Force Behind The Forces

This project is compiled by Zubia Javaid1 and Mufliha Khalid2 students of BS (BA), under the supervision of Mr. Safdar Nazeer Assistant Professor of Management Department of COMSATS University of Science & Technology. The project is prepared as a subject requirement of Human Resource Management.
1 2

zubiajavaid@live.com muflihakhalid@yahoo.com

Dedication
We dedicated this project to our respected teacher Mr. Safdar Nazeer, our parents, class mates, POF HR manager, Mr Zia-ud-din (TO)and all those who help us in providing and compiling the informations which we needed throughout our project.

Acknowledgement
We would want to highly acknowledge Mr.Safdar Nazeer, our Human Resource Management Professor, who has been highly influential in the development of our understanding of how organizations manage their HR departments and analytically compare them which one is better and how they adapt the better strategies. His trust and teachings made us confident in one area, HR, where we lacked expertise. His continuous support during the project and in explanations of lectures were the two key motivators for us to do this extensive project which required a lot of team work , intellect and guidance which was provided by Mr Safdar Nazeer whenever we needed.

Table of Contents

Introduction

History Human Resource Department Human Resource Planning Job Analysis Job Description Job Specification Forecasting Employees Recruitment Recruitment Alternatives Selection Process Job Advertisement Employee Orientation People Involve In Orientation Process Training Need Analysis

 Training Modes Performance Appraisals Policies Regarding Employee and Career Development Techniques

Introduction
Pakistan Ordnance Factories (POF) was founded in 1951 with the primary objective of producing arms and ammunition for the armed forces of Pakistan. POF was given the responsibility of running the factories on sound commercial lines and utilizing any spare production capacity for meeting requirements of the civil sector and exports. Pakistan Ordnance Factory is huge industrial complex in public sector with diversified products which It employs around 25,000 to 30,000 workers in three shifts. The complex employs 25,000 people who work in three shifts. POF is famous for its indigenous capabilities and the state-of-the-art products of this outfit are in demand throughout the world are mainly focused at providing the self reliance through indigenization within Pakistan. More than 50 years of continuous growth and development POF is a sprawling industrial complex. Research and development projects have been undertaken to minimize dependence on foreign suppliers. Efforts have been made towards self-reliance through innovation and indigenization, for achieving the following.

Optimal utilization of surplus capacity of POF. Generation of funds to supplement budget grant. Participative collaboration with the private sector.

Enhancing exports.

Presently POF comprises of 14 ordnance factories and three commercial subsidiaries. Factories Weapons Factory Propellants Factory

Machine Gun Factory Small Arms & Ammo Factory Filling Factory

Medium Artillery Ammo Factory Brass Mills Heavy Artillery Ammo Factory Tungsten Alloy Factory

Tank & Anti Tank Ammo Factory Carbide Factory Bombs & Grenade Factory Clothing Factory

Subsidiaries

Wah Nobel Wah Industries Ltd. Hi Tech Plastics

Pakistan Ordnance Factories also specialize in the manufacture of commercial explosive, hunting ammunition and posses extensive facilities for the manufacture of brass, copper and aluminum ingots, extrusions and sections for non-military applications. A garments factory, which has the state of the art cloth cutting facilities and most modern stitching units, manufactures military uniforms and can also cater for the needs of the civil sector. History At the time of creation of Pakistan in 1947, those entire sixteen factories fell to Indian share since no one of them were located in Muslim majority areas. Newly created Pakistan with fragile state apparatus and fragmented Armed Forces, had absolutely no arms & ammunition manufacturing facility to meet the security challenges to its sovereignty. Khan Liaqat Ali Khan, who was the first Prime Minister of Pakistan, immediately realized this imbalance and issued a directive within four months of creation of Pakistan to establish an ordnance factory in collaboration with British Royal Ordnance to manufacture .303 in.calibre rifles and its ammunition in Rawalpindi. The second Prime Minister, Khawaja Nazim-ud-Din, later performed the groundbreaking ceremony on 28th December, 1951 for four workshops at present days industrial town of Wah Cantonment, where today we have fourteen big factories which are taking care of almost 100% requirements of our more than half a million Land Forces. This modern defense industrial complex, which is the oldest & largest in Pakistan, later helped many other sister defense production set ups to flourish. Resultantly today Pakistan has a

