(Rehmat Flour Mills (Pvt.) Ltd.

)
DELIMITATIONS:
In this busy world no body have time for others, because of competition.
It’s very tough to get their personal data because they are very conscious about there
personal values.
This is the very large firm that’s why because of their busy schedule they are
giving us a very limited time.
They are already using the HR processes but on a very small scale, they want to
improve their performance but don’t want to spend time and money on it.
It’s very tough for us to convince them on our points of views.
Actually they need the detail explanation of all our views but because of limited
time, its not easy for us to provide it.
They are not allowed us to personally interact with their employees of different levels.
 (Rehmat Flour Mills (Pvt.) Ltd. )

BACKGROUND OF THE COMPANY

HISTORY

Rehmat Flour Mills was established in 1964 .the company is one of the
pioneer's with a famous trade mark "Yaadgar Atta" and enjoy a good reputation
among flour mills throughout the Pakistan.

Since its establishment Rehmat Flour Mills has concentrated its activities
on making of high quality wheat products

LOCATION

The production facilities are located at 19-Ravi Road , Lahore Pakistan

.The production facilities are equipped with Siemens Roll Bodies, locally
manufactured flour mill machinery and the dedicated staff which further
strengthens the company to meet the increasingly manifold requirements for a
successful marketing of quality products the mill has a store of finished products.

MANAGEMENT

The Rehmat Flour Mills is headed by

▲ Mr. Bakhtayar Ali Babar (Managing Partner )

▲ Mr. Nazim Ali Sheikh ( Partner )
▲ Mr. Shoaib Raza Sethi (Management Representative)
▲ Mr. Muhammad Saleem ( Manager )

PRODUCTS

The company quality wheat products are

▲ Meeda
▲ Fine
▲ Special Atta
▲ Aam Atta
▲ Bran
 (Rehmat Flour Mills (Pvt.) Ltd. )
Recruitment

The job requirements and specifications for a position (e.g., minimum

qualification, experience and other requirements related to the job position) are
defined in the concerned Job Description.

The requirement for any hiring is identified by concerned departmental

incharge, which is communicated to Managing Partner.

After approval, the position is advertised in the local newspapers. In

addition, personnel having any reference may be directly contacted. The
candidates are asked to submit their CVs/bio-data.

The bio-data are scrutinized and short-listed by MR based on the

requirements of the job position. Short-listed candidates are issued call for
interview. Managing partner takes the interview and assess the candidates.

The candidate is initially hired on temporary basis for a 3 months

probationary period after which his/her performance is reviewed and assessed by
his departmental head. In case of satisfactory performance, he is hired on
permanent basis.

Orientation and training

Orientation of new employees includes:

♣ Orientation on administrative policies (e.g., working hours, leaves,

medical, disciplinary policies)
♣ Understanding of company mission statement
♣ Understanding of job responsibilities and authorities
♣ On-job training
After joining by the new employee, MR initiates the orientation of
employee. MR first gives the employee orientation on administrative policies,
quality policy departmental structure and functions, and the concerned position’s
responsibilities and authorities.
The employee is then assigned specific tasks and assignments related to
his position and given on-job training. During the on-job training, his/her
performance is monitored.
 (Rehmat Flour Mills (Pvt.) Ltd. )

Appraisal

Training needs of employees are continually identified by their

departmental heads/in charge as a result of following developments:

♦ Changes in services or operations

♦New or revised procedures, or changes in the quality policy
♦ Inadequate performance of individuals or groups of
personnel
♦ Results of internal quality audits
♦ Corrective & preventive actions
Based on these identified training needs, MR plans and arranges
internal training sessions of employees. The training attendance of
employees in the internal training sessions is recorded. The training
records of concerned persons are updated.
Performance Evaluation

At the end of each year, MR initiates the performance evaluation

of company’s personnel based on the following criteria:
◙ Company’s objectives achievement
◙ Achievement of specific tasks
◙ Completion of assignments
◙ Management’s expectations
Wages
◙ Wages are paid as per industry trend and local labor laws
◙ The company ensures that deductions from wages are not
made for disciplinary purposes.
◙ The composition of the salary is as follows:
▲ Gross Salary
▲ Basic Salary (66.67 %)
▲ House Rent
▲ Indexation Allowance (for workers having salary
less than Rs. 3000)
▲ Attendance Allowance (for workers having salary
less than Rs. 3000)
▲ Cost of Living Allowance
 (Rehmat Flour Mills (Pvt.) Ltd. )
▲ Special Allowances
▲ Weapon Allowance (fro security guards)
▲ Washing Allowance (fro security guards)
Deductions:
♦ Loan Installments
♦ Provident Fund
♦ Employees Old Age Benefit Institution --E.O.B.I

Benefits

The following benefits are being paid.

