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HRMi619: INTERNSHIP REPORT (HRM)
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Na me: Naveed Arshad ID: Mc070402070 Sessio n: Spring 2010 Dat e 04-02-2010
Department of Management Sciences, Virtual University of Pakistan
VIRTUAL UNIVERISTY OF PAKISTAN
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Letter of Undertaking
VIRTUAL UNIVERISTY OF PAKISTAN
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Scanned Copy Internship Certificate
VIRTUAL UNIVERISTY OF PAKISTAN
brought me to this height of knowledge by the benevolence of Almighty (ALLAH). VIRTUAL UNIVERISTY OF PAKISTAN iv . care and struggle against all odds.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY iv Dedication To my beloved parents and respected teachers whose utmost love.
Especially I am thankful to these peo ple of HRM Department who help in co mpleting my Internship in their organization. gentle su p ervisio n and enco urag e me nt t hro u g ho ut my int er nship. I would like to express my grat efulness to all my t eachers esp ecially for giving me kind g uid ance a n d providing me a chance t o work o n t his project right t hro u g h fro m t he st art my co urses. t h e Merciful. the Beneficent. VIRTUAL UNIVERISTY OF PAKISTAN v . Along with all this I am very awful to the Human Resource Depart ment of TEVTA and their cooperatio n during my stay in the organization.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY v Acknowledg ment First of all I am t hankful to Almig hty ALLAH. I am also t hankful t o all TEVTA Staff and training st aff for his valuable su g g estio ns. for giving me so much strengt h and strengt h t o work o n t his int er nship rep ort and co mplet e it successfully.
exa minatio n an d certificatio n syst e m and assess t he Manp o wer Training Needs in t he co nt ext of d o mestic and glo bal markets. TEVTA also providin g Training t o t heir e mployees and st u d ent s all over t he Punjab in vario u s t echnical co urses. as p er t heir d e man d. Technical Educatio n and Vocatio nal Training Aut hority (TEVTA) was set u p by Govern ment of t he Pu njab for pro mo ting & enhancing t echnical ed ucatio n & vocatio nal training in t he province. Anot her fu nctio n of TEVTA is Develo p a n d offer Need Based Short Co urses in t he sector of new t echnolo gies t o t h e Industry and also t o offer services for solutio ns reg arding associat e d pro d uctio n pro ble ms and est ablish a Staff Develo p ment Syst e m t o offer d e ma nd orient ed t eacher & instruct or training and u p gra ding p erfor mance.d ep art ment s of Hu man Reso urce Manag e me nt d e p art ment. One is Training Dep art me nt and seco nd o ne is Career Plannin g d e p art ment. TEVTA is o p erating abo ut 25 Technical institut es/colleg es. There are two su b. The prime aim of TEVTA is t o provide t echnically and skilled trained hu m an reso urces t o t he Industry in t h e province. TEVTA Regulat e and d evelo p st and ar ds of technical ed ucatio n and vocatio nal training inclu ding int ernatio nally reco g nized curriculu m. 303 vocatio nal instit ut es and 17 Service Centres t ot al 472 Institutions for t his purp o se & mor e t han 11000 Staff is working u nd er its u mbrella. 114 co mmerce colleg es. This rep ort briefly discussing the functio ns of HR dep art ment in VIRTUAL UNIVERISTY OF PAKISTAN 1 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 1 Executive Summery TEVTA was for me d by an Ordinance No XXIV of 1999 pro mulgat ed by Governor of t he Punjab. Government of Punjab p assed an ordinance t o provide for t he co nstit utio n of t he Technical Educatio n and Vocatio nal Training Aut hority (TEVTA) of t he Pu njab.
typ es of co mp ensatio n and be nefits. After g oing t hro u g h all t hese t o pics I have also inclu d ed Critical Analysis a n d SWOT analysis of organizatio n in t he service sect or. nat ure of t he organizatio n. d e mo tio n. Training Need Assessme nt (TNA). labo ur manag e me nt relatio ns. I have also present ed t he org anizatio n hierarchy chart wit h d et ails of each d ep art me nt and intro ductio n. I go int o t he assig n me nt s wit h d et ails given by t he int ernship su p ervisors wit h d et ail of each assig n ment. resig natio n and retireme nt I have also discussed t he pro mo tio n. Aft er t hat read er will find co nclusio n and reco mme n d atio n for improve me nt of services. recruit ment an d selectio n. sep aratio ns. transfer. so urces of candid at es. Perfor mance Appraisal.d e p art ment s. Next I explained t he HR needs. I spent go o d time in learning and learnt to d eal wit h different sit uatio ns and had exp erience of organizatio n enviro n ment. employme nt selectio n process. This report also inclu ding t he su g g estio ns and point s o ut t he area in improvement s can be. I have also given t h e co m ment s o n organizatio n struct ure t hat what is t he imp act of organizatio n hierarchy o n different fact ors and I have also discussed t he d ecisio n making imp act. service lines of TEVTA organizatio n. org anizatio n jo b chang es. ter minatio ns. Next I described HRM dep art me nt hierarchy and its su b . In t his rep ort I briefly discussed t he bu siness sect or of TEVTA org anizatio n. hist ory of t he organizatio n. chain of co mman d and sp an of co ntrol. layoff. I wo uld like t o VIRTUAL UNIVERISTY OF PAKISTAN 2 . I have also discussed t h e brief intro d uctio n of my d ep art ment where I worked in and wro t e t h e d et ailed d escriptio n of o p eratio n and activities of t he d ep art me nt s I worke d in.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 2 TEVTA. perfor mance ap praisal. In t his report I have explained all my o bservatio ns and exp erience go t in TEVTA during my int er nship t enure reg ar ding HRD.
VIRTUAL UNIVERISTY OF PAKISTAN 3 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 3 hig hlig ht t hat my experience wit h TEVTA org anizatio n was very me mo rable and full of learning’s.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 4 Table of Contents S. Main offices d. Business volu me d. Number of employees c. No Description Introduction Of Technical Education Sector 8-Brief introduction of the organization’s business sector 9-Overview of TEVTA a. Nat ure of TEVTA c. Descriptio ns of t he o p eratio ns/ activities of the d e p art ment s b. Employees Recruitment & Selection Page No 1 3 4 4 4 9 10 13 13 14 22 24 25 25 26 28 36 36 36 39 39 39 41 41 4 Sources of candidat es Employment selection process VIRTUAL UNIVERISTY OF PAKISTAN . Starting & ending d at es of int ernship c. Organizational Hierarchy chart b. Introductio n of TEVTA Secretariat Lahore b. Pro d uct lines e. 14-Functions of HR Department a. Co mp etit ors 10-Organizational Structure a. Depart ment hierarchy b. Descriptio ns of t he t asks assig ne d 13-Structure Of The HR Department a. Descriptio ns of Su b Dep art me nt s. Descriptio n of t he d ep art me nt s 12-Training Program a. Nu mb er of employees c. Introductio n of all depart ments e. Human resource planning and forecasting HRP process Forecasting HR requirements Metho ds to forecast HR needs b. History b. Comments on the organizatio nal structure 11-Plan Of Your Internship Program a.
Performance Management Setting performance standards & expectations How performance reports are written e. Labor Management Relations 15-Critical Analysis a. Weaknesses c. Fut ure prosp ects 16-SWOT Analysis a. Success and failure b. Organizational Career Management Employee jo b changes Job changes with the organizatio n Pro motio n Transfer Demotion Separations Layoff Termination Resignation Retirement g.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 5 c. Employee Compensation & Benefits Type of co mpensation & benefits f. Strengt hs b. Threats 17-Conclusion Evaluatio n & Assessme nt 18-Recommendations For Improvement Solutio n of Discrep ancies 19-Reference & Sources Used 20-Annexes 42 46 46 47 56 57 57 57 57 58 59 59 60 60 61 62 65 66 67 68 68 67 70 71 72 VIRTUAL UNIVERISTY OF PAKISTAN 5 . Training & Development Training need assessment Employee develo p ment d. Op p ort u nities d.
TEVTA playing very imp ort ant role for Re-en gineering a n d co nsolid at e t he existing t echnical ed ucatio n and vocatio nal training syst e m u nd er o ne ma nag e me nt struct ure. exa minatio n and certificatio n syst e m and assess t he Manp ower Trainin g Need s in t he co nt ext of do mestic and glo bal markets.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 6 8-Brief introduction of the organization’s business sector The nat ure of t his organizatio n is t o d evelo p a skilled workforce for t he local ind ustry. Ano t her fu nctio n of TEVTA is Develo p and offer Need Based Short Co urses in t he sect or of new t echnolo gies to t he Industry and also t o offer services for solutio ns regar din g associat ed pro d uctio n pro ble ms and est a b lish a St aff Develo p me nt Syst e m t o offer de ma n d orient ed t eacher & instruct or training and up gradin g p erfor mance. TEVTA Est ablished clo se relatio nships wit h vario us sect ors of eco no my na mely Agricult ure. Services an d Co mmerce. TEVTA also provides business solutio ns t o industrial units. ind ustry. TEVTA Regulat e and d evelo p st and ar ds of t echnical educatio n and vocatio nal training including int ernatio nally reco g nized curriculu m. TEVTA develo ps t he skilled and t echnically exp erience d workforce for local industries. VIRTUAL UNIVERISTY OF PAKISTAN 6 .
Govern ment Technical Training Centres Govern ment Technical Training Instit ut es Govern ment Vocatio nal Training Instit ut es Govern ment Co m mercial Training Institut es Govern ment Polyt echnic Institut es Govern ment Colleg es of Technolo gy TEVTA in service sector also providing technical solutions to the industry. D.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 7 E D U C A T I O N & T R A I N I N G SE C T O R Labour Market Bachelor of Technology (B. Com. Courses of different levels and of different duration are being offered in TEVTA institutions to address the public and VIRTUAL UNIVERISTY OF PAKISTAN 7 .E.) Technical Education M. Com. B.Com & DBA Apprenticeship Training Certificate G-II & G-III Certificate Vocational Diploma/ Certificate Commerce Education Vocational Training High School Middle School Primary School TEVTA is eng ag ed in imp arting t echnical ed ucatio n and vocatio nal training t hro u g h its 411 instit utio ns which fall und er t he below mentio n e d cat eg ories.Tech.A. It registers the organizations through website interface and provides the solutio n of their pro blems registered with TEVTA.) Diploma of Associate Engineers (D.
co mmerce and vocational training education and occupied the large part of technical educatio n sector in Punjab. TEVTA develo ps the curricula with the consultatio n of industry sector like leat her. All institutes registered with TEVTA are funded by TEVTA. TEVTA approves PC-1 and issues the finance to the concerned institutes. TEVTA is in direct relationship with industry sector. VIRTUAL UNIVERISTY OF PAKISTAN 8 . purchasing machinery and co nstruction of institute buildings. textile and agriculture.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 8 employer’s demand. B-Tech (Pass) and B-Tech (Honour) are also offered in Government Colleges of Co mmerce and Government Colleges of Technolo gy”. free training materials is provided by t he institutio ns and students are supported with stipend. educatio n sector. agriculture. TEVTA in education sector providing technical. In educatio n sector TEVTA provides the cheap est education and training to their students that low cost syllabus books and practical and in so me cases TEVTA charge no fee fro m students. “Degree courses for B-Co m. co mmerce and service sector. TEVTA helps all registered institutes with procurement. In addition to vocational / technical courses of up to 3 years.