reasonably good defense production potential in which Pakistan Ordnance Factories occupy the pivotal position. All the factories are under the control of a Board consisting of a Chairman, a Financial Advisor and two career technical members. The factories are headed by managing directors who are quite

independent in taking all actions related to the production of arms and ammunition within the framework of policy guidelines determined by the POF Board. The engineers, technicians and work persons of POF have acquired sufficient knowledge and experience through years of dedicated hard work. The initial products were of British origin. Later American products and standards were introduced, followed by the collaboration with the Germans & Chinese. Now POF produced ammunition even meet the requirement set in the NATO specification. The amalgam of various technologies has an enabled our engineers and workforce to obtain diversified experience.

Hierarchy structure Of

Organization

Chairman

MPC

DICR

COFA

DP

CAO

Director Finance

M.E

E.E

Director HRM

FM

FM

HR Manager A.E GM -1

Admin Officer

AFM

AO TO Manage r Manage r

AO

ATO

ATO

TO

ATO

ATO

Human Resource Department

Pakistan ordnance Factories, more than 25000 people are working for strengthening of the national defense. This huge human capital is engaged in supporting each other for the same national cause. A well established HR department is responsible for recruiting and training of the new human capital but also empowering the present employees with innovative methods of trainings for better outcomes. Pakistan Ordnance Factories, all the human capital is recruited and managed by the HR department. Human resource department is putting its efforts towards nurturing a winning corporate culture and building organizational capabilities by ensuring that its people at all levels are both able and willing to perform at consistently exceptional levels. Each and every year, many people are retired from services after completing their tenure i.e at the age 60 years or completing 25 years of services. Thus a large number of posts become vacant which are filled on the basis of specific quota reserved for all the regions or provinces of Pakistan. The process of selection of the right people for the jobs (Recruitment) involves a chain of steps which are the focused at exploring the potential individuals who can perform well in the organization in the existing scenario. This process ultimately results in appointment of the people who perform well during different steps of this recruiting process.

Human Resource Planning HR planning links people management to the organizations mission, vision, goals and objectives, as well as its strategic plan and budgetary resources. A key goal of POF for HR planning is to get the right number of people with the right skills, experience and competencies in the right jobs at the right time at the right cost. Assessing the Human Resource need POF human resource needs are accessed through a proper process. Before the preparation of financial budget of POF each department sends their demand for HR. Different departments of POF send their HR demand to their concerned section of Human Resource Department.

Inspiring and motivating its people. Developing its people to strive for higher standards. Driving an open minded and enterprising corporate culture where people through leadership at all levels dare to dream, dare to try, dare to fail and dare to succeed. Attracting and recruiting the best talent

In order to make its human resource productive and efficient, POF aggressively work in developing its human resource capital through development and training programs as well as structured employee well-being programs and conducts several training program in order to improve the competencies and skills of employees. The HR (peoples) function in POF ensures that it leads the transformational change by nurturing a climate, which would help in converting the huge potential at disposal of the organization into world-class performance. The HR strategy of POF refers to the specific human resource management course of actions that an organization pursues to achieve its objectives.

Hierarchy structure Of HR Department

Director Human Resource Management

DY Director Human Resource Management I

DY Director Human Resource Management II

DY Director Human Resource Management III (Training)

Manager HR III

Manager HR II

Manager HR I

Manager HR IV (Training)

E.O

E.O of O/B

E.O of I/B

E.O of I/B-I

E.O of I/G (P)

E.O of I/G(NG)

E.O LB

E.O R&T-I

E.O subsidiary

E.O R&T-II

E.O Training

E.O Training

E.O Pension Cell

E.O HR

Job Analysis A job analysis is a systematic exploration of the activities within a job. It is a technical procedure used to define a jobs duties, responsibilities, and accountabilities. Pakistan Ordnance Factory, engineers, welfare officers, MBAs, doctors, IT specialists and some other professional degree holders are engaged in serving the nation. Each and every post has its own job requirement in POF. So keeping in view, the job requirements and required basic qualifications, recruitment is done. POF conduct job analysis when New jobs are introduced. Changing occurs in organization structure. Technological changes occur.

