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

2. TABLE OF CONTENTS
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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

d) Apprenticeship

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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.

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 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.

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)

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 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.

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

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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

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

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 • 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
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

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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.

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.

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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.

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.

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 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
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

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 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.

PUNISHMENT:

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 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

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 9. Annual IRD reports

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

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

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 • RECRUITMENT & SELECTION

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

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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

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

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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.

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

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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.

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.

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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
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.

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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
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

23
attendance and all such processes helps the management plan work schedules and shifts
accordingly leading towards the attainment of its goal and objectives.

iii.2 WORK I DID IN IR DEPARTMENT

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.

24
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

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.

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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 16th (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.

27
 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.

iii.3 WORK 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.

28
 4. THEORIES LEARNED AND THEIR
APPLICATION

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:

29
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.

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.

30
Employee Community Services

31
 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

A
n

e
n
v
i
r
o
n
m
e
n
t

c
o
n
s
c
i
o
u
s
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o
r
g
a
i
z
a
t
i
o
n

s
t
r
i
v
e
s

n 2) PRINCIPLES OF MANAGEMENT & ORGANISATIONAL

o
t BEHAVIOR

o I learnt few concepts at CBM regarding management, organizational

n behavior. I really realized it’s important at Siemens. From the very first day
l to the last day, everything was according to the rules/regulations as I was
y told in the orientation session.

t I studied in my Organizational Behavior course that ‘better work place

o environment leads to better results’. And this theory is proved in
Siemens working environment; every department has its own sitting place,
p every department has its own supplies and other stuff, every employee is
r provided with the same ambience as of a top level manager. The
o management part is also fully applied at Siemens; clear rules are laid down
t and they are being religiously followed by every employee. The relationship
e of departments’ heads with their sub-ordinates is quite a simple one; I have
c seen them having lunch together, cracking jokes at times together, but
t everything was in a professional premise. During my six weeks of internship,
I learnt from my surroundings;
t
h  Organizational structure, organization charts and departments
e  Planning, organizing, leading and controlling the organization
 Standard operating procedures
e  Effective decision making process
n  Mega environment of the organization
v  Time management techniques
i
 Conflict management
r
 How to work in the work place and stand out.
o
n
m
e
n
t

t
o 33
d
a
y
u
t

a
l
s 3) PERFORMANCE APPRAISAL AND MANAGEMENT
o

t
a
k Performance Measurement is one of the other important functions of IR. As keeping worker
e unions satisfied is very important for a factory to conduct its operations.
s
IRD has separate appraisal forms that are sent to BU’s one month prior to the appraisal,
e appraisals are conducted annually on the basis of which increments are made. The BU’s return
f the appraisal forms duly filled and signed by the concerned production Manager or GM.
f Increment letters are then issued, if the performance or attendance record of a worker is found
e
unsatisfactory a warning/advise is also mentioned in the increment letter.
c
t
i
v SPECIAL PAYMENTS & REWARDS:
e
Keeping in mind the motivational factor, special rewards in terms of special payments/rewards
a are made to compensate the workers as per the standing operating procedures for the
n extraordinary performance of any worker on the successful achievement of a production target or
d
on completion of any special assignments.
c
Letters of appreciation or special payments are issued to the dept and copies are sent to the
o
n wages dept for necessary payments. Receipt copies are filed in the personal files of the individual
c for record maintenance.
r
My course helped me understand why conducting appraisals is important and how
e
t they help maintain goodwill within the company, I noticed that workers are always
e looking for rewards and recognition and when given it really motivates them , some

m nice words of appreciation and a few paid leaves as rewards really works for them.
e
a During my internship I observed the case of a worker who was issued a warning for
s staying absent without prior notice as per the rule, while when the inquiry was
u
r conducted he presented his excuse which was entertained only because it was his
e first time that he was given a warning, he was asked not to repeat such behavior in
s
future, lately he was found working overtime to compensate for the day he could
t not come, and throughout the month his attendance was full. This case made me
o realize the fact that it is always important to give others a chance to correct their

e mistakes and putting faith in them.