In 1999 all t echnical instit ut es in Punjab st art ed registratio n wit h TEVTA aut hority. PSIC was est ablished by t he g overn ment of Punjab t o su p p ort. The sessio n was co nd uct ed of all t echnical instit ut es in 1999. d evelo p ment and pro mo tio n of all small ind ustrial units in Pu njab. XXIV of 1999 pro mulg at ed by t h e Governor of t he Punjab t o fulfil t he nee ds. Lahore has est ablished its help-Desk wit hin t he pre mises of Chamb ers of Co mmerce & Industry. want s and workforce of local industry by utilizing t he vast network of training instit utio ns. VIRTUAL UNIVERISTY OF PAKISTAN 9 . a. Mission Statement To enhance glo bal co mp etitiveness in Punjab. To assist / help t he local ind ustry by utilizing its vast network of training institutio ns. In 1999 TEVTA st art ed work and st art serving t he all t echnical instit ut es in t he Punjab an d co nd uct first acad e mic sessio n in Punjab.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 9 9-Overview of the organization TEVTA is a Technical Educatio n & Vocatio n Training Aut hority bo ar d who is respo nsible for t he t echnical ed ucatio n & training t hro u g ho ut t h e Punjab. qu alified and exp erienced faculty. The TEVTA bo ar d was fully functio nal at t he end of year 1999 and all acad e mic activities st art ed u nd er TEVTA bo ard in 1999. t hro u g h a qu ality an d pro d uctive workforce by develo ping d e ma nd driven st and ar dized. dyna mic and int egrat ed t echnical ed ucatio n and vocatio nal training service. Lahore. History TEVTA in collaboratio n wit h Cha mb ers of Co mmerce & Ind ustry. In 1999 PSIC hand over many t echnical institut es t o TEVTA aut hority. It is for me d by an Ordinance No. t o achieve t he o bjectives of t he project. Before TEVTA many t echnical instit ut es were working ind ep en d e ntly or u nd er PSIC (Punjab S mall Industries & Export Corporatio n).
b. providin g services t o all t he instit ut es. Service Lines TEVTA has a very lo ng list of services providing. d. c. For this purpose TEVTA board has established PBTE (Punjab Board of Technical Education). The list of TEVTA’s pro duct line is given below. Training Educatio n and vocatio n Educatio n. Courses Offered Degree B. TEVTA provides full funds and services to all registered institutes. TEVTA also provides business solutions t o industrial units. TEVTA has 17 Service Centres in all over t he Punjab. TEVTA providing Co mmerce Educatio n.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 10 Service Volume TEVTA’s business volu me is spread t hro u g h o ut t he Punjab serving 459 colleg es. Nature of TEVTA TEVTA is a vocational authority bo ard who is respo nsible for vocatio n training all over the Punjab. TEVTA offering many typ e of short and associat e engineering co urses in all over t he Punjab. TEVTA playing very important role for Re-engineering and consolidate the existing technical education and vocatio nal training system under o ne management structure. There are 472 vocatio nal colleges who are working under TEVTA. 45000 st u d ent s enrol every year in TEVTA an d PBTE. And planning. organizing.Tech Auto & Diesel Chemical Civil Mechanical Duration 2 2 2 2 years years years years VIRTUAL UNIVERISTY OF PAKISTAN 10 . And PBTE (Punjab Board of Technical Educatio n) is also working u nd er TEVTA. The nature of this organization is to develop skilled workforce for the local and int ernational industry. leading and controlling all vocational institutes.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 11 Refrigeration & Air Conditioning Electrical Electronics Auto and Farm B.Tech (Hons) Auto & Diesel Electronics and Co mmunicatio n Chemical Civil Mechanical Refrigeration & Air Conditioning Electrical Auto & Diesel Electronics and Co mmunicatio n DAE Architecture Auto & Diesel Chemical Civil Mechanical Refrigeration & Air Conditioning Auto and Farm Auto mation Bio Medical Computer Information Technology Electrical Electronic Textile Weaving Technology Foundry & Pattern Making Instrumentation Printing & Graphic Arts Textile Spinning Welder Food Technology Teleco m Petroleum Petrochemical Dress Designing & Making Diploma 2 2 2 2 2 2 2 2 2 2 2 2 2 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years years VIRTUAL UNIVERISTY OF PAKISTAN 11 .
Com Graduation Degree B.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 12 Diplo ma in Electronics Publishing Technology Higher National Diplo ma (Teleco m) Higher National Diplo ma (Chemical) Higher National Diplo ma (Electronics) Higher National Diplo ma (Mechanical) Higher National Diplo ma (Textile) Diplo ma in Co mmerce Diplo ma in Information Technology Diplo ma in Office Management Post Diploma Bio Medical Technolo gy Environmental Control Technology Commerce Education Master Degree M.Com Diploma (2 year) Diplo ma in Business Administration Diplo ma in Co mmerce Diplo ma in Information Technology Diplo ma in Vocational Girls Certificate Certificate in Co mputer Applications Certificate in Co mputer Applications Spoken English Spoken English Vocational Education Vocational Diploma (1-2 years) Diplo ma in Co mmerce Diplo ma in Information Technology Dress Designing & Making Diplo ma in Vocational Girls Diplo ma in Vocational Girls Diploma G-II (2 years) Diplo ma in Co mmerce Diplo ma in Information Technology Dress Designing & Making Diplo ma in Vocational Girls Diplo ma in Vocational Girls 1 year 2 Years 2 Years 2 Years 2 Years 2 Years 2 Years 1 year 1 year 1 Year 1 Year 2 Years 2 Years 2Years 2 Years 1 Year 2 Years 3 6 3 4 Mo nt hs Mo nt hs Mo nt hs Mo nt hs 2 Years 1 Year 2-Year 2 Years 2 Years 2 Years 1 Year 2-Year G-II 2 Years 2 Years VIRTUAL UNIVERISTY OF PAKISTAN 12 .
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 13 Diploma G-III (1 year) Mechanical (G-III) Refrigeration & Air Conditioning (G-III) Auto and Farm (G-III) Electrical (G-III) Electronics (G-III) Auto & Farm Machinery (G-III) Auto Electrician (G-III) Auto Mechanic(G Carpent er (G-III) Commercial Arts / Graphics (G-III) Computer and Electronics (G-III) Computer Operator (G-III) Draftsman Civil (G-III) Draftsman Mechanical(G Electrician (G-III) Fitter General (G-III) Industrial Electronics (G-III) Machinist (G-III) Mechanist (G-III) Painter (G-III) Electronics Application (Radio & TV) (G-III) Tractor and Auto Mechanic (G-III) Welder (G-III) Computer Hardware (G-III) General Mechanic (G-III) Motor Winding (G-III) Tailoring (G-III) Woo d Work (G-III) Auto Mechanic(Diesel (G-III) Auto Mechanic(Petrol) (G-III) Heating Ventilation Air Conditioning (HVACR) (G-III) Turner (G-III) Electrical Wiring Technician (G-III) Machine Shop (G-III) Bulldozer Operator (G-III) Textile Printing (G-III) Office Secretary (G-III) Mill Wright (G-III) 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year VIRTUAL UNIVERISTY OF PAKISTAN 13 .
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 14 Sports Goo ds Leather Work (G-III) Sports Goo ds Wood (G-III) Office Management Assistant (G-III) Dress Designing & Making (G-III) Machine Embroidery (G-III) Beautician (G-III) Hair and skin Care (G-III) Fashion Designing (G-III) Certificate Refrigeration & Air Conditioning Auto and Farm Auto & Farm Machinery Auto Electrician Carpent er Computer Operator Computer Operator Electrician Machinist Mechanist Welder Driving Motor Winding Plumber Plumber Plumber Tailoring Tailoring Woo d Work Auto Cad Auto Cad Auto Mechanic(Diesel) Auto Mechanic(Petrol) Certificate in Co mputer Applications Certificate in Co mputer Applications Electronics Equipment Repair Ho me Appliances & Repair Heating Ventilation & Air Conditioning Mason/Bricks Layer Tractor Operator 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 1 Year 6 6 6 6 6 3 6 6 6 6 6 3 6 3 12 6 3 6 6 3 6 6 6 3 6 3 6 6 6 6 VIRTUAL UNIVERISTY OF PAKISTAN 14 .
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 15 Turner Electrical Wiring Technician Machine Shop Bulldozer Operator Sheet Metal Civil Surveyor Mo bile Repairing Mo bile Repairing Certificate in Co mputer Graphics Wireman Paint Polish Electrical Appliances Machine Process for Woo d Furniture Motor Cycle Mechanic Dress Designing & Making Dress Designing & Making Hand Embroidery Hand Embroidery Knitting Hand Machine Embroidery Machine Embroidery Beautician Beautician Certificate Vocational Girls (1 Year Certificate) Diplo ma in Vocational Girls (Additional) (Diploma 1 Year) Handicraft Industrial Stitching Machine Operator Leather Work Painting Painting Rural Poultry Spoken English Spoken English Stain Glass Painting Cooking & Baking Domestic Tailoring Drawing & Designing Electrical Mechanical (Vocatio nal ) Diplo ma in Vocational Teacher Training (Diploma 1 Year) 6 6 6 6 6 6 3 6 6 6 6 6 6 6 3 6 3 6 3 3 6 3 12 12 12 6 3 3 3 6 6 3 4 3 3 3 3 6 12 15 VIRTUAL UNIVERISTY OF PAKISTAN .
Competitors There is no t any co nsid erable co mp etit or in Punjab Province.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 16 Decoration Printing English Language e. 3 3 3 VIRTUAL UNIVERISTY OF PAKISTAN 16 .
Manag er Inquiry and 5.Manag er Establish me nt. 1. The Secretary TEVTA. 2. Chairman TEVTA Secret ary TEVTA COO Chair man PBTE Chairman TEVTA has the final authority in TEVTA to make amend ments in TEVTA organization Structure. 4. Relatio ns Manag e Manag er Manag er Manag er HRM Establish men Inquiry Legal All Manag ers of TEVTA. And all manag ers are also report ed t o t heir General Manag ers. To achieve the main o bjective of the TEVTA structure is designed which is given asunder. COO (Chief Operating Officer) and the Chairman of PBTE (Punjab Board of Technical Education) is reported to Chairman TEVTA.Manag er Hu man Reso urce Manag e me nt (HRM).Manag er Pu blic Relatio ns (PR). COO TEVTA General Manag er Finance General Manag er SCs General Manag er HRM General Manag er Projects General Manag er Op eratio n General Manag er Acad e mic 17 VIRTUAL UNIVERISTY OF PAKISTAN . Organizational Hierarchy chart Organizational hierarchy is the formal framework by which job tasks are divided. 3. grouped and coordinated. Secretary TEVTA Manag er P.Manag er Legal matt ers are make rep orts t o Secret ary TEVTA.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 17 10-Organization Structure a.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 18 Chairman PBTE Trad e Testing Board (Develo p me nt Cell) General Manager Finance Manag er Audit Manager Finance Manager MIS General Manager Human Resources Manager Career Planning Manag er Training General Manager Projects Manag er Works General Mana g er Operatio ns Manager Planning Manag er Op eratio ns-I Manag er Op eratio ns-II Manag er Mo nit oring Manag er Technical General Manager Academics Manag er AA Manag er AT Manag er Curriculu m Manag er R&D VIRTUAL UNIVERISTY OF PAKISTAN 18 .
(E) Manager M&E (E) ZN-N (A) ZM-C (A) ZM-S (A) Manager (AA) (M) Manager Apprenticeship (J) Manager Curriculum (A) Manager (A&C) (K) 07 DMs 07 DMs 07 DMs (A) (A) (A) Principals Principals Principals VIRTUAL UNIVERISTY OF PAKISTAN 19 . GM Service Centers (O) Manager Development (N) Manager Accounts (M) Manager Finance (A) Manager Works (N) Manager Projects (N) Manager Service Centers (F) Manager Training (A/R) Manager Career Planning (P/R) Manager Ops.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 19 General Manager Service Centres Manag er Service Centres Organizatio n Hierarchy Chart Organization Structure Of TEVTA Chairman TEVTA BOARD Director (R&D) (D) Secretary/C.I (E) Manager Ops.O. (A) District Boards of Management Chairman (PBTE) Manager PR (I) Manager Legal (C) Manager HRM (A) Manager Enquiry (S) Manager Estt (B) GM Finance (A) Manager (MIS) (M) GM (Projects) (N) Manager (Admin) (Z) Advisor (P&P) (G) GM Operations (A) GM Service Center (L) GM HRM (K) GM Academics (A) Dy. GM Finance (L) Dy. II(E) Manager Tech.O.
9. Wo o d Working Service Centre. 6. Gujrat. 5. Jhang VIRTUAL UNIVERISTY OF PAKISTAN 20 . 10.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 20 b. 16. Offices Public Relatio n Office Gulber g Hu man Reso urce Manag e me nt Office Gulberg Career Planning Office Gulberg Establish ment Office Gulber g Op eratio ns Manag e me nt Offices Gulber g Inquiry Office Gulberg Research and Develo p ment Office Gulber g Curriculu m Office Gulber g Service Cent ers Office Gulberg Training Office Gulber g A&D Office Gulber g Acad e mic Audit Office Gulberg Project Manag e me nt Office Gulber g Administratio n Office Gulber g Examinatio n and Certificatio n Office Gulberg Govt. Govt. Wo ol Spinning & Weaving Cu m-Training Centre. Wazirabad. 7. 11. 308 3285 20 162 12 2 3789 PSIC 2 663 0 0 0 0 665 Total 465 11778 44 233 70 33 12623 Vacant 145 3183 21 87 20 11 3467 c Main Offices Sr# 1. 8. 21. 13. 12. Gujranwala. Cutlery & Small Tools Industry Service Cent re. Gujranwala. 20. 2. Light Engineering Service Centre. Institut e of Leat her Technolo gy. 4. 3. TEVTA Secretariat Institutes Zonal Office DM Office RDAT Development Cell Total 155 7830 24 71 58 31 8169 TEVTA Employees. 17. Number of Employees Civil Employees. 14. 19. 18. 15. Instit ut e of Ceramics. Gujrat.