Importance of Job Analysis POF being one of the largest industrial complexes, HR department of POF follows the basic HR policies and job analysis is one of the most important activities being practiced here. The important of job analysis for the POF is as follows:

Job analysis identified the personal qualifications necessary to perform the job and the conditions under which work is performed.

Job analysis identifies who does what. Determine needs for new and experienced employees. Place employees in jobs that use their skills effectively.

Job Description The job description of POF is a written statement of what the jobholder does, how it is done, under what conditions, and why. The job description of POF includes; Major duties performed.

Nature of job (technical or managerial). Performance standard. Working conditions. Number of employees doing the job. Job identification.

Job Specification POF, job specification statement indicating minimal acceptable qualifications incumbent must possess the successfully perform the essential elements of the job. The job specification of POF includes; Education Experience

Age Salary Qualification Benefits

Forecasting Plans
IPOF HR Department is responsible for an effective HR planning regarding demand and supply of employees and forecasting for these practices. These plans adopt the following techniques to forecast the employee Forecasting Employee Demand The POF determine Employee demand at department is derived from following factors; Internal Growth Setting up New Technology. Changes in Market Demand. New Services.

Forecasting Employee Supply HR department of POF ensures the employee supply on following basis; Transfers POF transfers its employees from one factory to other factory within the same region, especially whenever promote the employees or due to shortage of employees in a factory. Internal Movements

Internal movements in POF, which include promotions and rightsizing, are a part of supply. In POF it may be due demand of the department (e.g. mechanical department needed a employee related to electrical field to minimize the problem they face regarding electrical concern. In such cases sometimes may internal movement involve). Rotations In POF job rotations are also done within the departments from time to time to decrease the monotony and to make up interest in the job. The employee should be dedicated towards their jobs. Overtime In POF to compensate the workload, most of the employees voluntarily work over-time at their jobs. As the employees are not forced to work over-time but they are paid for this overtime. Sometime the manager also asks their subordinates to work over-time. Apart from this in POF, there are night shifts working in different departments e.g. power house, security department and productions etc. whenever there is a workload regarding fulfill the demand other department employees are working in night shifts, doing paid over time to meet the required demand. Employee Shortage As POF has currently a growth strategy and for that POF is enlarge the production set to meet the required demand. This makes an employee shortage for POF, but POF covers it by hiring in following two categories.

Management Trainee Officers. (Recruited once in a year). Junior Officers. (Recruited according to the need).

Recruitment
The process of discovering potential candidates for actual or anticipated organizational vacancies is called as recruitment.

POF is a well known organization engaged in serving the nation in a better way. For this purpose, a well trained, professional and diversified human resource is required for better performance. In POF on the basis of job analysis, recruitment for different posts is carried out to fill the vacant posts and meet the current demand of the employees. The policy of POF is meant to ensure an effective and efficient method of recruitment and selection. POF is aimed at hiring without any discrimination based on race, colour, sex, nationality, ancestry, religion or disability. Recruiting Goals Although POF will, at one time or another, engage in recruiting activities, some do so more than other. POF certain other variables will also influence the extent of recruiting. Employment condition in local community influences how much recruiting take place. The effectiveness of past recruiting efforts will show itself in the organizations historical ability to locate and keep people who perform well. All recruitment in POF will be done through the Human Resources Department in consultation with the Officers and Heads of the concerned Department.

Constraint on Recruiting Efforts

Factors that can limit recruiting outcomes: There are following factors which limit the recruiting outcome in Pakistan Ordnance Factory which are as under; Organization Image. Job Attractiveness. Internal Organizational policies. Government Influence. Recruiting Costs.

