than 10% increase): ______________________________

Justification for Non-budgeted appointment (Please enclose separate attachment if required):

Justification for budgeted appointment:

Project Execution Productivity Improvement Business Continuity Mission Critical

ED (signatures with stamp) DD (signatures with stamp) GM / DGM (signatures with stamp)

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1. POSITION PROFILE (please fill separate profile for each position)Function: Engineering Design Production Sales Projects

I.T / OI QA Finance/Accounts Business Administration

HR Audit Others __________________________________

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