Weaving & Finishing Centre Shahd ara Knitwear Hosiery Centre. Centre for Agricultural Machinery Industries. co nd ucting st aff training. Recruit ment and selectio n of p eo ple. Shahd ara. Kot Add u (Pro ductive/Service Centre) Wo o d Working Service Centre. 26. 31. Record Maint enance. Polyt echnic Instit ut e. Sialkot Cantt. Shahd ara. VIRTUAL UNIVERISTY OF PAKISTAN 21 . enq uiry matt ers. 28. ame nd ment s in service rules and u nio n mat t ers. Weaving & Finishing Instit ut e. Pak Ger man Instit ut e of Coo p erative Agricult ure. Mult an Instit ut e of Blue Pott ery Develo p me nt. Employee’s p erfor mance evaluatio n Evaluatio n p erfor mance and improve organizatio nal p erfor mance Jo b Evaluatio n Jo b analysis Develo p jo b Descriptio ns/ p o sitio ns according t o t he organizatio n nee ds.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 21 22. Faisalabad d. Govt. Employee’s pro mo tio ns and transfers. Issuance of vacancies of civil employees. Introduction of All Departments Human Resource Management Department The main functio n of Hu man Reso urce Manag e me nt d ep art ment is t o recruit ment. Govt. 23. handling p ensio n cases. 24. 29. Main fu nctio ns of HRM dep art me nt. 27. Govt. Multan (Pro ductive/Service Centre) Wo o d Work Centre. Staffing. service matt ers. Rawalpindi Met al Industry Develo p me nt Centre. 25. handlin g pro mo tio n cases. 30.
Trraining need assessment. Finalization of No minatio ns. Career Planing Department Career planning depart ment is working under Human Resource Management depart ment. Career planning depart ment of TEVTA is focusing on to motivate their VIRTUAL UNIVERISTY OF PAKISTAN 22 . Career planning depart ment is a new personnel function. If t here is any d evelo p ment in TEVTA curriculu m and sallybus t hen training d ep art me nt co nd uct t he training pro gram for t eacher fo r effectiveness in st u dies. Training d ep art me nt is resp o nsible for co nd ucting trainin g pro gra ms.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 22 Training Department Training d ep art ment is a su b d ep art ment of Hu man Reso urces d e p art ment. Plan training and evaluation. Prepare Annual Training Plan/ Calendar. Proposal of no minatio ns after short listing.. Matters relating with curriculum % manuals. Pedago gy Trainigs. Venue & Master Trainer Monitoring of Training activity. Data entry in MIS. Create training or develop ment specification. Training d ep art me nt assess t he weak areas of t he org anizatio n’s e mployees and co nd uct t he training pro gra m for t he m. At the end of training program co nducting Feed back fro m students. Main fu nctio ns of Training Dep art me nt. Preparation of cost / budget estimates & release of funds. Study gap analysis. Forward No minations to P&D. All skill up-gradatio n trainings.
Developing of jo b specificatio ns and jo b descriptions. Main function of Financial Management depart ment Policy forming. Leave Account Termination of contract Control absent eeism Short leave and late Attendance Fianancial Management Financial Management depart ment handles the all mo ney & tax matters of and manages the financial resources of TEVTA and also leads the Administratio n depart ment of TEVTA. Financial dicipline Financial analysis Tax matters Bugdeting Auiditing Internal Audit 23 VIRTUAL UNIVERISTY OF PAKISTAN . Guidance of students. Career planning depart ment also help and cooperate with all internees came in TEVTA. and organization employees. Maintaining of so me sort of HR records of employees. Conduct of worksho ps/seminars for Placement Officers. Financial Management depart ment performs the extensive respo nsibilities. Placement of Internees under NIP. internees. Career planning depart ment of TEVTA has deep focus on individual employee potentials for pro motio n towards the organizatio n needs and opportunities. Main functions of Career planning depart ment .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 23 employees towards their jo bs with high efficiently and effectiveness.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 24 Physical Stocktaking Preparation of financial statements Sanctioning of Purchase Cases Release of Salary Develop ment of Annual Budget and all procedures till approval Handling Financial Assistance Cases GPF Advance. any kind Transport of security depart ment. Diary and and to Dispatch carry out depart ment. Tenders open in the presence of purchase committee and t he Bidders Examining demand & preparing advertisement Submitting advertisement to Public Relatio n section Request for interview schedule to Appointing authority Short listing of candidates Call letters are issued VIRTUAL UNIVERISTY OF PAKISTAN 24 . Funeral Grants Pension of PSIC Employees Release of LFA Administration Department Administration depart ment perform all managerial functions. It handles three further depart ments. Maintenance of time in / time out register. Number of approval for local vehicles Record keeping of diary and dispatch. Functions of Administration depart ment Recruit ment of contract employees in TEVTA secretariat and institut es all over the Punjab. Marriage. store depart ment arrangements. store section and transport section. LFA.
To deal with Chief Minister’s co mplaint cell. Marriage grants and funeral grants. Managing all kind of leaves such as. extra ordinary leave. Finance assistance cases. Governments Circulars and Notifications.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 25 Preparation of Marks Sheets/Files Consolidated marks sheet for signatures Establishment Department Functions of Establishment depart ment Examination & Give proposal Final shaping of the Case for getting Approval of the Co mpetent Authority Preparing summary For S&GAD / Finance etc Issuance of NOC to the no minee Decision / Minutes are put up for approval of authority to convey for implement ation Coordinate meeting Receiving Co mplaints Preparing the case for pro be / inquiry Amend ments in service rules of TEVTA Postings and transfers House building advances Matters relating to PBTE. Deputation of cases. earned leave. medical leave. Finalize the parawise VIRTUAL UNIVERISTY OF PAKISTAN 25 . Legal Department Legal depart ment is respo nsible for preparatio n of cases and pro posals o n TEVTA activities to help TEVTA to avoid from legislations. study leave.
corruptio n. corruption. coordinate with curriculum depart ment and VIRTUAL UNIVERISTY OF PAKISTAN 26 . prepare the charg e sheet / penal of enquiry officers / depart mental representative. approval of action plans industry visits. exercise market research.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 26 co mments and submit to the co mpet ent aut hority. preparation of organization plans. Research and Development Department Research and develop ment depart ment is respo nsible for overall develop ment of TEVTA and its institutio ns. training need assessment and to coordinate with curriculum depart ment for in develo p ment of curricula. Functions of inquiry depart ment is to generate enquiry report. conducting enquiry of absence. get signed the parawise co mments fro m the Authority. Enquiry depart ment receive the cases of enquiry fro m grade 17 scale officers t o 22 grade scale officers fro m all over the Punjab. subversive activities and disciplinary actions. inefficiencies and activities against state matters. present the rough draft of parawise co mments. absence record of teacher and employees all over t he Punjab. meetings with the stakeholders. attend the Court on each date of hearing & present /explain the case if necessary. They investigate t he activities/cases against the state in TEVTA institutions and all district managers and zonal managers. Enquiry Department Enquiry depart ment is respo nsible of conducting enquiry of inefficiencies. Research and Develo p ment have to identify new trades and technolo gies in the market and TEVTA intuitions all over the Punjab. review of draft TNA report. Functions of research and develop ment depart ment. The co mpet ent aut hority of Enquiry department is secretary TEVTA. file the parawise co mments in the Court. misconduct. misconduct. attend the Court on each dat e of hearing and present /explain the in the Court and to provide legal o pinio ns to TEVTA authorities. put up the court order to the authority for implement ation.
They develop the curricula of 3 year DAE classes. supervise and coordinate research and develo p ment activities in Punjab and to identify technolo gies trades at new intuitions Curriculum Department The respo nsibility of Curriculum develop ment is to develop the curricula of TEVTA institutions. manu al revisio n co m mitt ee and manu al evaluatio n co mmit t ee. B. attendance registers. They check student’s practical copies. institutes operating manual. Approval of MDC / MRC / MEC Prep aratio n of manu al Approval of curricula below 3 years. Academics/Academic Audit Department The main respo nsibility of Academic Audit depart ment is to conduct audit of all institutions registered by the TEVTA all over the Punjab. But they have they authority of authenticatio n the curricula of courses below the period of 3 years. 1 year. curricula revisio n co m mitt ee and curricula evaluatio n co mmit t ee. play ground and practical VIRTUAL UNIVERISTY OF PAKISTAN 27 .Tech classes. Curriculum depart ment evaluates revision and develop the curricula. Functions of Curriculum depart ment Pro p o sal for curricula d evelo p me nt co m mit t ee. to plan. Academic Audit depart ment audit the teachers lesso ns and the co mpletion of lesson during the specified time period. Scrutiny of Pro p o sal Approval of CDC/CRC/CEC Pro p o sal for manu al d evelo p me nt co mmitt ee. 6 mo nths and 3 mo nths courses.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 27 keep on eye o n changes & develop ment in sallybus. training manual. 3 years a curriculum is approved by the NEVTEC the higher authority of TEVTA.
To ensure timely circulatio n of newspapers to all officers of TEVTA. They are also respo nsible to prepare academic calendar for all institutio ns all over the Punjab and for PBTE. Public Relation Department A public Relation depart ment is respo nsible for all kind of media advertisements and co mmercials. To prepare press release for publications in media. They are respo nsible Function of Public Relations depart ment To attend the meetings and presentatio ns functions of TEVTA to make coverage in electronic & print media. To prepare interview forums of chairman & secretary TEVTA.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 28 equipments. To prepare reply of all anti news for publications in the concerned newspapers. To make advertisement plan to pro mot e Technical Education. Institutes Constitutio n of inspection co mmittee Requisition of Proposals for Academic Calend ar fro m all concerned Preparation of draft Academic Calendar Approval of Academic Audit Report Evaluating performance of all institutions. Management Information System department VIRTUAL UNIVERISTY OF PAKISTAN 28 . Functions of AcademicsAcademic Aduit depart ment Preparation of Rolling Plan for Academic Audit Vetting of Academic Audit Report Submissio n of Academic Audit Report to Operations Depart ment Submissio n of Academic Audit Report to concerned institute Follow up of Academic Audit Reports Issuance of NOC to TEVTA and Non TEVTA Govt.
section of equipment and machinery cases. develop ment of software according to the organization needs and wants. t o process institute funds. Application Develop ment and Maintenance Network & Software Installation and Maint enance Reports Generation Database & Server Management Website Update and Maintenance Provide hardware assistance to all depart ment s. supervision of ADP VIRTUAL UNIVERISTY OF PAKISTAN 29 . data backups. reports generation. processing of public and private partnership as per requirements. issuance of minutes of meetings of zonal managers meetings. Installation of software on request. Operations Department Operatio n depart ment is respo nsible the overall operation of the TEVTA Secretariat and all institutio ns. preparing cash plans. process of ad mission cases. vetting of advertisement. co mmencement of new short courses. hardware and software matt ers of TEVTA. process of all transfers. Receive data fro m depart ments for data entry. demotio ns and posting cases. Functions of MIS depart ment Data Entry / Updates Develop ment of software according to the organizatio nal needs and wants to make data available at any time when it is required. Operations depart ment is respo nsible for examination. co mpetition ad ministrative matters. It handles networking.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 29 MIS depart ment of TEVTA handles all co mp uter. database management of all section and data entry of all sections provided by depart ments. new construction cases. software maintenance. network cabling. mo nitoring the pro per utilizatio n of revenue in ADP schemes. arranging special scholarships.
assessment of staff positions.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 30 schemes. collecting and updating of all kind of records and mo nitor and evaluate the TEVTA and all institutes pro gress. VIRTUAL UNIVERISTY OF PAKISTAN 30 .
Public Relatio n. It’s very facilitating the co mmunication flow fro m down to to p and top to down. Curriculum.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 31 e. Project. Training. And all General Managers are centralized chain of command because they are reported to COO (Chief Operating Officer). Everyone in the depart ment has separate skills and efficient & specialized in a specific course. Managers have Deputy Manager and then a Co mputer Operator. Comments on Organization Structure Departmentalization TEVTA organization is divided into different depart ments o n the basis of function approach. Service Centers. Human Resource Management. This is the o bjective hierarchy where every one is assigned with tasks and respo nsibilities and everyone is reported to their senior. This makes the work co mplet e quickly. Legal. Inquiry. Academics and Operatio n depart ment. Career Planning. General Manager is reported to COO and COO is reported to Chairman TEVTA. Research and. Assistant Manager & Clerk and lower scale staff is reported to Deputy Manager and Deputy Manager is reported to General Manager. Junior and Senior Clerks and Naib Qasids. TEVTA organization hierarchy is work specialization work is separated int o many steps every work is done the work specialist. Depart ments have this type of hierarchy system. Establishment. This is the best hierarchy system chosen by the TEVTA Board. VIRTUAL UNIVERISTY OF PAKISTAN 31 . There are many depart ments in TEVTA Secretariat. All General Managers have one Manager. COO and then all General Manager leading all depart ments. Workforce is grouped toget her in depart ments according to their skills and activities. TEVTA organization is headed by the chairman.
B. Therefore TEVTA span of control is smaller because there is 5-6 employees under top management and decision making is do ne by the t o p management. Often 90% decision is made by the General Manager. All decision is made by the Chairman. Computer Operators and N. Formalization TEVTA is a government organizatio n therefore there is every work is hig h formalized. Clerks. bot h are to General Manager. Centralization In TEVTA all decisions are made by the TEVTA top management.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 32 Chain of Command The chain of co mmand of TEVTA organization structure is top to botto m approach. Only when Government passed new ordinance then employees needs so me sort of supervision. Like chairman to COO and TEVTA secretary. Secretary and GMs. Therefore centralization is very high. General Manager to Manager and Manager to their Assistants. All types or works are done according to the rules and regulations set by the government and TEVTA management. VIRTUAL UNIVERISTY OF PAKISTAN 32 . Span of Control In this structure all employees are specialized in their tasks therefore they need lesser training and supervision fro m top management. COO.
