SUI SOUTHERN GAS COMPANY

INTERNSHIP REPORT

Submitted by: Harmain Khalil

 ACKNOWLEDGEMENT
The internship opportunity I had with SUI SOUTHERN GAS COMPANY was a
great chance for learning and professional development. Therefore, I consider
myself as a very lucky individual as I was provided with an opportunity to be a
part of it. I am also grateful for having a chance to meet so many wonderful people
and professionals who led me though this internship period.
I express my deepest thanks to Ms. Farah Naz, Ms. Maha, Ms. Amina, Mr. Junaid,
Mr. Kamran and Mr. Waseem-ul-Haque for their careful and precious guidance
which were extremely valuable for my study both theoretically and practically. I
choose this moment to acknowledge his/her contribution gratefully.
I perceive as this opportunity as a big milestone in my career development. I will
strive to use gained skills and knowledge in the best possible way, and I will
continue to work on their improvement, in order to attain desired career objectives.
Hope to continue cooperation with all of you in the future.
 INTRODUCTION
Sui Southern Gas Company (SSGC) is a Public Listed Large-Scale Company
(LSC) and is a Pakistan’s leading integrated gas Company. The Government of
Pakistan directly and indirectly owns the majority of the shareholding of Company.
The company is engaged in the business of transmission and distribution of natural
gas besides installation of high-pressure transmission and low-pressure distribution
systems.
SSGCL transmission system extends in the Provinces of Balochistan and Sindh
comprising over 3,614 KM of high-pressure pipeline ranging from 12″ – 42″ in
diameter. The distribution activities covering over 1200 towns in the Sindh and
Balochistan are managed through its regional offices. About 384,979 million cubic
feet (MMCF) gas was sold in FY 2015-2016 to around 2.8 million industrial,
commercial and domestic consumers in these regions through a distribution
network of over 44,761 Km. The company also owns and operates the only gas
meter manufacturing plant in the country, having an annual production capacity of
356,000 meters on single shift basis.
The Company is managed by an autonomous Board of Directors comprising of 11
members. The Managing Director/ Chief Executive is appointed by the
Government of Pakistan and has been delegated with such powers as vested by the
Board of Directors necessary to effectively conduct the business of the company.
 VISION
"To be a model utility providing quality service by maintaining a high level of
ethical and professional standards and through optimum use of resources."

MISSION
"To meet the energy requirements of customers through reliable, environment-
friendly and sustainable supply of natural gas, while conducting business
professionally, efficiently, ethically and with responsibility to all our stakeholders,
community, and the nation."