SS 7% (for employee having

salary up to Rs 5000)
EOBI 5% of wages
Education Cess Rs. 100 per annum (for all
employees who are drawing
salaries up to Rs. 3000 per
month)
Bonus as per Company Policy
Advance against salary up to one-third of salary
Medical Allowance 5 % of wages (for employee
having salary more than Rs
5000)

Accommodation:

The employees who belong to distant areas are entitled for

accommodation at site. However, employees who are required to be at
plant to meet exigencies are also provided accommodation at site. For
detail, refer Housing Policy.

Over time calculation

Overtime is paid at a premium rate i.e. twice of ordinary rate of

pay

Loans
 (Rehmat Flour Mills (Pvt.) Ltd. )
The employee is given loans as per the loan policy mentioned in
the Service Rules. The employees submit their application for loan
approval to Accounts department. After the approval of the Managing
Director the loan is granted to the applicant.

Work allocation, selection of personnel

◙ Every worker is hired according to

Recruitment Policy.
◙ Notice Boards are installed at the relevant
locations for displaying relevant information.
◙ Workers understand the calculations of
wages & overtime

Deductions
◙ Deductions (such as loans, cot, income tax, provident fund,
etc) are made according to the Service Rules and records are
available in accounts department.

Mode of Payment

◙ Salaries are paid monthly through cash / cheque in a

manner convenient to employee.
◙ Salaries are paid up to 7th of the month through cash /
cheque.
◙ Salaries are paid on working days

Labor relation

◙ Complaints/Suggestions boxes are available in the

department for Identification of any kind of discrimination;
these boxes are opened on fortnightly basis by HR department.
These complaints are discussed in workers welfare committee
meetings.
◙ Complaints are presented in the Management Review
meeting and corrective & preventive actions are taken.
 (Rehmat Flour Mills (Pvt.) Ltd. )
◙ Employees are free to observe all national and religious
holidays.
◙ Employees are free from indecent verbal, physical and
sexual harassment or any other discriminatory practices.
◙ The company treats all employees with respect and dignity,
no employee is subjected to any gesture, language and physical
contact that are sexually coercive, threatening, abusive or
exploitative.

Formation of Workers Welfare Committee

A workers’ welfare committee has been formed by the workers

having nominations from all departments:

● Administration manager
● Worker representative
● HR Manager
● S.M.R

The company ensures that workers representative is not subject to

discrimination by monitoring that nominations are not based on religion,
region, race, cast, gender, disability, political affiliation and age.

Selection of Workers Representative

◙ S.M.R informs workers about selection of their

representative, to communicate with the management on their
issues as company is interested in strengthening teamwork
within the organization.
◙ Workers Representative’s selection date is communicated
through notice.
◙ Workers are asked to nominate representative of their
choice, who can better communicate their issues with the
management.
◙ Workers cast vote by show of hand for each nominee’s
selection as per their own choice.
◙ These votes are recorded on Workers Representative
Selection form
◙ Selected workers representative’s names are communicated
through notice board.
 (Rehmat Flour Mills (Pvt.) Ltd. )
◙ The workers representative can nominate his replacement,
when absent by informing his department and S.M.R
◙ In case the workers representative leaves the organization,
the same selection procedure will be followed.
◙ The workers select their representative on annual basis.

Communication with workers

◙ Quarterly meetings are held with Workers Representative
or this representative can approach to S.M.R any time as
deemed necessary. Furthermore complaint boxes are installed
to facilitate suggestions / complaints from the workers.