District Sialkot VIRTUAL UNIVERISTY OF PAKISTAN 33 . in Punjab. District Jhang 9. District Narrowal 28.Y Khan 32. District Mianwali 20. District Shekhupura 35. District Bahwalnagar 5. District Lodhran 25. Districts Covered By TEVTA Board 1.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 33 11-Plan of Your Internship Program a. District Gujrat 27. District Gujranwala 11. District Muzafargarh 23. District Vehari 2. District Khushsab 16. District Bhakar 30. District Attock 4. District Rajanpur 24. District Pakpattan 29. TEVTA also provides business solutions to industrial units. District Mandi Bhaudin 17. District Khanwal 13.G Khan 7. In Lahore TEVTA Board was established in 1999. District Lahore 19. District D. Introduction of TEVTA Secretariat Lahore. District Multan 18. District Chakwal 6. District Toba tak singh 3. District Rawalpindi 31. TEVTA playing very important role for Re-engineering and consolidate the existing technical education and vocational training system under o ne management structure. District Hafizabad 14. District Layyah 22. District Sahiwal 33. An authority of Punjab Government having status of “Special Institutio n” is engaged in imparting demand driven Technical Education & Vocational Training through network of 411 institutions. The nature of this organizatio n is t o develop skilled workforce for the local and international industry. District Nankanasahib 26. District Sargho da 34. District Kasur 15. District Okara 21. District R. District Bahawalpur 8. District Jhelum 12. TEVTA was formed by an Ordinance No XXIV of 1999 pro mulgated by Governor of the Punjab to assist and control all technical institutes of the Punjab. District Faislabad 10.
Starting and Ending Dates of My Internship Program Starting Date: 01-12-2009 Ending Date: 15-01-2010 c. Skilled Punjab. Departments Where I Got Training During My Internship Program Human Resource Management Depart ment (3 weeks) Career Planning Depart ment (1 Week) Training Depart ment (1 week) VIRTUAL UNIVERISTY OF PAKISTAN 34 . To poverty alleviation. To provide cheap educatio n. To provide vocational education. b. Vocational & Co mmerce education to pro duce skilled work force co mpatible with the demands of industry and co mmercial sectors of the Province Company Objective To provide technical education.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 34 Vision Statement Skilled Punjab Poverty alleviation TVET at doorsteps. To provide educatio n at doorsteps. Mission Statement Provision of quality Technical.
Hu man Reso urce Develo p ment (HRD) Coordinatio n & arrang e ment s of meeting for pro mo tio ns. Employee’s p erfor mance evaluatio n Jo b Evaluatio n Jo b analysis Develo p jo b Descriptio ns/ p o sitio ns according t o t he organizatio n nee ds. Detailed description of the operations of department I worked in Human Resource Management Department The main functio n of Hu man Reso urce Manag e me nt d ep art ment is t o recruit ment. Training Department Training d ep art ment investigat e t he weak areas o f t he org anizatio n’s e mployees and co nd uct t he training pro gram for t he m. ame nd ment s in service rules and u nio n mat t ers. handling p ensio n cases. co nd ucting st aff training. handlin g pro mo tio n cases. Employee’s pro mo tio ns and transfers. enq uiry matt ers. Record Maint enance. Issuance of vacancies.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 35 12-Training Program a. Develo p jo b sp ecificatio ns according t o t he org anizatio n nee ds. TEVTA ha est ablishe d VIRTUAL UNIVERISTY OF PAKISTAN 35 . Recruit ment and selectio n of p eo ple. Staffing. Co mp e nsatio n and be nefits. service matt ers. Approving aut hority of all manag erial fu nctio ns. Main fu nctio ns of HRM dep art me nt.
Main fu nctio ns of Training Dep art me nt. No fee charg ed for training its to t ally free training pro gra ms.. Training Cycle diagra m IDENTIFY TRAINING NEEDS EVALUATE (INTERNAL & EXTERNAL) EXAMINATION & CERTIFICATION SET OBJECTIVE EXECUTE TRAINING LIST KNOWLEDGE BUILD CAPACITY OF STAFF DEVELOP TEACHING & LEARNING RESOURSES For training TEVTA pays 40% of t heir expenses. Like TSTP. Study gap analysis. If t here is any d evelo p ment in TEVTA curriculu m and sallybus t hen training d ep art me nt co nd uct t he training pro gram for t eacher fo r effectiveness in st u dies. Course is based o n 10% to 20% t heory and 80% practical. Trraining need assessment. VIRTUAL UNIVERISTY OF PAKISTAN 36 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 36 training d ep art ment for co nd uctio n training pro grams for civil and co ntract e mployees and t o manag e short co urses. Stu d ent s are su p p ort ed wit h stip end. Training process.
Orientatio n of internees Leave Account Termination of contract Control absent eeism Short leave and late Attendance VIRTUAL UNIVERISTY OF PAKISTAN 37 . Develop ment of guidelines for Placement Officers. Finalization of No minatio ns. Data entry in MIS. Venue & Master Trainer Monitoring of Training activity. Condcut career planning saminars. Maintaining of so me sort of HR records of employees. Deals with all internees. Preparation of cost / budget estimates & release of funds. Build pathways for employees. Proposal of no minatio ns after short listing. Pedago gy Trainigs. and organization employees. Career Planing Department Career planning depart ment of TEVTA is focusing on to motivate their employees towards their jobs with high efficiently and effectiveness. Forward No minations to P&D. Main functions of Career Planning depart ment . internees.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 37 All skill up-gradatio n trainings. At the end of training program co nducting Feed back fro m students. Developing of jo b specificatio ns and jo b descriptions. Placement of Internees under NIP. Guidance of students.
General Manag er HRM assig ned me ma ny assig n ment s d uring my int ernship p erio d. In the 60 years of Pakistan life it was the first time when every organizatio n tried to check the performance of each employee electronically. Correction in KPIs and other mistakes in “data item”. To debat e with them in meetings and correctio n in process flow charts. Tasks given by the General Manager in regards to KPIs Developing the process flow charts in PPT slides of all TEVTA depart ments. To collect KPI data fro m all depart ments of TEVTA which are over 11. The whole TEVTA was caught in the fascination of KPIs. General Manager instructed me the met ho dolo gy of develo ping KPIs and its formatting in power point and MS word. In cooperate of all KPIs developed in PPT slides and MS Word by TEVTA depart ments in a master file of MS Word & PPT. VIRTUAL UNIVERISTY OF PAKISTAN 38 . “data source” and weight age columns. There I worked u nd er t he General Manag er of HR d e p art ment Sir Asif Wasee m. The Chief Minister Punjab issued the order to all Punjab organizatio n to develo p KPIs softwares to check the performance of each employee fro m to p to botto m. He is t he General Manag er of HR dep art me nt and leading Training and Career Planning d ep art ment. Detailed Description of the tasks assigned me various departments. Human Resource Management Department & Training Department I sp ent first t hree weeks in Hu man Reso urce d ep art ment. Performance Appraisal Development and formatting of KPIs (Key Performance Indicator) First day General Manger gave me the assignment of KPIs (Key Performance Indicator). These assign me nt s and its d et ail are given b elow.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 38 b.
To intimate the co ncerned depart ment about the mistake did by them. MS word file is called Ram file. After meeting we prepared the minutes of meeting. Here General Manager ordered me to make minutes of meetings and coordinate with Assistant Manager Human Resources. VIRTUAL UNIVERISTY OF PAKISTAN 39 . Then we develop the KPIs on behalf of that procedure of functio ns. After this all procedures I handed over that KPI to all concerned depart ments to make further develop ment because of so me vague procedure and KPIs. To find out mistakes of repetition. Then we develo p the procedure of defining the procedure of functions of each depart ment and assign the colours of each depart ment to develop their KPIs in provided format and colours. Then General Manager conducted a conference meeting on KPIs and validat ed the procedures of functio ns performed by the organization. Then I did co mpariso n between KPI and Word file index numbers. Development of KPIs First General Manager gave me the assignment to develop the formatting of KPIs in Power Point slides and MS word. Attend the meetings of KPIs in conference hall and Civil Secretariat Lahore. After 10 days I collected the KPIs fro m all depart ments and incorporat e them in slides and MS word file and did formatting. Then we conduct the meeting on KPIs and describe the procedure of developing the KPIs. To make verification of points between Power Point slides and KPIs in MS word format.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 39 To make co mparison between KPI index and its heads. It was the long procedure it took 2 days in verification and find out so me sort of repetition mistakes and technical English writing mistakes. Soon after that all advancements a meeting co nduct ed in Civil Secretariat Lahore.
After co ming back we conducted the meetings o n it again and the described the mistakes to all depart ments pointed out by I&C wing of Civil Secretariat Lahore. I&C wing pointed our several mistakes in slides and MS word file and guided us how to make and define the procedure of functio ns of all depart ments.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 40 Chief Minister Punjab has established an I&C wing to coo perate with all depart ments of Punjab and help them in developing the KPIs. VIRTUAL UNIVERISTY OF PAKISTAN 40 . I&C wing is a consultant group established by the Govt of Punjab. how to break-up the functions int o further steps. I attended this meeting and learned a lot about KPIs and meetings ethics. This was my first and very goo ds experience in a very co mpetitive environment amo ng TEVTA officers and I&C wing consultants. In Civil Secretariat Lahore meeting o n KPI.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Developing of Process Flow Chart in Power Point slides and MS Word Format Process Flow of Training Department in Power point
184.108.40.206 Principals/Top Management 220.127.116.11 Manager Training 18.104.22.168 General Manager (HRM) 22.214.171.124 Manager Training Finalization of Nominations, Venue & Master Trainer
Identify Training Areas
Prepare Annual Training Plan/ Calendar
Approval of Training Plan
Provision of Curriculum & different proformas to Principal of venue
Deputy Manager Issuance of detailing letters & instructions
126.96.36.199 Manager Training
188.8.131.52 Deputy Manager
Monitoring of Training activity
Conduct of training at venue
Preparation of cost / budget estimates
184.108.40.206 GM (F&A)
220.127.116.11 Deputy Manager
Corrective measures for improvements
Analysis of feedback of participants
18.104.22.168 Deputy Manager
Release of Funds
22.214.171.124 Principal of Venue
Data entry in MIS
Disbursement of funds
In starting of developing KPIs, we develop the process flow of every depart ment; I and General Manager conducted many meetings in TEVTA conference roo m and help the depart ments in creating accurate process flow, I experienced manager should have goo d knowledge of process flows of depart ment as whole.
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TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
After develo ping process flows of all departments, my team focused o n key activities which can be measured in terms of time, date and nu mbers. General Manager HRM stated that every General Manager, Director, Manager, Deputy Manager and Assistants should have maximum 6 KPIs; it should not more than fro m six nor less. After finalization of process flows KPIs are extracted fro m flow charts. It became very easy to extract KPIs fro m process flow chart of a depart ment or a manager. This is a process flow of training function of TEVTA Training depart ment that how they conduct training. First they identify the areas of training, then they develop the training schedule accordingly, then approval fro m co mpet ent authority and finalization of training venues. This is how they co nduct training. When process flow of functio ns is co mpleted then the stage of KPI develop ment co mes. During developing of KPI fro m process flow chart we keep o n eye on when a assignment is co mes to a manager and when manager or co mpet ent put up the case for further proceedings. Fro m this we can extract that o nly actual performance can be measured with KPIs. The performance can be measured in KPI which is time to time or day to day. That when case is submitt ed to the Manager Training and what was the due date of put up the case for further proceedings or in how many days a case should be forwarded by him or her. How many he spend in a case, if he or she lattes in putting up the case for further proceedings then his/her marks or points will be deducted accordingly described in the KPI. This is a small piece of work which I did in HRM depart ment with t he help and coo peration of Training Depart ment. Key Performance Indicators: 126.96.36.199 188.8.131.52 Issuance of Training Calendar by 15th December. In-time issuance of letters as per SOP
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TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Timely provision of training materials Subactivity Is Data Measurement Data Data Presently Weight Methodology Item(s) Source(s) Being age % Collected?
Issuance of Prepare Training Annual Comparing Calendar Training with due Date by Plan/ date 5th Calendar December, 2009 i. No. of Monitoring Visits ii. No. of Monitoring reports. iii. No. of Corrective Measures taken
Feed back fro m the training participants No. of trainees entered into database.
This is the key performance indicators derived fro m process flow chart.