CORE VALUES
 Integrity
 Excellence
 Teamwork
 Transparency
 Creativity
 Responsibility to Stakeholders
ORGANIZATIONAL STRUCTURE
HR Department at SSGC
The Human Resource Department is primarily concerned with the management of
SSGC human capital, the most important asset of the organization. HR has been
strategically active in facilitating the organization to achieve its goals. The role of
HR requires integration of HR services such as the work design, recruitment,
performance-based rewards, performance evaluation, succession planning and
training and development.
During FY 2016-17, the HR Department initiated a massive recruitment drive to
recruit the right person for the right job. This encompassed hiring across multiple
grade bands – from Junior Executives/Engineers to Senior Executives. The process
of hiring includes a series of checks and balances to make it a merit-based
transparent process, to ensure that the high-quality professionals are employed.
Candidates are taken through aptitude tests (NTS) and a series of planned panel
interviewing prior to the final selection. These newly hired executives will bridge
the existing talent gaps and by introducing new ideas to their daily work life, and
will improve the productivity of SSGC. Maintaining industrial peace yet another
year was the hallmark of HR contribution.
Emerging Leadership Program (ELP)
The Company initiated the enrollment of management/engineer trainees under the
title of Emerging Leadership Program (ELP). The aim of this program is to
develop a talent pipeline for future leadership roles. A total of 75 candidates were
enrolled under the Management Trainee Program during 2017. The MTs were
taken through a meticulously designed onboarding process to make them
comfortable at SSGC.
The HR department at SSGC is divided into 6 sections:
1. E&D (Enquiries and Disciplinary Actions)
2. HR Operations
3. IR (Industrial Relations)
4. Organizational Development
5. Leave Management
6. Recruitment
1) E&D (Enquiries and Disciplinary Actions)
Enquiry and disciplinary actions take place against the employees that violate the
Standard Operating Procedure. E&D department takes actions specifically against
subordinates and executives.
The process starts as E&D receives complaints from the departments or employees
and the E&D department starts proceeding the case after the complaint meets the
criteria. One example is an executive taking leave for one month without notifying
the leave management department. After the complaint, a showcause notice is sent
to the complainee as to what the reason is. If the complainer is satisfied with the
cause, the case is dismissed and if not then the case is proceeded.
Right after the decision on show-cause notice, a charge sheet is issued against the
complainee in which an inquiry is started and the complainee is allowed to have 2
lawyers and a management representative in front of the Enquiry Officer.
After the enquiry is commenced, a report is prepared regarding the case and the
final decision is made accordingly. In case of unsatisfactory the complainee is
punished with a warning letter, advisory note, demotion or dismissal.
2) HR Operations
The operations section is further divided into few sub-sections:
HRIS:
HRIS human resource information system, at SSGC uses Oracle and looks after the
information or database related to employee information, payroll and other human
resource functions. It is an integrated system, designed to provide information used
in HR decision making. The main purpose of this section is to maintain a record of
data related to Human resource Department. Such as the record of employees sent
on training, record of new employees hired, record of any employee who did
misconduct etc.
BAS:
Sui Southern Gas Company Ltd ensures all its employees use time efficiently and
therefore they put a greater emphasis on punctuality.
The company uses a biometric attendance system in order to track employees’
attendance. This type of time and attendance use the biometrics of each employee
in order to clock in and out of the system during the day and also generates each
employee report which can then be assessed as per company attendance policy.
As the biometric terminals read each employees’ unique fingerprint, iris or face
shape, the technology adds security to the time tracking software and hence makes
sure employees do not steal from company time, or punch in or out for a fellow
employee.
SSGC is able to do the aforementioned by installing various biometric devices in
all its offices across its southern existence. Employees working in these offices
record their attendance on their assigned devices. The data from these devices is
compiled, stored and organized on a master data base (TIS) which is located in the
SSGC head office in Karachi.as all devices located in different branches are
connected to the master data base all activity regarding the attendance of
employees is recorded there.
Devices in Operation:
There are two types of biometric devices operating or being used in the company.
These are:
 Thumb impression device
 Face recognition device
Thumb impression devices are devices which are used in all branches and offices
around the country. On the other hand, the facial recognition is only installed in the
head office building in Karachi. These devices are installed on each floor for ease
and convenience of employees to mark their attendance.
Both devices have a different management system however, they share the same
data base (TIS) to store the data by different management system we mean that
there is different software to extract data from these two types of devices. For the
thumb impression device there is Bio Star 2 and for facial recognition there is Bio
Star 1.
A total number of 200 devices are installed throughout the company in its various
branches and offices located in Pakistan. The enrollment device named enrollment
Biostar is installed only in Head Office in Karachi in the Human Resource
Department where employees are registered on the system and access is given to
them to their respective devices via the system in the Karachi Head Office.
DATA BASES:
There are mainly three data bases supporting this function namely TIS and Bio Star
1 and Bio Star 2.
Time Information System
The company uses Limton customized software TIS as its main data base to store
information on employees with respect to their department, location and most
importantly on their timely attendance. The main function of the system is
reporting and maintaining records.
BioStar 1
This data base is used for the facial recognition device where it extracts the data
from the enrollment device and transfers it to the system in order to store it. This
device is also used to transfer users or provide access users to their respective
devices.
BioStar 1 is also used to pool data from all devices that are installed in the head
office. Polling is done automatically but can also be done manually if considered
necessary. If for instance, an employee’s attendance is not shown in the system
then one possible reason could be that the data wasn’t polled at the time.
Therefore, in this case polling can be done manually.
BioStar 2
The other software that the organization uses is BioStar 2 which is used firstly for
accessing and extracting information from the biometric devices. An employee is
first registered on the biometric device where their biometrics and company card
are identified and saved. This data is then extracted using the biostar software so it
can be used to give employees access to their respective devices where they can
mark their daily attendance.
Biometric Verification:
The company has recently conducted a round of biometric verification to see how