◙ These complaint boxes are opened by HR department and

summary of the problems is presented to the management in
Management Review meetings. However, urgent matters are
talked directly and necessary actions are taken.

◙ Workers can access their representative freely.

◙ In case of any urgency, un-scheduled meetings can be held

between worker’s representative and the top management.

◙ CPA forms are assigned to the concerned and monitored by

workers representative & S.M.R.

Health and Safety

Health & Safety Representative

◙ Manager HR has been nominated as Health & Safety Representative,

responsible for health & safety for all personnel and for the
implementation of health & safety requirements of this standard.

Health & Safety Committee

◙ To ensure compliance of Health & Safety requirements and create

awareness among all employees about H&S, the committee has been
formulated as:

▲ HR Manager
 (Rehmat Flour Mills (Pvt.) Ltd. )
▲ SMR
▲ Health & Safety Representative
▲ Safety/Security Officer
▲ Admin Manager

Health & Safety Training

◙ Health & Safety training is scheduled as per Training Schedule. These

sessions are arranged whenever needed for existing and new
employees.

Responding Potential Threats to Health & Safety

Hazards Prevention
The company has provided measures for prevention of the potential
threats to health & safety as:

◙ Emergency exits are clearly marked and accessible

◙ Adequate first aid supplies and trained first aid personnel are available
on site to attend any emergency.
◙ In-case hospital treatment is required, the company arranges
accordingly
◙ All fire-fighting equipment is regularly inspected
◙ Evacuation and Fire drills are conducted twice a year
◙ Fire Alarm is installed in M-I and M-II
◙ Emergency Lights are installed on emergency exits
◙ Protective health & safety equipment’s (gloves, masks, shoes, goggles,
ear plugs etc) are available for use.
◙ Ventilation, Lighting, and temperature control are adequate
◙ Clean bathrooms are provided to both male & female workers.
◙ Potable water is provided to the workers
◙ Health & Safety policy, relevant posters, safety signs, work
instructions, Internal & External emergency telephone numbers are
displayed at the relevant locations
◙ Evacuation Plans are available at the relevant locations; these plans
show the closest emergency exit and indication of current position,
◙ Accident records are updated and reviewed in the management review
meetings; Actions taken to prevent the recurrence are recorded.
◙ During the tests & real emergencies, handicapped employees are
assisted to evacuate from the area
 (Rehmat Flour Mills (Pvt.) Ltd. )
Activities during Emergency
In case of any emergency the following activities are carried out:

Notification
◙ Any body who sees an emergency situation should sound the nearest
alarm button and / or inform to security staff / Time office.

Evacuation

◙ On hearing alarm, all employees will evacuate through emergency

exits and gather at their respective assembly points.
◙ Shift in-charge or any nominated person will take roll call at the
respective assembly point.
◙ Safety Officer will immediately reach emergency spot and guide FFF
teams. Trained firefighters and first-aiders will perform their
respective duties to overcome the emergency.

◙ Admin Manager will arrange emergency vehicle which will be parked

outside Time Office in complete readiness during emergency.
◙ On hearing central alarm, all employees will report back to their place
of work and start work.

Contacting outside agencies

◙ Admin Manager / Time Office member will call to external agencies

for tackling the uncontrollable emergency situations.
◙ External agencies contacts are available at time office, telephone
exchange, notice-boards and main gate.

Shut Down of Certain Utilities & Services

◙ Considering the nature of emergency, all utilities & services e.g.

machines, Boilers, Generators or Electric supply etc are shut downed
by the concerned personnel / FFF team members.

Handling of Emergency

◙ FFF team incharge will guide their respective FFF teams as instructed
by the safety officer.
◙ The FFF teams will ensure that all employees are out to the safe
locations, emergency assembly areas. If injured employees are found,
they are to be carefully moved out of the affected area.
 (Rehmat Flour Mills (Pvt.) Ltd. )
◙ In case phone system goes down during a disaster, mobile phones are
available.

Review of Emergency Preparedness & Response

◙ The initial details if the accident is reported by department /section

head on accident notification report and submit it to HR department.