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This assignment is required to be attentive during meetings and note the each and every point roughly on your paper and record all messages and orders given by the leader of the meetings and further it required goo d co mmand on English. Circulate the Minutes of Meetings in TEVTA Secretariat After preparing the minutes of meetings wether they are conducted in TEVTA secretariat or in a civil secretariat I and clerical staff circulate the minutes of meetings in TEVTA secretariat.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 44 MS Word Format Career Planning Department Preparing of Minutes of Meetings Manager Career Planing and General Manager Human Resources gave me the assignments of preparing of minut es of meetings coordinatio n and with he help of Assistant Manager Human Resources. Evaluation. All are direct to read the jo b descriptio n in front of General Manager. Development. screening. In my six week internship period I attended all meetings conducted in conference hall in TEVTA Secretariat Lahore and prepared the minutes of meetings with the help of Assistant Manager HR. correction and formatting of standard Job Description and Specifications Along with the develop ment of KPIs General Manager Human Resources assigned me the assignment of to study Job Description of HRM depart ment and correct and point out mistakes weather they are theoretical or mistake in technical English writing. We had to circulate the minutes of meetings after within two days after meetings. On 3rd January 2010 GM HRM conducted a meeting o n Job Description in which all Managers and Deputy Managers and Assistant are invited. Assistant Manager HR gave me samples of minutes of meetings and described me the met ho dology of preparing of minutes of meetings. VIRTUAL UNIVERISTY OF PAKISTAN 44 .
Casual leave record maintenance Personal File Maintenance I have also maintained perso nal file of employees which is co nsist of educational documents. Career Planning Depart ment and Human Resource Depart ment. pro motio n documents. Rafaqat attached wit h me to in JDs assignment. Then I and Deputy Manager Sir Rafaqat Ali prepared and reviewed the JDs of Training depart ment. For this assignment I searched o n internet and downloaded sample jo b descriptions and other jo b descriptions of Assistant Managers and prepared the Job descriptio n of her. Huma Kashif was newly appointed on the post of Assistant Manager. Record Maintenance of Employees 1. Service book maintenance 3. After this meeting General Manager Human Resources engaged me to work on JDs in the light of meeting held on JDs and Deputy Manager Mr. actually she was transferred fro m Enquiry depart ment to HRM depart ment.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 45 In this meeting General Manager pointed out many mistakes in JDs. Assistant Manager Miss. earned leave record sheets. new appoint ments and 45 VIRTUAL UNIVERISTY OF PAKISTAN . Earned leave record maintenance 4. appoint ment orders. Assistant Manager Huma Kashif’s jo b description was no t prepared therefore I prepared her jo b description according to the TEVTA job description formatting in the light of meetings and tips given my General Manager Human Resources. appointments. explanatio ns on misconduct and negligence to its duties and other service documents. Personal file 2. joining orders. earned leave encashment orders. joining order. Personal file of every employee is maintained separately personal file is consist of educational documents. pay fixation sheet.
any leave without pay and earned leave records which are verified by the head of accounts depart ments and countersigned by the HOD. pay fixation after pro motion. Daily Attendance register is used to record the presence absence of employees then fro m the daily attendance register. The punctuality. Dispatch & Mail received register maintenance I have also maintained Dispatch Register of letters. regularity and absent eeism and turn over of the employee can also be derived fro m daily attendance register. Response to the Mails Received It’s a very important duty of the ad min staff to respo nd to the mail received fro m the different depart ments. Assistant Manager provided me all informatio n that how to do these all work happens.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 46 pro motion documents. Daily Attendance and Casual Leave /Register Maintenance In TEVTA I have also maintained Daily Attendance. Maintenance of Commercial/Official Files General files/co mmercial files that are maintained to put the documents relate to the different mail sent to different organization. Dispatch register is used to record the address and subject of the letter that is being send and mail received. Service bo ok is maintained of every employee individually. These contains the records regarding intial appoint ments. This register is used to record mail received fro m external organizations. casual leave record is maintained accordingly to the rules of the organization. annual increments. offices. During my internship period I have also read emails of General Manager and took print the print of important emails. pay scales. Service book maintenance I have also little bit maintained of service book of employees. Assistant Manager told me t hat how to maintain dispatch register and recording of mails. It also include explanation orders on misco nduct or nonprofessional behaviour of employees and subsequent answers to explanatio ns. individuals of 46 VIRTUAL UNIVERISTY OF PAKISTAN .
M D. Number of Employees There are 10 e mployees in Hu man Reso urce Manag e me nt d ep art me nt.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 47 institutio ns and also the documents regarding payment sanctio ns to the Gas. Electricity and Wasa. 13-Structure of HR Department a.M General Manag er Perfor ms all fu nctio ns with t he help of t hree mana g ers. Department Hierarchy COO General Manager (HRM) Manag er (Training) Manag er (Career Planing) D. VIRTUAL UNIVERISTY OF PAKISTAN 47 . b. Authorities and general orders relating to ad min or official tours etc.M D.M D.
B Deputy Assist ant Manag er Assist ant Manag er Assist ant Junior Clerk Assist ant Junior Clerk Manag er Career Planning leads t he CP Dep art ment. and t hen all su bordinat es work und er t he su p ervisio n of Dep uty Manag er. Sub departments Career Planning Department Manager Career Planning Perso nal Staff Steno /C Op eratio n. Career planning depart ment is a new perso nnel function.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 48 c. Career planning depart ment of TEVTA is has deep focus o n individual employee potentials for pro motion towards the organization needs 48 VIRTUAL UNIVERISTY OF PAKISTAN . In su bordinat es t here are two Assist ant Manag er who t hen have two su bordinat es like Assist ant and Junior Clerk. Career planning depart ment is working under Human Resource Management depart ment. Means right man for the right jo b with the right skills at t he right time. Driver and N. Dep uty Manag er Reports t o Manag er Career Planning. This Jo b Descriptions were prepared the career planning depart ment to find out the peo ple with the right skills for the vacant jo bs in TEVTA. Today’s mo st pro gressive organizations ado pting career planning depart ments who really want to boost their employee’ careers. In starting days General Manager (HRM) assigned me a assignment to study the Job Descriptions (JDs). Career planning depart ment of TEVTA is focusing on to motivate their employees towards their jo bs with high efficiently and effectiveness.
Training pro grams are co nd uct ed for vario us t o pics. developing of jo b specifications and jo b descriptions. conducting seminars. In year 2010 TEVTA has settled a t arg et of training of 200 employees. Training d ep art me nt is resp o nsible for co nd ucting trainin g pro gra ms. maintaining of so me sort of HR records of employees. Training d ep art ment is a su b d ep art ment of Hu man Reso urces d e p art ment. If t here is any d evelo p ment in TEVTA curriculu m and sallybus t hen trainin g d e p art ment co nd uct t he training pro gra m for t eacher for effectiveness in st u dies. and organizatio n employees. Guidance of students. int ernees.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 49 and o pportunities. Training d ep art me nt investig at e t he weak areas of the org anizatio n’s employees and co nd uct t he training pro gra m for t he m. Training Department Manager Training Deputy Manag er Deputy Manag er Deputy Manag er Assist ant Manag er Assist ant Manag er Assist ant Manag er Assist ant Manag er Assist ant Manag er Assist ant Manag er Manag er Training has t hree Dep uty Manag er and t hen furt her each Deputy Manag er has 2 Assist ant Manag ers. Training d ep art me nt VIRTUAL UNIVERISTY OF PAKISTAN 49 . deals with all internees. conduct career planning seminars. orientation of internees. Career planning depart ment also help and cooperat e with all internees came in TEVTA. placement of Internees under NIP.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 50 has sp ecial focus o n e mployee’s perfor mance and g et feed back fro m t h e m o n regular basis. VIRTUAL UNIVERISTY OF PAKISTAN 50 .
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 51 14-Functions of HR Department and Forecasting a. who p erfor m t heir duties wit h efficiency and effectiveness. According t o current assessmen t now a day t ot al nu mb er of e mployees in TEVTA are working 11000. No . Anot her cause for new hiring is t hat already mo st of sanctio ned p o st s are vacant. Wit h t he help of t his infor matio n knowled g e abo ut vacant po st s are 129 at all t he instit ut io ns and o t her d ep art ment of t h e TEVTA. So aft er g etting full infor matio n abo ut vacant po sts and new po sts for new instit utio ns t hen aut hority will be in a po sitio n to fulfil t he fut ur e d e ma nd. So Hu man reso urce planning in TEVTA is a go o d sig n for get tin g fut ure o bjective/ g o als. Wit h t he help of Hu man Reso urce Planning and Forecasting hig her aut hority will be in a po sitio n t hat t hey fulfil t he fut ure need of hu man reso urce for achieving t he organizatio nal go als and strat egies.do u bt d e man d for e mp loyees is t he result of d e man d o f t he institutio ns in all over t he Punjab. (1) Assessing current hu ma n reso urces and (2) Assessing fut ure hu ma n reso urce needs. In TEVTA General Manag er (HR) distribut es a pro for ma for gettin g knowled g e abo ut vacant po st. Day to day nu mb er of instit utio ns is increasing as a result hu man reso urce will be increased. For t his purpo se a pro for ma is est ablished by t he HR d e p art ment which is given as u nd er. Hu man reso urce planning and forecasting is do ne wit h t he help of two st eps. Human Resource Planning and Forecasting Hu man reso urce planning means a process by which manag ers ensur e t hat t hey have right nu mb ers and kind of employees in t he rig ht place and at t he right time. VIRTUAL UNIVERISTY OF PAKISTAN 51 .
No Designation Scale 1 2 3 4 5 VIRTUAL UNIVERISTY OF PAKISTAN 52 . Vacant Since Why Reasons needed? How now? are you doing Sr.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 52 RATIONLIZATION OF VACANT POSTS Wing____________ Department___________ (Abolish/Don’t Recommendation Abolish) Rationale.
Recruitment and selection of employees from sub-offices is the internal source of recruitment. Interview schedule is finalized by Appointing Authority 10. Consolidated marks sheet for signatures by Assistant Manager Admin 15. Short listing of candidates by Assistant Manager Admin 8. Vetting of Finance Section for Budget availability by DGM Finance 3. Preparation of Marks Sheets/Files by Assistant Manager Admin 12. Submitting advertisement to PR Section by Deputy Manager Admin 5. Applications received in D&D by Manager/Incharge (D&D) 7. Advertisement of the post by Manager Public Relation 6. skilled development etc.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 53 b. Call letters are issued by Assistant Manager Admin 11. Request for interview schedule to Appointing authority by Deputy Manager Admin 9. Examining demand & preparing advertisement by Deputy Manager Admin 2. Interviews of the candidates are conducted by Committee 14. Accord of approval for advertisement by Chairman 4. Employee Recruitment and Selection Sources of Candidates Internal Sources Internal source of recruitment and selection is the employees already employed in the organization through promotion. Issue orders by Deputy Manager Admin VIRTUAL UNIVERISTY OF PAKISTAN 53 . Employm ent selection process 1. External Sources In external sources TEVTA recruit the employee from labor market and by advertising its posts in electronic and print media. Arrangements for interviews Assistant Manager Admin 13. Signatures of members by Committee 16.
o Behavio ur of t he e mployee o Counselling record. Training and Development Training Need Assessment Training need s for st aff shall be id entified by t he Head of Depart ment s eac h year based o n t he following records: o Backgro u nd of t he e mployee.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 54 c. which inclu d es jo b d escriptio n and individual training record. o Perfor mance analysis. VIRTUAL UNIVERISTY OF PAKISTAN 54 .
# Name of the Instructor Training Needs Designation Trade/ Technology / Course Area for improvement Proposed Duration of Training Signature of the Instructor VIRTUAL UNIVERISTY OF PAKISTAN 55 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 55 TRAINING NEED ASSESSMENT FORM Name of Institute:_________________ District:______________ S.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 56 Need Assessment Process in TEVTA Identificatio n of TEVTA’s Pro ble ms Tracing Pro ble ms t o t heir Main Causes and Reco g nizing Individual (Group) Perfor mance Pro ble ms Jo b Analysis Perfor mance Stand ar ds Perfor mance Appraisal Det er mining Perfor mance Improve me nt Needs Sep arating Training fro m No n-Training Solutio ns Training Need s and Solutio ns Non-Training Needs and Solutions Infor matio n for Develo ping Training and No n Training Objectives and Pro gra mmes VIRTUAL UNIVERISTY OF PAKISTAN 56 .