Recruitment Sources
Internal Search

POF attempt to develop its own low-level employees for higher positions. These promotions can occur through an internal search of current employees who have bid for a job, been identified through the organizations human resource management system, or even been referred by the concerned supervisors. When a position is vacant, instead of hiring new employees, the HR department views people working at lower levels and give opportunity of training and development of their skills than chooses the right person who is promoted for that vacant position. In POF the employee should be trained in their own training centre TTI (technical training institute). Employee Referrals and recommendation

POF recommendation from current employees regarding job applicant. The recommendation should also on behalf of retired employees and current employees nearer to retirement (who serve the organization) for their offsprings. The General Managers also recommend some candidates on the basis of their performance as they work as internee in POF. External Searches

POF often open up recruiting efforts to the external community. These efforts include advertisement, employment agencies, and universities, professional organizations and unsolicited applicants. After a substantial amount of applications have been received, the line and the HR managers again work together to shortlist the applications. In POF the external quota is 70% of total recruitment and 30% of recruitment opportunity is given current and retired employee offsprings. The recruitment process in POF is very fair and on merit. The organization selects the deserving candidates. Advertisement

POF, when vacancies are needed to be filled the Organizations announces their jobs vacancies through the advertisement. They announce the vacancies in different newspapers. POF being the federal government organization, all the vacancies are advertised throughout Pakistan to recruit the

suitable individuals or professionals from all provinces of Pakistan. So POFs symbolizes unity of the whole nation. Vacancies are advertised in the well read and famous newspapers (English, Urdu and local languages) all over the country to encourage the people from all areas (Punjab, Sind, NWFP, Baluchistan, FATA, NA and Kashmir).

Recruitment Alternatives
Temporary Help Services

POF Temporary employees are particularly valuable in meeting short-term fluctuations in HRM needs. POF temporary employee should hire only for civil maintance activities. The employees of different departments and other branches should be temporarily called to fulfill the required demand or solve the particular problem. Employee Leasing

POF individual hired and sent to work in another organization for a specific time to fulfill the requirement of that organization. POF lease the employee to atomic energy commission to fulfill their demand needs and also provides the required services which needed to fulfill their demand. The atomic energy commission pay the employees from which they take services.

Independent Contractors

POF adopt another means of recruiting is the use of independent contractors. Often referred to as consultants, independent contractors are talking on a new meaning. POF hire independent contractors to do specific work at a location on or off the organization premises. The most of contractors hired are involved in construction process and maintance related to civil activities.

Selection Process
POF selection process used to choose individuals with the right qualifications to fill job openings in the organization. The more strategic term is placement, which means the process of ensuring that the right person is placed in the right job. The all departments of POF submit Hiring Request and transfer Request Form to the HR Department and duly signed. Information regarding

qualifications and job description should be forwarded for identification of suitable candidates. POF placement of candidates includes two separate but integrated.

Person-job fit This is the process of ensuring that the knowledge, skills, and abilities of the individual match the requirements of the essential functions of the job.

Person-organization fit This is the process of ensuring that the personality and value system of the individual match the culture and objectives of the organization

Selection Process of POF

After recruiting the next step is selection. POF calls short listed candidate for the selection. POF follows a standard selection pattern for top level position. POF have different selection pattern and fir other position. Employees for human resource Department, information, Technology, accounts department etc are hired on basis of specialization of particular discipline. POF hired employees on contract basis for construction activities and civil maintance activities.POF offered two types of contracts Temporary contract/time bounded: For temporary contract base employees we selecting is temporary e.g. the employee hired for a particular project for a specific time period i.e. their contract will not be renewed. But they may be get contract in some other project related to their particular field. Open contract: POF hired the employees on open contract on completion of their contract, the contract will be renewed. POF open contracts are mostly for the construction process which includes construction of residencies, new working units, parks, swimming pools, play grounds and other sports related coats.