n
s
u
r 34
e

t
h
t

o
u
r

f 4) BUSINESS COMMUNICATION I & II

u
t During the four weeks spent in HR Department, I found my Business Communication courses
u extremely useful. The 7 Cs of communication and how to deliver good and bad news messages
r
e were particularly helpful in dealing with people’s queries, complaints and demands. Moreover,
the report writing skills taught in Business Communication II, were quiet applicable as I had to
g
e submit a report to my department head in a detailed report format.
n
e
r
a
t
i
o
n
s 5) BUSINESS AND PROFESSIONAL SPEECH
a
r
e 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
p
r business world at all levels. Presentation skills are one of the most important skills, and this
o course helped me prepare myself to speak in front of people with confidence. Though I was not
t
e required to give a formal presentation during my tenure at Siemens, none the less this course
c provided me with enough confidence that I didn’t hesitate while communicating with the
t
e colleagues, Line Managers, senior executives and even with other employees.
d
In my Business and Professional Speech course, I was taught how to make calls to clients and
i
n 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
t
h for all this, the tone of your voice and how you deliver the message is very important. Some of
e the concepts I learnt from college and found applicable during my internship were:

c
o How to Make a Call Perfect!
n
t • Include ASAP in your calls:
e ∗ A friendly and lively Attitude
x
t ∗ A warm Smile

35
o
f

a
 s
•t
r
o
n
g
∗ Acknowledge the other person’s problems
e ∗ Treat candidates with Patience
c
o • You can also add the simple rule of LARC to make a difference in your call:
l ∗ Listen
o
g ∗ Acknowledge
i
∗ Response
c
a ∗ Close
l
• Understand the candidate’s problem/complaint or desired information through active
f listening.
r
a • Do not interrupt by jumping to conclusions.
m
• Always probe from the beginning till the end.
e
w • Confirm whatever you have understood regarding the issue or complaint & then rectify.
o
r
k
.
6) SALES MANAGEMENT
R
e
c In my sales management course, I was taught the Selling Process. This was applicable exactly in
o
the HR Department. This is explained under:
g
n
i Calls Handling Process
z
i
The proper way of handling calls should undergo these processes:
n
g
• Opening/ Greeting
t
h • Verification (reaching the right person)
i
• Listening
s
• Probing/ investigation (Encourage the customer to talk)
n
e • Build the trust and rapport
e • Proper use of holding/transferring call
d
• Confirm
t
h • Follow up on the query/complaint
e
36
y
’
v
e
t
a
k
e
n

p • Recap
r • Close
o
-
a Steps To Handle Objection
c
t • Keep Yourself Cool & Patient
i
v • Listen To The Customer Carefully
e
• Convert Objection In To Question
s • Reply In A Suitable Way/Manner
t
e • Don’t Repeat Your Answer
p
s

t
o
7) PERSONAL MANAGEMENT
e
n This course was helpful as it provided me with valuable information regarding how to carry
s
u oneself in the office environment. The most important lesson that I learned from this course was
r that one should always mind his own business, this way one manages to safely stay out of all
e
controversies, politics and back biting.
c
o
n
t 8) COMPUTER APPLICATIONS I
i
n The tasks which I took care of during my internship required working on MS-Word & MS-
u
i Excel. I was required at times to prepare lists of files and get their printouts and in the HR dept ,
t I prepared the list of applicants on excel along with their attendance sheets and then also
y
computed their marks after checking their tests. This course helped me a lot in preparing
o professional looking sheets.
f

h 9) HUMAN RESOURCE MANAGEMENT

e
a
l
t
h 37
y

e
v
i
r
o
n
m
Concepts taught in HRM class were important in general. Since I did my internship in IR
e
n Department, therefore, almost all the concepts taught in HRM class proved applicable as dealing
t
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.

4.3NEW 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 real-time insight into your
workforce, you can maximize human-capital strategies and programs and
measure their contributions to your bottom line.

38
•

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 .

39
 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.

40
APPENDIX
41
 EMPLOYEE REQUISITION

EMPLOYEE REQUISITION FORM

42
 Nature of job:

 Trainee  Permanent

 Contract  Project

From (BU / Dept): Receiving Date

Proposed Designation:__________________________ Number Required (if more than one): ___________
TO: Human Resources Please refer to:
Appointment Date(s): ____________/ ____________/ ____________/ ____________/ ____________
Date:

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):

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

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

43

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

44