many employees punch in their attendance on the BAS system. Employees from
each department are called to verify their biometric on the system. This allows in
keeping a check on employees who do not use the system at all in order to mark
their attendance i.e. their time-in or time-out. This round of verification will also
help in identifying on how many employees are registered on the system.
Therefore, this verification will also aid the HR department to detect employees
and thus rectifying them or making sure these employees start marking their
attendance on the biometric attendance system.
3) Industry Relations
This section is important because it deals with the relations of Labor Unions, other
unions. Labor Union in SSGC is named as “People’s Labor Association” (PLA).
The PLA negotiates with the head of this department over Charter of Demands, on
agreed terms so that matters regarding union members should be settled. Most of
the negotiations held are for giving union employees with some benefits and perks,
depending on their performance.
4) Organizational Development
The main purpose of this sub-department/ section is to give trainings to the
employees so that their efficiency and productivity increases. Moreover, there was
a training program named as “Succession Planning”, in which employees were
given trainings for higher positions.
OD conducts trainings in 3 categories:
 Foreign Training
 Local Training
 In-house Training
The trainings to employees are provided for 2 purpose:
 Technical skills
 Soft skills (OD manages the soft skills trainings)
Soft skills trainings are conducted on the basis of Training Needs Assessment
which OD carries out in every 2-3 years. Technical skills are identified by the
department head or supervisor on the basis of their performance.
Performance Management System and Performance Appraisal is managed and
conducted by the OD Department.
Chane Management/ Employee Engagement refers to the initiatives and
interventions OD department takes in order to engage employees and maintain the
motivation level. Example, Summer Internship Program, Summer Camp.
Talent Management comes under OD as it maintains a pool of talents to create
employee career development plans and succession planning.
5) Leave Management
Leave Management is also one of the vital sections of HR department of SSGC.
Leave Management, also known as “Absence Management”. Employees’ leave
data is managed in SSGC in the software named “ORACLE”. Leave of executive
and subordinate employees is managed. Leave application should be signed by the
concerned departmental head before sending to to HR department to maintain a
record of an employees’ leave. Excess leave is communicated to the concerned
department by HR manager to let employees know their availability o f leave. In
SSGC, this is usually done on the month of September. Common leaves sanctioned
by SSGC Human Resource department are:
 Sick leave: Up to 25 days allowance to SSGC employees.
 Casual leave: Up to 3 casual leaves are allowed to subordinates employees
and 5 casual leaves to the Executive employees.
 Hajj leave: Hajj leave is allowed up to 30 to 35 days, depending upon the
years of services or work of an employee in SSGC.
 Leave without Pay: This is the case, when employees are in need of leave
but they have already availed their maximum leaves, so HR department will
grant their leave but without paying them their salaries. Maximum
availability of this type of leave is a month but this will need Managing
Director’s approval.
 Official visit: Leave issued for the purpose of official visit is for 2 weeks and
leave for official visit requires Managing Director’s approval.
 Official leave: Leaves issued for the Festivals such as Eid, Diwali and
Christmas. Availability is maximum 3 days.
 Maternity leave: This leave is given for 3 months and 3 times in a whole of
an employee’s tenure in SSGC. And this leave required an approval of GM
Medical department and then goes for verification and maintaining a record
at HR department.
6) Recruitment
 Employees in SSGC are given Grades. Grade 1 Designation held the least post
while Grade 10 Designation held the highest post and after that Board Of Directors
are there, which are above Grade 10 and are not ranked according to the grade.
SSGC Human Resource Department follows 3 types of Recruitment:
Internal Recruitment:
This happen through job posting program which inform about openings and
required qualification and invite qualified employees of SSGC to apply.
External Recruitment:
This happen when HR department advertise the job and qualifications needed in
newspapers, business magazines etc so that people from outside can apply.
Ex-staff Recruitment:
This usually happen in rear circumstances, where the company need experience
and want the job to be completed safely and in less possible time. After recruitment
from either of the above type of recruitment, HR department follows further
procedures of recruitment such as, Selection Committee, Selection and Interview,
Medical Exam, Security Clearance, Appointment, Succession Planning, Notice
Periods, Exit Formalities, Service type and after service compensation policy.
Duties Performed By Me:
 Managing summer internship program 2019
 Hiring new interns and their placement
 In the case of extension period and rotation regarding interns, after
consulting the authorities, issuing them letters and maintaining their records
 Updating and maintaining the internship database.
 Issuing certificates after completion of their internship to the interns.
 Updating leaves or absences of employees on ORACLE.
 Updating and cross-checking of employees’ attendance on ORACLE from
attendance register and from biometric record of different regions also.
 Updating employees record on HRIS.
 Filing and sorting of internship documents.
 Making calls to candidates for the internship.
 Handing out the internship offer letters.
 Entering new hired employees on TIS
 Report generation of various departments.
 Monitoring devices on BioStar 2
 Generation and maintenance of the device status list.
 Transferred users to their respective devices.
 Maintaining or assisting employees to upload their biometric record on the
machine and servers.
 Assisting in conducting interviews for different positions.
 Learning different policies, i.e. insurance, health, recruitment, car policy,
transfer, retirement, etc.
Conclusion
Intern life can be tough, and you only get a short time period to make a lasting
impression. However, it is a great opportunity to gain experience, make friendships
and learn. During my internship time period at SSGC, I learned several things. For
example,
 Professional communication
 Networking is important
 Independence
 Making connections are main
 New and improved skills and how to apply them
 Taking constructive criticism well.
 Work hard no matter what you’re doing
You’re more important than you think. Even though you are at the bottom of the
career ladder, you’re also needed and your basic work is appreciated. So, work
hard and enjoy your internship.
Recommendations and Suggestions
1. There should be proper training sessions for the interns to help them connect
well with their respective department.
2. The company should have a proper check on interns on what they are
learning in a specific section and how practical are those learnings.
3. More opportunities should be given to intern to learn.
4. The company should provide transport allowance to the female interns, as
many interns live far away from the place which costs in increasing
expenses.
5. An orientation session or introduction session should be organized to help
interns understand better about the company as well as their respective
departments in which they are placed.