Steps in Selection Process of POF POF selection process includes the following steps.
Initial screening

POF first step in the selection process whereby job inquires is sorted and initial screening is done on the basis of data given in the application form filled in by the applicants. The eligibility and ineligibility of applicants is finalized on the basis of the data the provided. Completing the Application Form

In this process specific employment form of POF are completed. These forms are used to generate specific information about the employee that POF wants about him. The job application Performa is also given in the advertisement of job, to be filled by the applicants to provide their bio-data. Weighted Applicant Form

POF special type of application forms that uses relevant applicant information to determine the likelihood of job success. These forms include qualification, extra achievements, diplomas in required particular field and these are given ranking points. On the basis of this comparative weight age, merit is calculated for each post so that shortlisted candidates should be called for personal interviews.

Employee Test
POF after the completion of application form process, the employees are tested by hand written tests, computer based tests and practical tests depending on the requirements. Performance Simulation Test

POF firstly take the written test of that particular field for which candidate is applied than candidates should send to assessment centers evaluation abilities in actual job activities to check their abilities and knowledge about the particular conditions for which he tested. On the basis of performance in practical test candidates are eligible or ineligible. Works Sampling

POF selection device requiring the job applicant to actually perform a small segment of the job. The situations given to candidates are controlled and evaluators are evaluating the candidate performance on which basis select them. Sometimes POF give them the real situations to handle through their abilities, knowledge and skills they acquired.

Assessment Centers

POF has facility where performance simulation tests are administered. These include a serious of exercises used for selection, development, and performance appraisals. The candidates are assessed in their particular field for which they have specialization on performance basis the candidates should select. For the employees who currently working firstly we give them training and development programs in training centre TTI (technical training institute). Than assess the employee for their performance appraisals.

Behavior Interviews
POF observing job candidates not only for what they say but for how they behave.After short listing of applicants, individuals falling top in the merit are called for personal interviews to judge their professional knowledge and their approach which reflects their personality. Thus the applicants with suitable professional knowledge and required approach are selected for appointment in POFs. Conditional Job Offers:

POF tentative job offers that become permanent after certain conditions are met. They should be performed in real situation and signed the contract in which all laws and policies are mentioned that he must follow during the whole job time period. The appointment letters along with fringes and benefits offered at POF are sent to selected persons with certain conditions to be completed before joining POF. Medical & Physical Examination: POF last step in selection process is to conducts a medical and physical test. POF use physical test as a selection device to screen out candidates who are unable to physically comply with the requirement of a job. Through medical test check that candidate did not have any serious problem which affects his performance during job and psychological he is stable to perform his assigned duties. Sometimes IQ level is also tested according to job requirement.

Comprehensive Selection
POF applying all steps in the selection process before rendering a decision about a job candidate. The selection criteria are totally based on merit. A series of interviews are conducted followed by a panel interview and a group discussion. Only deserving from a lot of applicants are considered.

Employee Orientation
POF has a very well organized and well established HR department that practices all the HR strategies which are beneficial for the organization. As other departments are well established and operational for these matters, HR department is empowered to develop and plan what so ever is required for the company. Orientation and induction is required for employee familiarization with the organization and POF is well aware of this fact. Affiliation with organization is only possible if the employees are informed about each and everything. When the employees are hired they get proper orientation POF new employee orientation covers the activities involved in introducing a new employee to the organization and to the individuals in his or her work unit. POF orientation program should familiarize the new member with the organization objective, history, philosophy, procedure, and rules; communicate relevant HRM policies such as work hours, pay procedure, overtimes requirements, and organization benefits.POF review the specific duties and responsibilities of new member's job provide a tour of organization's physical facilities and introduce the employee to his\her manager and coworkers.

In POFs, all the selected individuals are introduced to all of the work units through a comprehensive training program (1-2weeks) which is specially focused at socializing the new entrants in the organization. This program consists of lectures, visual demonstrations and department visits. Thus these young employees become familiarized with the system being operative in the organization. The relevant rules and regulations regarding organization are circulated among the new employees. POF intensive training program also includes hands-on experience through training in TTI (technical training centre). Relevant skill programs are to study the comparative managerial tools which help in effective management in future. Manage the working processes effectively and efficiently. That helps the organization to achieve the set objectives and goals timely without any delay.