Wit h t he help of t he st ep we can id entify t he pro ble m. functio nal. etc. Profitability. wro ng or inefficient eq uip me nt and facilities.S and JD sho uld be match ot herwise p erfor mance of t he p erso n will no t be well. geo grap hic. We have to id entifying a n d co mp aring two levels of perfor mance: t he st and ar d / d esired p erfor mance level and t he current /r eal p erfor mance. However we co uld id entify causes such as lack of co m mu nicatio n. Step 5: The results of t his co mp ariso n will show t he perfor mance gap betwe e n p erfor mance st and ar d and act ual achievement s. J. This gap ma y remove wit h t he help of trainin g and no n-training nee d assessme nt. Step 6: VIRTUAL UNIVERISTY OF PAKISTAN 57 . and t o co ncentrat e o nly o n t ho s e individuals who are t he so urces of t he pro ble ms.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 57 Explanation of the model Step 1: Step 1 is t o identify t he existing org anizatio nal pro ble ms reg ardin g Pro d uctivity. Step 2: Step 2 is to trace and id entify t he main causes and locatio ns o f pro ble ms. discipline. Step 4: Step 4 analyses jo b req uire me nt s and t he act ual behavio ur of t he jo b hold er. and Quality. The difference between t hese two levels is t he p erfor mance g ap. Step 3: This st ep enables us t o avoid t ot al analysis of t he training nee ds of all t he manag e me nt t ea ms in an org anizatio n. po or morale. Actually Jo b Specificatio n and Jo b Descriptio n have a go o d link wit h each ot her. At the same time we co uld identify precisely t he main loc atio ns inclu ding t echnical.
was published in the Punjab Gazette (Extraordinary. For this pur po se Research an d Develo p ment d ep art me nt forecast t he new trend s in t he market an d give pro po sal t o Training d ep art me nt t hen training d ep art me nt co nd uct training pro gram t o u p grad e t he skills of e mployees. d. VIRTUAL UNIVERISTY OF PAKISTAN 58 . t he co nclusio ns reached are translat ed int o sp ecific o bjectives and Pro gram mes for training and actio ns. (act xii of 2006) An act to provide for proceedings against the employees in government and corporation service in relation to their efficiency.) dated 17 Octo ber 2006. Performance Management Settings performance standards and expectations Discipline and accountability act 2006. Discipline and Accountability Act 2006.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 58 This analytical exercise will be pursu ed in step 7 by sep arating no ntraining needs fro m training needs and su g g esting t he required no n -trainin g solutio ns in ad ditio n t o training solutio ns. and. assented to by t he Governor of the Punjab on 13 Octo ber 2006. It provides measures for improvement of efficiency. Step 8: In st ep 8. commencement and application This Act may be called the Punjab Employees Efficiency. discipline and accountability. Employee Development Training d ep art ment co nd uct t he skills u p grad atio n pro grams of TEVTA civil and co ntract employees. it is hereby enacted as follows 1. extent. discipline and accountability of employees in government and corporation service and matters connected therewith or ancillary thereto. Short title. this Act was passed by the Punjab assembly on 2 Octo ber 2006.
Retired employees of government and corporation service. Employees in corporation service. How performance reports are written ACR is t he mo st imp ort ant record for t he assess ment of an officer / official . For mat of perfor mance rep ort is given as und er. provided that during t heir service or Proceedings u nd er t his Act are initiat ed against t he m wit hin o ne year of t heir retirement.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 59 It extends to the whole of the Punjab. It shall co me into force at once. It shall apply to Employees in government service.At t he same time qu ality of ACR is a measure of t he co mp et ence of t h e Reporting Officer and Co u nt ersig ning Officer. VIRTUAL UNIVERISTY OF PAKISTAN 59 .
I.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 60 FOR OFFICERSIN GRADE 16 AND ABOVE GOVERNMENT OF THE PUNJAB UR-50 CONFIDENCIAL Na me of t he Depart me nt_____________ Na me of t he service___________ PERFORMANCE EVALUATION REPORT For t he p erio d fro m_______________________ To __________________________ PART I N. Grad e wit h present p ay_______________________________________________ 5. Training received ___________________________________________________ Na me of co urse att end e d Country Fro m Dat e Na me of Institutio n and To VIRTUAL UNIVERISTY OF PAKISTAN 60 . Name (in block lett ers) ______________________________________________ 2.C NO: 1. service_________________ 4. Fat her’s /Husband Na me_____________________________________________ 3. Knowled g e of lang u ag es (Please indicat e proficiency in Speaking (S) Reading (R) And writing (W) ___________________________________________________ 8. Ho b bies___________________________________________________________ 9. Post held d uring t he p erio d ___________________________________________ 6. Dat e of Birt h______________Dat e of entry in Govt. Acad e mic Qualificatio ns _____________________________________________ 7.
Dat e: ____________________ Signat ure of t he Officer To be rep ort ed u po n. Perio d served: a) In present po st______________ b) Und er rep orting officer____________ 12.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 61 10. Jo b d escriptio n (Set o ut bro adly in ord er of imp ort ance t he main d uties p erfor med. please see para 9 of instructio ns. Dat e of t he last annu al me dical check up ______________________________ 13. ‘A1’ Very Goo d ‘A’ Goo d ‘B’ Averag e ‘C’ below averag e ‘D’ Poor For unifor m int er pret atio n of qu alities list ed in t hese parts two extre me shad es are mentio ned ag ainst each it em. The rating in parts II. Also mentio n any sp ecial work assig ned during t he p erio d) _________________________________________________________________________________ _________________________________________________________________________________ __________________________________________ 11. Spo use _________________________________________________________ 14. VIRTUAL UNIVERISTY OF PAKISTAN 61 . The rating d eno t ed by alp ha bet s is as follows. III. I her by certify t hat I have initiat ed /co u n t ersig ned t he rep orts of my su bor dinat e. & IV sho uld be r ecord ed by initiating t h e ap pro priat e box.
OVERALL GRDING IN PART II VIRTUAL UNIVERISTY OF PAKISTAN 62 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 62 PART-II PERSONAL QUALIFICATION A A B C D 1. Hesit ant Unst able. Unimpressive 7. Balanced Uncert ain.App erance and Bearing Creat es excellent impressio n Clumsy. Und erst anding and Tolerance Consid erat e & Coo p erative 6. Co nfid ence and will power 3. Adapt ability Exceptio nally co nfid ent and resolut e Mat ure. Inflexible Lacks ability t o ap pr eciat e o t her’s point of view. Unsymp at heti c 5. Int elligence Exceptio nally brig ht Excellent co mpr ehensio n Dull: Slow 2. Emotio nal st ability 4. Immat ure Alert & hig hly resp o nsible Rigid.
Attitu d e t owards Islamic ideolo gy Deeply mo tivat ed. Accept ance of respo nsibility Irrepro acha ble. 6. Knowled g e of Islam 2. Enlight ened 3. Int olerant VIRTUAL UNIVERISTY OF PAKISTAN 63 . Devio us. Accept ance of respo nsibility Always pr ep ared t o t ake o n resp o nsibility even in difficult cases. Syco p hant Well read A A B C D Narrow and su p erficial Indifferent. Ho nest. 5.Foresig ht Anticipat es Handles pro ble ms Dull. Reluct ant t o t ake o n resp o nsibility. Ability t o pro d uce co nstructive ideas Full of id eas always co mes u p wit h ing enio us solutio n t o pro ble ms fertile. Will avoid it whenever p o ssible Unscru pulo us. Straig htforward 4. Has t o be t old what to t hink.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 63 PART-III ATTITUDE 1.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 64 pro ble ms and plans ahead. Reha bilit ee u nd er pressure Imp ert ur ba ble and exceptio nally reliable at all time 9. Perseverance and d evotio n t o d uty Resolut e. Initiative & Drive Bold and Ent erprising. 7. Financial Respo nsibility Exercises du e care in discipline. Jud g e me nt Makes co nsist ently so u nd pro p o sals/ d eci sio ns 10. carries a t ask t hro u g h t o t he en d 12. Immat ure Irresp o nsible Neglig ent and Disint erest ed Hau g hty. Unsymp at hetic and VIRTUAL UNIVERISTY OF PAKISTAN 64 . Behaviors wit h pu blic Court eo us and Helpful o nly aft er t hey arise Timid and Diffid ent Confused and easily illustrat ed even u nd er nor mal pr essures Lacks balance and co nsist ency. 11. Dyna mic 8.
accu mulat es no arrears Always pro d uces work of Indecisive. Work a) Out p ut b) Quality Very lo gical and d ecisive Always u p t o d at e . Vacillating Always behing sched ule. Knowled g e of work Always precise. clear and well set o ut. Analytical ability Picks o ut t he essentials wit ho ut wasting time o n irrelevant d et ails. Ineffective VIRTUAL UNIVERISTY OF PAKISTAN 65 . Very slow dispo sal. OVERALL GRANDING IN PART III PART IV PROFICIENCY IN JOB 1. Puts acro ss co nvincingly & co ncisely. 4. Clumsy & Vagu e. 3.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 65 ill behaved. Has a t horo u g h grasp of t he knowled g e relevant t o his jo b. Do est no t know eno u g h a bo ut t he pr esent jo b. Ability t o t ake decisio n 6. 13. Sup ervisio n & Guidance Organizes & uses st aff and o t her reso urces effectively 5.Power of Expressio n a) Writt en b) Oral 2. Generally Lacks co ntrol Ineffective Seldo m sees b elow t he surface of a pro ble m.
project imple ment atio n. In ot her cases give yo ur assessment of relative pro portio n of (1) routine cases (ii co mplicat e d cases/ sit uatio ns (iii) policy cases/crisis situatio ns d ealt wit h by t he officer. Nu mb er 9 inp art 1. 6. (B) Counselling: was t he officer advised t o improve voiding instructio n No. Also indicat e whet her furt her training is req uired for increasing his effectiveness and if so. t o what asp ects and wit h what results? (C) Assessment of performance: Please co mme nt o n how effective t h e officer has bee n in t he p erfor ming t he d uties me ntio ned at A. in which areas. during t he p erio d u nd er rep ort? If so. t ax collectio n etc. (D) Inspection of Subordinate Offices: Please indicat e whet her insp ectio ns were carried o ut reg ularly by t he officer and insp ectio ns reports wer e VIRTUAL UNIVERISTY OF PAKISTAN 66 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 66 exceptio nally hig h q u ality 7.g. OVERALL GRADING IN PART VI pro d uces work of p o or q uality. PART V (A) Pen-picture: Please co mme nt o n any particular stro ng or week point s wit ho ut rep orting earlier part of t he report. Also co m me nt o n t he officer’s co ntributio n t o t he overall perfor mance of yo ur office/ org anizatio n esp ecially 9in the lig ht of any nu merical measur e e. Examinatio n results for t eaching st aff or ot her ap plicable ind ex such as profit ability. Also indicat e t he fut ure po stin g co nsid ered mo st suit able for t he officer.
(E) Field Tour: of insp ectio n Please also co mme nt o n st eps t aken for rep ort and guid ance provided to his Please co mme nt in int erest t aken by t he officer in syst e matic and reg ularly field t o urs.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 67 co mplet ed pro p erly in time. imple ment atio n su bor dinat es.111 and IV give yo ur g eneral assessme nt of t he officer by initialling t he ap pro priat e box below. Useful Not useful (F) Usefulness for further retention in service: PART VI Co mp aring him wit h ot her officers of t he same level and keeping in view t he overall grading in p arts. 11. (a) Overall Grading By Reporting Count ersig ning Officer (I) Equalled by very few officers (Very Go o d ) (II) Bett er t han t he majority of officers (Goo d) (III)Equals t he majority of officer (Averag e) (IV)Meets bare minimu m st and ar ds (V) Unsatisfact ory (Poor) (b) Fitness for promotion Count ersig ning By Reporting By Officer By VIRTUAL UNIVERISTY OF PAKISTAN 67 .
If the officer has bee n assessed fit for pro mo tio n wo uld yo u be prep ared t o accept him in t he hig her grad e? If no.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 68 Officer (i) Fit for accelerat ed pro mo tio n (ii) Fit for pro mo tio n in his t urn (iii) Not yet fit for pro mo tio n (IV) Unlikely to pro gress furt her Officer (c) Integrity (i) Ho nest (ii) Corru pt (iii) Report ed t o be Corru pt Yes No Na me of t he Reporting Officer……… … … … … … … … … …Signat ure……… … … … Desig natio n……… … … … … … … … … … … … … … … …. Na me__________________________________________Signat ure______________ Desig natio n_____________________________________Dat e__________________ (b) REMARKS OF THE SECOND COUNTERSIGNING OFFICER (IF ANY) Na me__________________________________________Signat ure______________ VIRTUAL UNIVERISTY OF PAKISTAN 68 .Dat e: ……… … … … … … … PART VI (a) REMARKS O TE COUNTERSIGNING OFFICER Please report o n t he asp ect s no t to uched u po n by t he reportin g officer. pleas e give reaso ns t hereof. You sho uld also indicat e how frequ ently yo u have see n work of t he officer report ed u po n. please give yo ur reaso ns. If yo u disagree wit h t he assessme n t of t he Reporting Officer.
if any. c0o mmu nicat ed vid e NO:________________________ Dat ed___________________ 2. Adverse re marks. Decisio n o n represent atio n if any_______________________________________ ______________________________________________________________________________________ __________________________________________________________ VIRTUAL UNIVERISTY OF PAKISTAN 69 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 69 Desig natio n_____________________________________Dat e__________________ PART VIII 1.
Financial Assistance to the widow of employees who dies during service as notified by TEVTA. 9.10.No. 1 2 3. One mo nth gross salary for each year of co mpletion as Leave Fare Assistance 2. Special Compensation Allowance @ 20% of Basic Pay to core staff of curriculu m wing. 000/. 6. 8. Special Allowance (2007) @ 15% of Basic Pay 4. Special Allowance (2008) @ 20% of Basic Pay 5. 5000/.per mo nth Authority Maintained Car to the following categories of employees: Sr. Designation Principal (GCC/GPI/GCT Principal (GVTI/GIC/GTTI Research and Develop ment PS 19/20 17/18/19 Administrative Allowance Rs. Overtime allowance to drivers as notified by TEVTA. Employee Compensation and Benefits Type of Compensation and Benefits 1.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 70 e.per mo nth Rs.No.per mo nt h to R&D wing staff. 7.per mo nth 10. Administrative Allowance to the Principles of following categories: Sr.000/. Integrated allowance to class – IV employees as notified by TEVTA. 1 2 3 4 5 Designation Chairman COO / Secretary General Manager DGM / ZM Manager / DM PS MP-I MP-II 21 20 19 Staff Car & POL per month 1600 CC Car 340 Liter POL 1600 CC Car 250 Liter POL 1300 CC Car 200 Liter POL 1300 CC Car 175 Liter POL 1000 CC Car 160 Liter POL VIRTUAL UNIVERISTY OF PAKISTAN 70 . 10. Research Allowance at existing rates of Rs. Dearness Allowance (2006) @ 15% of Basic Pay 3. 2500/.