◙ An investigation team comprising of HR Manager, Safety Officer

and department head or his nominee will investigate major / critical
incidents. Accident investigation report will include:

▲ Analysis of the loss

▲ Cause of accident
▲ Contributory factors of accident
▲ Impact assessment

Recommendations will be documented as:

▲ Impact on Environment
▲ Impact on Human
▲ Preventive Maintenance
▲ Back up of data/File
▲ Contact Insurance Companies
▲ Re-establish Utilities & Communications
▲ Training needs (if any)

Re-establish Utilities & Communications

◙ During the disaster some of the utilities like electric, water, sewer,
Telephone, Networks, etc may have shut down, these are to be
restored by concerned personnel.
Benefits
 (Rehmat Flour Mills (Pvt.) Ltd. )
The company ensures that all employees working hours do not exceed 48 hours
per week.

A- Official working hours:

Shift General Morning Evening Night Remarks
Timing 9:30 AM 7:00A.M. 3:00 P.M. 11:00 P.M During Ramadan, the
To To To To timings for general
5:30 PM 3:00 P.M 11:00 P.M 7:00 A.M shift are from 8:00
A.M. to 3:00 P.M.
other shifts will work
as per routine.
Meal/Tea 1:00 PM 11:00AM 11:00 AM 11:00 AM For prayers during
Breaks To To To To working hours 15
2:00 PM 1:00 PM 1:00 pm 1:00 PM minutes break is
allowed in each shift.

B-Rotation between shifts of Production Department:

Shifts will be rotated on every Saturday for M-1 and on every Monday for M-2
in the following manner.

Shift Morning Evening Night

Week-1 A B C
Week-2 B C A
Week-3 C A B

◙ The company assures that overtime is only allowed in unavoidable

circumstances and does not exceed 12 hour per week per worker.

◙ Overtime is voluntarily worked and is paid at a premium rate:

I.e. Twice of Ordinary Rate of Pay

◙ Company will allow overtime in following circumstances:

▲ Absentee / Leave Adjustment
▲ Urgent Dispatches
▲ Late delivery from supplier
▲ Natural disaster
▲ National holidays

◙ Personnel department maintains records of working hours and

overtime of workers. All employees are required to swipe the
attendance card upon entering and exiting from their respective
departments for the purpose of duty.
 (Rehmat Flour Mills (Pvt.) Ltd. )
◙ The company provides one day off in every seven-day period.
Gazetted holidays in Pakistan are provided to all the employees.

Loan / Credit schemes

◙ Loan & Advances policy is addressed in Service Rules and accounts

are managed accordingly.

◙ Loans are recommended by the department head, reviewed by HR and

Personnel department and finally approved by MD. Loan and
advances are provided in a manner that it does not become impossible
for the worker to return or compensate the amount.

◙ Loan Records are available in accounts department.

◙ Workers are also given advance against salary on recommendations of

General Managers or Heads of Department, Personnel department and
HR department.
 (Rehmat Flour Mills (Pvt.) Ltd. )

Analysis the existing HR process

Recruitment process:

For recruitment purposes the requirements (education, skills, experience) etc are
approved by the managers and after that they use the following steps for further process:

1. Advertisement in the local newspaper

2. Reference people may directly contacted
3. The candidates asked to submit their CV/bio-data
4. The bio-data are scrutinized and the short listed candidates will be call for
interview.
5. Managing partner select the candidatures after taking the interview.
6. The candidates are hired on the temporary basis for 3 months and after that
satisfactory candidates hired on permanent basis.

Orientation and training:

Orientation of new employees includes:

 Orientation on administrative policies (e.g., working hours, leaves,

medical, disciplinary policies)
 Understanding of company mission statement
 Understanding of job responsibilities and authorities
 On-job training

The employee is then assigned specific tasks and assignments related to his
position and given on-job training. During the on-job training, his/her
performance is monitored.
 (Rehmat Flour Mills (Pvt.) Ltd. )
Appraisal:

Training needs of employees are continually identified by their departmental

heads/incharge as a result of following developments:

 Changes in services or operations

 New or revised procedures, or changes in the quality policy
 Inadequate performance of individuals or groups of personnel
 Results of internal quality audits
 Corrective & preventive actions

Performance Evaluation:

At the end of each year, MR initiates the performance evaluation of

company’s personnel based on the following criteria:
 Company’s objectives achievement
 Achievement of specific tasks
 Completion of assignments
 Management’s expectations
Wages:

 Wages are paid as per industry trend

 The company ensures that deductions from wages are not made for
disciplinary purposes.
 The composition of the salary is as follows
 (Rehmat Flour Mills (Pvt.) Ltd. )

Recommendations

Regarding to their existing HR process

Recruitment process:

For the recruitment process you must know the nature of the job and that must be
clearly defined in the job description. There are some other equipments are required for
the better recruitment process like fist of all make a succession plan for that particular job
and then for hiring a person these are the following helping hands:

• Internet base advertisement

• Constructing ADIA
• Applicant tracing
• On site visit
• Old workers as a source of candidates
• Minorities and women

With a pool of applications, the next step is to select the best candidates for the job.
Effective selection is therefore important and depends. To a large degree, on the basic
testing techniques.

To validate the testing techniques there are the following steps:

 Analyze the job

 Choose the test
 Administer the test
 Compare the test with criteria
 Make expectancy chart
 Cross validates and revalidate
 Test at work
 (Rehmat Flour Mills (Pvt.) Ltd. )
Types of test:

We must follow some of the important testing techniques for the better selection of
candidates:

 Intelligent test
 Physical abilities test
 Achievement test

Background investigation and reference checks are important when you are going to hire
a person.

Interview:

There are different interview techniques that must be used when the managing partner
taking interview of those candidates whose passed the test (with all defined techniques).

 Structured interview (interviews should always be structured)

 Behavior interview
 Job related interview
 Panel interview

After selecting the exact and appropriate candidate for that particular job the managing
partner is responsible to must describe the terms and conditions regarding to the job to
the employees. The management must prepare two type of form regarding to that
employee.

 Developing and using application form

 Equal opportunity and application form

Training:

Our company is already use on the job training so, On the job training also required
managerial training:

• Job rotation
• Action training
• Outsides seminars
But they have to make other training techniques for the improve performance of the
newly hired employees.

1. Simulated training
It includes off job training of the newly hired employees
 (Rehmat Flour Mills (Pvt.) Ltd. )
2. Appreciation training
3. Job instructional training
4. Lectures
5. Use audiovisual tools
6. Computer base training
7. Distance and Internet base training
8. Diversity training
9. Teamwork training

The training must be recorded on training form and noted in the employee personal file
that is maintained by the management.

External Training:

In case when the organization wants to train their personnel from the external
institution, Director Production nominates and approves the right person for the training.
MR makes arrangements for registration of persons in the course.
After completion of course, the concerned person submits a copy of course
certificate to MR. These certificates are filed in the personal record and the training
records of concerned employees are updated.
Appraisal

Performance evaluation must be included the following points defined as under:

 Central tendency
 Reduce Biasness
 Self-appraisal
 The improvement areas and the corresponding training requirements for next year
are also identified.

Wages and salaries:

Must be according to local labor laws, and salaries must be followed by proper salary
plan with all the incentives and commission.
 (Rehmat Flour Mills (Pvt.) Ltd. )

Conclusion:
Regarding Existing HR system

During the analysis of their existing human recourse system we seen that how
they are applying the Recruitment process (from job analysis to selection of
employees). For selection purpose of candidates they are applying interview for
testing the employee, according to their certain criteria, and candidates who meet
that criteria will be selected.

Orientation and on the job training will be arranged after the selection of
employees and the newly hired employees are posted on temporary job of 3
months for their practices, and employees having satisfied performance will be
permitted as permanent.

Appraisal will be conducted, and there are some key points that must be not
changed and must be same in all the departments. Performance evaluations of
employees are demeanor after a year. In that evaluation employees must be meet
some specific tasks like to achieve the objective of the company, achieve specific
assign tasks, complete the given assignments, and fulfill management
expectations.

Salaries and wages are paid to employees according to industrial trend, and other
direct and indirect financial payment and facilities are provided to the workers.
The company ensures that deductions from wages are not made for disciplinary
purposes.
(Rehmat Flour Mills (Pvt.) Ltd. )