Peoples Involve In Orientation Process

POF employee orientation processes the HR manger, supervisors, general managers, managers, technical officers, assistant officers of the related departments. The HR managers and supervisors give basic introduction of organization, departments currently working, basic laws and policies which are to be followed. The general managers and managers of the particular department introduce the employee to the department and his coworkers .The technical officers and assistant technical officers help the new employee to demonstrate their duties and help them how to perform the particular job in the concerned departments. So mainly people involve in the whole orientation process are; HR Manager Supervisors General Managers of department

Managers Technical Officers Assistant Technical Officers

Training Need Analysis in POF

POF identification that either the training of current employees is necessary or not depends on the results of Performance Reports and output of achievement of goals which are assigned to them to fulfill the organization the demands. Identifying the most appropriate solutions to performance problems. The heads of concerned departments of POF differentiate between problems that require training and problems that require coaching or other solutions. Usually, only about 20% of performance problems require training solutions. The other 80% are best dealt with by looking at the quality of supervision or by factors in the work environment (rewarding good performance, punishing poor performance, and removing obstacles to good performance). POF training need analysis is identifying, by management level for whole organization. The HR Department develop the Training Need Analysis according to the recommendations made by their Supervisors in the performance appraisal form. POF required training need analysis when; Poor Performance of Employees. Lack of Skills in Employees. Employee Himself Asks For Training. New Hires. New Technology. Internal Growth.

New Services. Requirements for core competencies Continuing personal and professional development

Training Modes
POF objective of training and development is to enable employees to acquire the knowledge, skills, abilities and attitudes necessary to enable them to improve their performance.POF staff training and development should focus on the department's objectives and goals and staff's competencies in achieving them.

Training: POF familiarize new recruits with job requirements and procedures, departmental objectives and performance standards; and the values and norms of the department. POF train the current employees according to current requirement. POF training programs are held with in the organization as well as sometimes required the international training according to the demand. POF contract with atomic energy commission to train their employees in some specific fields. POF used two types of training modes. Inside Organization POF train the new employees and as well as the current employee in training centre inside the organization. The training programs are related to mechanical, chemical, electrical, electronic, IT programs and other technical courses which are current demand of the organization. Outside Organization POF arrange the training programs outside the organization includes training outsides the country for operating the machines and sometimes employee are trained for bringing development and innovation in current methods of working. Along with that train for the skills and knowledge of new technologies used in working process. Some foreign trainee sometimes appoint to trained the employee (most of time Chinese and German trainees are appointed).

Performance Appraisals
POF performance evaluation takes place annually for the purpose of annual increments. POF motivate and assist employees in improving their performance and achieving their personal as well as professional career goals. POF evaluate their employees current performance and past performance relative to organization standards for performance. As the performance evaluation takes place annually so that Performance Evaluation Forms will be sent from the Human Resources Department in advance with the scheduled performance evaluation date. POF performance evaluation form is called as ACR (annual confidential report) which is evaluated by general managers and managers of the concerned departments. POF follow the absolute form of performance appraisal. POF evaluate the employee on these standards;

Meet Performance standards in past and current projects. Meet the performance standard but seniority also matter in appraisals. On the basis of education. On the basis of technical courses. Meet the assigned goal before the due time.

Policies Regarding Employee and Career Development Techniques

POF purpose of development is to identify and develop the potential within staff, to build existing skill levels, and to prepare staff to take on greater responsibility during their career. POF appraisal also assists human resource in the career development of an employee. POF adopt the policies regarding employee and career development techniques. The polices are made by the research conducted by HR department keeping in view the needs of the organization and employees. They trained the employees who need training to overcome the problems in ineffective performance.

POF provide the training to new employees. POF provide opportunities of the international training programs. POF develop the own training institute for employee development. Provide facility of residence to employees. Provide medical facilities to employees and also to their families. POF provide transport facilities to employees and also to their families.

We are really thanks to HR Manager Mr.Brig Sami Akhtar of Pakistan ordnance factory, TO Mr. Zia-ud-din, and our respected teacher Mr. Safdar Nazeer who help us a lot during the whole project and motivate us to work on such extensive and complicated project. This project help us a lot in develop understanding about the HR role in an organization. This is because of our respected teacher who motivates us for doing such a project.