Mu ham ma d Riaz Niazi. social pro gra ms. Punjab. The act ual d ecisio n t o est a blish or t o expand t hese pro gra ms is nearly always mad e by t o p line ma nag e me nt u po n t he advice and co nsult atio n of t he HR depart ment. t he incu mb ent s are pro mo t ed by t he ap proval of Chief Minist er.1 2. Organizational career management Job Changes within the Organization Promotion For t his purp o se I met wit h Mr.19 t o BPS 20 (Punjab Selectio n Bo ard . Deput y Manag er (Pro mo tio n) and t he following infor matio n g et fro m him. lo an funds. BPS. recreatio nal pro gra ms and colleg e t uitio n refu nd s plans. su p ple ment al u ne mployme nt co mp e nsatio n. ho spit al and me dical insurance. VIRTUAL UNIVERISTY OF PAKISTAN 71 . credit u nio ns.d ay processing of claims is handled by t he HR d e p art ment f.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 71 6 POL Principal 19/20 1000 CC Car 75 Liter BENEFITS AND SERVICES Includ ed u nd er t his cat eg ory are p ensio ns. sickness leave pay plans. These pro gra ms are g enerally worked o ut in co nju nctio n wit h insurance co mp anies or insurance co nsult ants. The act ual d esig n of pensio n and insurance pro grams requires a great d eal of t echnical knowled g e. 1. Civil Secret ariat for furt her process i. Aft er t hes e plans are inst alled. Pro mo tio n of civil e mployees in TEVTA is described wit h t he help of t h e following met ho d s given as u nd er. t he d ay-t o . BPS.I1 Working p ap er prep ared by t he HR Depart me nt of TEVTA and sig ne d t he Secret ary TEVTA and forward ed t o Service & General Ad ministratio n Depart ment. gro u p life insurance.18 to BPS 19 (Punjab Selectio n Board .e.
no au dit para etc. no co mplaint. Amjad (Deputy Manag er Ad min a n d g et t he following infor matio n me ntio ned as und er. Is lying p en din g ag ainst t he ap plicatio n.16 to BPS 17 DPC (Dep art me nt al Pro mo tio n Co mmitt ee) Working p ap er prep ared by t he HR Depart me nt of TEVTA and sig ne d by t he Manag er HR TEVTA and forward e d t o Dep art me nt Pro mo tio n Co mmitt ee for furt her process. Reco mme n d atio ns of relieving Principal wit h certificat e t hat no en q uiry. First of all he will he will have t o fulfil a Profor ma in which he provides full infor matio n abo ut him. Transfer Transfer proced ure of t he e mployees of TEVTA is p erfor med by t h e Admin Depart ment where I met wit h Mr. BPS.1 to BPS 15 DPC (Departmental Promotion Committee) Working p ap er prep ared by t he HR Depart me nt of TEVTA and sig ne d t he Manag er HR TEVTA and forward ed t o Depart ment Pro mo tio n Co mmitt e e for furt her process. 5. BPS. BPS. no d e ma nd.17 t o BPS 18 DPC (Depart me nt al Pro mo tio n Co mmitt ee) 4. For transfer t he following proced ure will be ad o pt ed by t he e mployee.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 72 2. Collectio n of Perso nal Dat a / Service Record by Assist ant Manag er HRM Scrutiny of Record by Assist ant Manag er HRM Prep aratio n of Tent ative Seniority List Assist ant Manag er HRM Approval for issuance of t ent ative seniority list by Secret ary TEVTA Correctio n of Seniority List in t he light of o bservatio n received t o su b mit for ap proval of issuance by Assist ant Manag er HRM Approval for Issuance of Final Seniority List by Secret ary VIRTUAL UNIVERISTY OF PAKISTAN 72 .
Separations Layoff VIRTUAL UNIVERISTY OF PAKISTAN 73 . Forfeited: Und er t his hig her aut hority can cancel t he 5 years service t o a n e mployee. Removal from service: If an e mployee is removed fro m service befor e time u nd er t his co nditio n t her e will be no b enefit to t he e mployee. But und er t his co nditio n 5 year b e nefit will not provid ed t o t h e e mployees. The following ways wit h which an e mployees be d e mo t ed. Dismiss from Service: Dismiss fro m Service me an disho no urably dismiss t o an e mployee. Compulsory retirement: If a p erso n be retired by t he hig her aut hority b efore time but u nd er t his co nditio n g et benefits. There will be no har d and fast rule for de mo tio n but De mo tio n is a Major penalty by t h e hig her aut hority to t ho se e mployees who will be involve in any illegal activities. Govern me nt of Punjab Lahore. Mean t ho se activities which are no t allowed by the law/ d e p art me nt. Reduce t he scale of t he e mployee mea n a p erso n who work as Manag er BPS-19 if t his p erso n transfers fro m Manag er t o Dep uty Manag er BPS-18. Disho no urably mean t his p erso n is not liable t o g et any jo b in ot her d ep art ment. Muha mma d Asg har Malik Manag er (Establish me nt –II) TEVTA.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 73 Issuance of Final Seniority List by Dep uty Manag er HRM Prep aratio n & finalizatio n of Working Pap ers Deputy Manag er HRM Approval of co mp et ent Aut hority by Co mp et ent Aut hority Decisio n /Pro mo tio n in Meeting by Me mb e rs Issuance of ord ers Manag er HRM Demotion For t his purp o se I met wit h Mr.
Aft er t hat a Show Cause no tice issu ed t o t he e mployee. First of all issue a explanatio n t o t he e mployee is he give a reaso n answer of t his explanatio n t hen a warning issu e to him t hat he will no t p erfor m ag ain such kind of mist ake. The e mployee want s t o resig n fro m his d uty. First of all he will give resig natio n lett er to his immediat ely officer. In case of civil employe e co ncerned officer forward ed his ap plicatio n t o t he Manag er HR and in case of TEVTA co ntract e mployee co ncerned officer forward ed his ap plicatio n t o t he Manag er Ad min. Terminatio n proced ure is given as u nd er in case an e mployee is no t int er est ed wit h his jo b. After 15 days of issuance t o show cause no tice p erso nal hiring co nd uct wit h t his e mployee and aft er t hat t er minatio n let t er issued t o t he e mployee. Aft er t hat bo t h mana g ers forward ed resig natio n let t ers VIRTUAL UNIVERISTY OF PAKISTAN 74 . Resignation The proced ure of resig natio n in TEVTA is given as und er.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 74 Layoff means Temp orary involunt ary t er minatio n. If an e mployee failed t o give pro p er justificatio n against t his explanatio n t hen furt her two explanatio ns are issue d t o t his e mployee. There is no t rule fo r layoff in TEVTA. may last o nly a few d ays or ext end t o years. Termination If any e mployee of TEVTA is no t p erfor ming his duties according t o his jo b d escriptio n hig her aut hority has a right t o t er minat e t o t his employe e wit h proced ure.
Retirement The proced ure of retirement in TEVTA is given as und er. After 60 year of his ag e all e mployees of TEVTA can ap ply for retireme nt o t herwise TEVTA aut hority has a rig ht for retireme nt of any e mployees.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 75 t o t he Secret ary TEVTA. For t his purp o se he will have t o t ake so me necessary actio ns mentio ned as u nd er. In t he case of BPS-6 and above t he manag ers forward t he resig natio n lett er to t he TEVTA Secret ary and less t han BPS-6 Manag er has t he p ower to accept /reject t he resig natio n. VIRTUAL UNIVERISTY OF PAKISTAN 75 . Secret ary TEVTA accept /reject t he resig natio n o n his own behalf.G. Office. All employees und er BPS-17 can ap ply fo r retireme nt aft er 25 year by t hro u g h pro p er channel. Service verificatio n fro m A. Employees of TEVTA can get retirement aft er 25 year of his service. Applicatio n for retireme nt t o t he Secret ary TEVTA for BPS-17 and above.
At the time of any pro ble m t he following p rocedure is ad o pt ed by t h e associatio n. First of all me mb ers of asso ciatio n arrang e d a meeting an d Total 300 employees of TEVTA Secret ariat are t h e discuss t he main pro ble m aft er t hat t he presid ent of t he associatio n arrang e d t he meeting wit h co ncer ned officer and d iscuss t he pro ble m ver bally wit h him if t he pro ble m no t solved t hen t he pro ble m will be in writt en sha p e t hat is called Chart er of Deman d. handling of transfers and layoffs.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 76 g. If t he pro ble m still re mains t he pro ble m will co me o n district base and in t his way t his matt er will move fro m district to province level. co ntract int erpret atio n and ad ministratio n. In which all issu es writt en and present t o t he co ncerned officer. and grievance han dling. The HR dep art ment plays very significant role in labor ma nag e me nt relatio ns. me m b er of APCA.d ay basis und er t he t er ms of t he labo r agree me nt. 76 VIRTUAL UNIVERISTY OF PAKISTAN . For getting infor matio n abo ut t his associatio n I met wit h Mr. In o p erating o n a day-t o . Rana Muhammad Ilyas who is Presid ent of APCA in TEVTA Secret ariat. line su p ervisio n oft en finds freq u ently occasio n to co nsult t he HR d e p art ment reg arding such mat t ers like allocatio n of over time. APCA st and for (All Pakist an Clerk Associatio n) t his associatio n play a very imp ort ant role for a g o o d relatio nship between hig her aut hority and e mployees of t he TEVTA. The presid ent of the associatio n usually serves as a key me m b er of t he barg aining t ea m oft en acting a chief manag e me nt sp okesman. The principal t asks of APCA involved in handling labor relatio ns are co ntract neg o tiatio n. Labor Management Relations Labor Manag e me nt Relatio ns in TEVTA is perfor med by t he associatio n which is na me d by ACPA. and t he ap plicatio n of co ntract work rules.
Fund e d and su p p ort ed by t he govern men t and industry because it s serving 4 sect ors and provid e skilled man p ower t o t he ind ustries. Providing relevant skills req uired by t he ind ustries. industry an d co m merce. Chamb er of Co mmerce and Board of Manag e me nt. Launching new series of short co urses. TEVTA sup p orts and provid es funds t o t he regist ered institutio ns a n d provide so p histicat ed machinery and building s. Critical Analysis TEVTA is est a blished t o provid e Technical Educatio n in all over t h e Punjab. TSTP (TEVTA Special Training Pro gra ms) Over 12000 e mployees. Increasing availability of st u d ent s d u e t o technical educatio n co nce p t t heory + practicals. and providing all reso urces and services to t hese sect ors.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 77 15. Geo grap hically locat ed in t he hu g e p o p ulatio n province. 472 instit utio ns all over t he Pu njab. Reasons of Success TEVTA is fully sup p ort ed by Govern me n t of Punjab. TEVTA is o ne of t he leading and volunt ary instit utio ns in Pu njab offering t echnical ed ucatio n. Establish ment of new int uitio ns and up int uitio ns. gradatio ns of existin g VIRTUAL UNIVERISTY OF PAKISTAN 77 . Increasing d e ma nd of skilled man power. service. Much for mal co mmu nicatio n. TEVTA covering all fo ur sect ors agriculture. Int ernatio nal level certificatio ns. Recruit ment of HCN t heoretically and t echnically experienced exp erts.
Industry point o ut t he discrep ancies in curricula.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 78 Providing very cheap afforda ble ed ucatio n and free short co urses. Industries send t heir jo bs vacancies in TEVTA HRM depart ment for t h e recruit ment of skilled man p ower. Technical solutio ns t o ind ustries and providing services to ind ustries. HRM association with corporate strategy There are a lot ed ucatio n t o urs st u d ent s do fro m 472 instit utio ns. Availability at every Corner of t he co u ntry Accessibility of t echnical ed ucatio n almo st in all areas of Punjab. Industries also send t echnical experts in TEVTA instit utio ns t o provid e necessary training a bo ut so p histicat ed t echnolo gy. Industrial sect or provides st u d ent s t echnical su p p ort in educatio nal t o urs t o enhance t he m t heoretically and t echnically. HRM dep art me nt g et s feed back and su g g estio ns fro m industrial sect or and directs t he org anizatio n according t o t he skills required by t h e industrial sect or t o match t he skills req uired by industries a n d pro d uced by t he TEVTA. Stro ng manag e me nt. TEVTA Research and Develo p ment d e p art ment sends visits to industries t o assess t he new trends in t echnolo gy and d evelo p t h e curricula accordingly t o new trends. Upco ming trends of Technical Educatio n. Hu man Reso urce Manag e me nt sends visits to industries t o tak e feed back and su g g estio ns fro m t he m and also help TEVTA certified st u d ent s in t he place me nt of jo bs. VIRTUAL UNIVERISTY OF PAKISTAN 78 .
Imple ment atio n of old curricula in instit utio ns and d elays in accept s of revised curricula. This is no t a go o d way of recruit ment.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 79 Reasons of Failure Recruit ment policy. Absence of p erfor mance ap praisal. TEVTA do st no t pu blish t heir jo b vacancies o n its websit e. Low paid t eaching st aff. Unavailability of newly intro duced t echnolo gical st u dy. Less ad o ptio n of infor matio n t echnolo gy. Mixed e mployme nt and d elays in recruit ment s caus e hig h t urn over of employees. Mixed e mployees i. Unavailability of so p histicat ed machinery. Absence of pro p er training syst e m of TEVTA employees. No healt hcare facility for e mployees. TEVTA pr efer to pu blish vacancies o nly in newspap ers. There is jo b dissatisfactio n amo n g e mployees b ecause of mixed e mployme nt. TEVTA must give an ad d o n its websit e and sho uld co nsid er t he 79 VIRTUAL UNIVERISTY OF PAKISTAN . Low utilizatio n of fact ors of pro ductio n. High t urn over because of d elaying in new recruit me nt. Low att entio n t o welfare of e mployees. Poor co mp e nsatio n syst e m. Less advertise me nt.e co ntract and p er mane nt e mployees. No advertisement of vacancies on TEVTA website. Recruitment & selection Long and co mplex recruit ment proced ures and mixed e mployment is a failure fact or of TEVTA. More rely o n old proced ure of co m mu nicatio n.
Stat e of t he Art instit utio ns. Bench marking wit h e mer ging trends in TVET. Long Selection Process All t he st eps of selectio n process are followed. Currently TEVTA providing ed ucatio n at instit ut es lat er TEVTA will provide ed ucatio n at d o orst eps. This will enhance t he reach of TEVTA in all areas of Pakist an for recruit ment. Capacity Building Consolidatio n Up. VIRTUAL UNIVERISTY OF PAKISTAN 80 . Future Prospects TVET at doorsteps TEVTA has pro gra mme d t o provide Vocatio n Educatio n Training at d o orst ep s.grad atio n Horizo nt al Expansio n Future Prospects in Quality Improvement Accredit atio n & Certificatio n of instit ut es. Selectio n process which inclu d es selectio n t est d ocu me nt atio n and int erviews is very tro u bleso me for t he candid at e belo nging t o far off areas because all t hese st ag es are d o ne by TEVTA Secret ariat Lahore. Curriculu m St and ardizatio n. Absence of performance appraisal system Absence of p erfor mance ap praisal is also a big fact or of failure of TEVTA.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 80 ap plicatio ns o nline via email.
Int ernatio nal Linkag es & eq uivalences. Vocatio nal Technical Co mmerce 50 5 23 Long term (financial year 2013 -2020) To increase institut es and t o build new buildings wit h following nu mb ers Vocatio nal Technical Co mmerce 131 6 22 VIRTUAL UNIVERISTY OF PAKISTAN 81 . Short term Future Plans (Financial Year 2008-2010) To build new institutes described below. Labo ur Market Infor matio n Syst e m.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 81 Future Prospects in Marketing Focus Public Privat e Part nership.
VIRTUAL UNIVERISTY OF PAKISTAN 82 . of instit utio ns over 472 instit utio ns all over t he Punjab are working und er TEVTA. TEVTA has full mo n o p oly in Punjab and t her e is no any co nsid erable co mp etit or in t he Pu njab. Capabilities. Fully supported by Government of Punjab. Govern me nt of Punjab is willing t o provide all nee d e d reso urces to TEVTTA to und ert ake t echnical educatio n. TEVTA aut hority have sufficient fund s t o run.000 employees workin g u nd er TEVTA. TEVTA is an aut hority est a blished t o pro mo t e Technical Educatio n and pro duce skilled manp ower to mee t local industry need s in Pakist an. TEVTA aut hority is fully su p p ort e d and fu nd e d by t he g overn me nt of Pu njab. TEVTA authority. Assets and Resources. Large No. Competitive advantage. TEVTA covering all fo ur sect ors agricult ure.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 82 16. TEVTA aut hority is est ablished by t he g overn me nt and sp o nsored by t he ind ustrials d ep art me nt s. TEVTA is capa ble t o run and d evelo p existing instit utio ns and est ablish new instit utio ns according t o int er natio nal st and ar ds. up gra d e and d evelo p institutio ns estimat ed last time 2. Controlling Technical Educatio n t hro u g ho ut t he Pu njab. larg e nu mb er of employees working und er TEVTA is co nsid erable. It aro u nd abo ut 12. of employees. service and co mmerce. Covering 4 sectors. industry. Sufficient Funds. SWOT analysis Strengths Fulfilment of Local industry needs. Large No.4 billio n fu nds issued by g overn ment of Punjab t o TEVTA.
There are insufficient instru me nt s in TEVTA instit utio ns. Certifications. TEVTA is no t utilizing its reso urces fully. Less use of information technology In t he era of infor matio n t echnolo gy where everyo ne forced t o g et int o infor matio n t echnolo gy and co mp ut erizing t heir manu als bu t TEVTA Secret ariat and its instit utio ns are so me ho w d eprived fro m such a fruitful t echnolo gy. Because of which much of t he time is VIRTUAL UNIVERISTY OF PAKISTAN 83 . There are lot of e mployees in TEVTA inst itutio ns who do no t have skills according t o t heir jo bs assig ned. Mail ro uting fro m o ne st atio n t o ano t her have t o st o p at my st atio ns t o g ets t o its destinatio n. Lack of training mechanism Insufficient training mechanism and lab facilities. That is why t here is a ga p b etween jo b d escriptio ns and t he capa bility of e mployees. TEVTA is o nly instit utio ns in t he Pu njab who issu ed t he reco g nized certificat es. t here are 472 institutio ns and 11 service centres in heart of t he cities.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 83 Location geographically. The training pro gram in TEVTA is not ru nning mana g e d / pro p erly. Poor communication process. st ud ent s d o n’t have pro p er to ols for exp eriment s and practicals. labo ur and capit al. Weaknesses Lack of staff training programs. sole aut hority to pro mo t e t echnical ed ucatio n and issu e t he vocatio n ed ucatio n certificat es in all over t he Punjab. It shows an impro p er use of instit utio nal land. Unemployment of factors of production. Like many int uitio ns have lot of land and capit al but merely o n wast e.
Need s of t echnical educatio n in Pakistani (Chair man slides) VIRTUAL UNIVERISTY OF PAKISTAN 84 . The co mp e nsatio n syst e m reg arding co ntract e mployees is miserable. Market d e ma nd of trained and skilled man p ower in local ind ustry The nat ure of work and d e ma nd for skills in changing in Pakist an an d e mployme nt. Upco ming trends of vocatio nal and training ed ucatio n o n natio nal an d int er natio nal level. Opportunities Develo p ment of new t echnolo gy. Lack of research and d evelo p me nt. Poor and lat e resp o nses t o e mployee grievances. TEVTA has d ual policy in regar d t o co mp e nsatio n syst e m in co nnectio n t o regular and co ntract employees as well as t here is jo b dissatisfactio n amo n g co ntract employees because of uncert ainty abo ut fut ure. Mixed employment of regular on contract bases.e.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 84 wast ed and u nnecessary mail is sent t o t he offices no t co ncerning t o it. time and mo ney. Low att entio n t o welfare of e mployees. Expect ed availability of st u d ent s willing t o g et vocatio nal ed ucatio n. Low salaries and low paid e mployees. Imple ment atio n of old curricula in TEVTA instit utio ns. Increasing d e ma nd for t echnical ed ucatio n. Wast ag e of reso urces i. Op p ort u nities are shifting acro ss industries and occup atio ns. Une mployment of Man power certified fro m TEVTA instit utio ns.
Brain drain fro m Pakist an of skilled labor like co ntract e mployees may shift t o o t her co u ntries because of low wag es and u nsatisfied e mployees.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 85 Threats Instability of eco no my of Pakist an.availability of skilled e mployees. Entrance of new co mp etit ors like NEVTEC. No n. VIRTUAL UNIVERISTY OF PAKISTAN 85 .
I came across vario us exp eriences in HRM.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 86 17. TEVTA organizatio n has much strengt h and o p p ort u nities by which TEVTA organizatio n can bo o st its p erfor mance and many weaknesses t o be improved discussed in critical and SWOT analysis. Career Planning an d Training d ep art ment. I have sp ent a me mora ble time in TEVTA Secret ariat and lear ned a lot fro m t he m. It was a great o p p ort u nity t o work in a big organizatio n leading 472 instit utio ns. In t he en d I wish a pro sp ero us and brig ht fut ure t o TEVTA Secret ariat. Conclusion It was a go o d exp erience working in all dep art me nt s an d u nd erst anding t heir proced ures of handling t heir work and t o do given assig n ment s. VIRTUAL UNIVERISTY OF PAKISTAN 86 . A co mp etitive cult ure is followed by t he TEVTA Secret ariat. Overall t he TEVTA organizatio n is doing well t o provide t echnical ed ucatio n all over t he Punjab.
indirect mails are big cause of d elays in actio ns. The quality of t echnical educatio n can be improved by t he revisio n of old curricula and d evelo ping it according t o t he need s of t he new era of d evelo ping t echnolo gies.TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 87 Recommendations for improvement The TEVTA in 21st Cent ury must drive t heir decisio ns and t heir actio ns according to t he new trends t echnolo gy. In t his regar d TEVA has taken no actio n. no t VIRTUAL UNIVERISTY OF PAKISTAN 87 . Pay syst e m must be such t hat creat e satisfactio n a mo n g e mployees. Govern ment has regularized all govern me n t co ntract employees fro m scale 1 t o scale 15. Use of infor matio n t echnolo gy can ad d more t o t he jo b p erfor mance and efficiency and also will sp ee d u p t he co m mu nicatio n. Employee welfare must be u nd erst o o d by the aut hority. Bett er perfor mance ap praisal syst e m will improve jo b satisfactio n of e mployees and in t urn TEVTA will ultimat ely achieve its go als. Improving curricula according t o t he new technolo gies and providin g of so p histicat ed machinery to instit ut es for st u d ent s practical will improve TEVTA perfor mance in pro d uctio n of skilled ma n p ower. TEVTA sho uld est a blish work friendly policies. By direct mails t o t he co ncerned d ep art me nt will increase efficiency of TEVTA. To improve t he imag e TEVTA sho uld review its co ntract ual policy. Employee t urn over cab is reduced by regularizing t he co ntract e mployees or by increasing t he p ay co nsid ering t he prevailing inflatio n rat e in t he co u ntry. TEVTA sho uld utilize all its fact ors of pro d u ctio n. The following reco mme n d atio ns ar e ma d e for furt her bet t er ment.
This is anno ying TEVTA employees and creating dissatisfactio n amo n g e mployees and it is a o ne reaso n of hig h t urn over. VIRTUAL UNIVERISTY OF PAKISTAN 88 .TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 88 regularizing t he e mployees nor increasing t heir salaries. In t his reg ar d TEVTA must t ake a final actio n so t hat t he u ncert ain enviro n me nt in TEVTA closes u p.
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
19. Reference & Sources used
Books References HRM-611 (Virtual University Hand o ut s) HRM-624 (Virtual University Hand o ut s) HRM-625 (Virtual University Hand o ut s) HRM-627 (Virtual University Hand o ut s)
Website References TEVTA Official Websit e, www.tevt a.org TEVTA Statistics, http://www.tevta.org/Statistics.ht ml TEVTA online Notificatio ns, htt p:/ /www.tevta.org /No tificatio ns.ht m TEVTA Statistics, http://www.tevta.org/Statistics.ht ml
Wikipedia, the free encyclopedia, http://en.wikipedia.org
Company References All officers of Hu man Reso urce Manag e me nt Dep art me nt are t he basic so urce of g at hering infor matio n and d at a. TEVTA Notificatio ns Book Punjab ESTA Code Punjab. Published in 2003, Civil & Criminal Law
Punjab Civil Services Rules, 1963. Published by the Government of Punjab.
TEVTA official documents. Process flow charts of TEVTA.
VIRTUAL UNIVERISTY OF PAKISTAN
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Punjab ESTA Code Book
Punjab Civil Services Rules, 1963.
VIRTUAL UNIVERISTY OF PAKISTAN
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY
Process Flow Charts of TEVTA Departments
TEVTA Newspapers Cut pieces
VIRTUAL UNIVERISTY OF PAKISTAN
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 92 Performance Concern Documents VIRTUAL UNIVERISTY OF PAKISTAN 92 .
TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY 93 Compendium Notifications (If HRM Stud ent s have any qu estio n abo ut HRM int er nship rep ort t hey are enco urag ed t o ask) Regards. Naveed Arshad Naveed_bar q@ho t mail.co m VIRTUAL UNIVERISTY OF PAKISTAN 93 .
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