Project “Corporate Information System”

Presented To : Prof.A.Ahmed

Submitted By : Fozia Zaka (L1S10MBAM0066)

Sana Khalid (L1F09MBAM0035)

Adnan Pervaiz (L1F08MBAM1206)

Sec : A

Acknowledgment

We are greatly indebted to our resource person “Prof.A.Ahmed” whose help and guidance

enabled us to muster our courage and findings in a presentable manner. His comprehensive

teaching style also enabled us to understand the subject of Corporate Information System.

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Dedication

We dedicate this project to our respected teacher Prof. A.Ahmed, without his guidance we

would not have been able to complete this project . Moreover, dedication would not finish

without mentioning the devoted prayers of our Parents.

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INTRODUCTION Pakistan Telecommunication Company Limited(PTCL) is the largest telecommunication

company in Pakistan. This company provides telephony services to the nation and still holds the

status of backbone for country's telecommunication infrastructure despite arrival of other

telecom giants like Telenor, Warid, Mobilink and China Mobile. The company consists of

around 2000 telephone exchanges across country providing largest fixed line network. GSM,

CDMA and Internet are other resources of PTCL, making it a gigantic organization. The

Government of Pakistan sold 26% shares and control of the company toEtisalatin2006. The

Government of Pakistan retained 62% of the shares while the remaining 12% are held by the

general public. PTCL is also part of the consortium of three major Submarine communication

cable networks . In addition to wire line operations, PTCL also provides fixed line service

through its countrywide based WLL (Wireless Local Loop) network, under the Vfone brand

name. In the cellular segment, the second largest cellular provider in Pakistan, Ufone, is also a

wholly owned subsidiary of PTCL.

HISTORY

History From the beginnings of Posts & Telegraph Department in 1947 and establishment of

Pakistan Telephone & Telegraph Department in 1962, PTCL has been a major player in

telecommunication in Pakistan. Despite having established a network of enormous size, PTCL

workings and policies have attracted regular criticism from other smaller operators and the civil

society of Pakistan

Pakistan Telecommunication Corporation (PTC) took over operations and functions from

Pakistan Telephone and Telegraph Department under Pakistan Telecommunication Corporation

Act 1991. This coincided with the Government's competitive policy, encouraging private sector

participation and resulting in award of licenses for cellular, card-operated pay-phones, paging

and, lately, data communication services. Pursuing a progressive policy, the Government in

1991, announced its plans to privatize PTCL, and in 1994 issued six million vouchers

exchangeable into 600million shares of the would-be PTCL in two separate placements. Each

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had a par value of Rs. 10 per share. These vouchers were converted into PTCL shares in mid-

1996.In 1995; Pakistan Telecommunication (Reorganization) Ordinance formed the basis for

PTCL monopoly over basic telephony in the country. The provisions of the Ordinance were lent

permanence in October 1996 through Pakistan Telecommunication (Reorganization) Act.

The same year, Pakistan Telecommunication Company Limited was formed and listed on all

stock exchanges of Pakistan PTCL launched its mobile and data services subsidiaries in 2001 by

the name of Ufone and PakNet respectively. None of the brands made it to the top slots in the

respective competitions. Lately, however, Ufone had increased its market share in the cellular

sector. The PakNet brand has effectively dissolved over the period of time. Recent DSL services

launched by PTCL reflect this by the introduction of a new brand name and operation of the

service being directly supervised by PTCL. In middle of 2005, Government of Pakistan had

decided to sell at least 26percent of this company to some private agency. There were three

participants in the bet for privatization of PTCL. Etisalat, a Dubai based company was able to get

the shares with a large margin in the bet. Last year when Government was going to privatize the

company there was countrywide protest and strike by PTCL workers. They even disrupted Phone

lines of some big Government institutions like Punjab University Lahore and many lines of

public sector were also blocked. Military had to take over the management of all the Exchanges

in the country. They arrested many workers and put them behind bars. The contention between

Government and employees ended with a 30% increase in the salaries of workers. There have

been various changes in the company due to privatization. Such examples include the VSS

(Voluntary Separation Scheme for its employees), ERP (SAP based), restructuring, B& CC

(Billing and Customer Care Software) etc. Another seemingly minor change was change of

brand identity (logo) that will present PTCL's new face after privatization, with greater focus on

customer satisfaction and bringing about of new advancements in telecom for Pakistani

consumers.

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Core Values

Professional Integrity

Customer Satisfaction

Teamwork

Company Loyalty Group: Communicators

Vision

To be the leading Information and Communication Technology Service Provider in the region by

achieving customer satisfaction and maximizing shareholders' value'.

Mission

To achieve our vision by having:

•An organizational environment that fosters professionalism, motivation and quality

•An environment that is cost effective and quality conscious

•Services that are based on the most optimum technology

•"Quality" and "Time" conscious customer service

•Sustained growth in earnings and profitability

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OVERVIEW OF HR DEPARTMENT:

More specifically the Human Resources Department shall perform following functions:

A human resource philosophy which shall govern the company’s actions with respect to

human resources management

Prepare a Human Resource Plan to support the short and medium-term goals of the

company

Develop the policies, guidelines and procedures for the following human resources

management concerns:-

Manpower planning / budgeting.

Recruitment and Selection.

Appointment, deployment, re-deployment / transfers.

Compensation and benefits administration.

Career planning and promotions.

Performance management.

Incentives administration.

Training and development.

Grant of Move over

Grant of permission for higher education.

Sanction leave.

Disciplinary cases.

COMPANY’S GOAL FOR HUMAN RESOURCE INFORMATION

MANAGEMENT

HR Aspects

The transformation from a legacy public sector organization into a responsive and competitive

enterprise in the deregulated era could not have been possible without implementing a forward

looking Human Capital development and management strategy. One of the most important

objectives of this new strategy was to optimize the workforce which was implemented by

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offering the voluntary option of separating from PTCL in exchange for financial compensation.

Around 29,920 employees opted to pursue other career opportunities after accepting terms of

voluntary separation from PTCL.

The VSS marked the single largest most successful exercise in the history of Pakistan. In the

highly challenging marketplace, PTCL HR wing stepped forward to facilitate the emergence of

new Corporate Culture by becoming Equal opportunity employer, inducting fresh blood from the

market, improving the way PTCL runs and reducing the number of employees having outdated

skill set. The Training & Development wing of the HR Department also organized a

comprehensive six months “Urgent Training Needs” program in technical and managerial fields

to enhance soft skills. Healthy improvements have been made in the area of Recruitment and

Retention as the whole recruitment process has been redefined to cope with the changing

business requirements. Detailed facilitation programs have been initiated for the orientation of

newly hired employees.

HR CURRENT ACTIVITIES

Recruitment & Selection

Training and Development (People or Organization)\

Performance Evaluation and Management

Promotions/Transfer

Redundancy

Industrial and Employee Relations

Record keeping of all personal data

Compensation, pensions, bonuses etc in liaison with Payroll

Confidential advice to internal 'customers' in relation to problems at work

Career development

Competency Mapping

Time motion study is related to HR Function.

Performance Appraisal

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PROBLEM STATEMENT

Our company was initially using a manual practices for maintain the record of the customer,

training providing to them. It uses paper documentation for the filling of forms. It creates

problem in data management.

PROBLEMS TO BE ADDRESSED

Job knowledge and skills at all levels of the organization

Morale of the workforce.

People identify the organizational goals.

Built of corporate image of organization in employees

Facing built authentically, openness and trust in employees

Negative relationship built between boss and subordinate.

Employees facing the guidelines for work

Understanding and carrying out organizational policies.

Development method for promotion

Poor leadership skills, low motivation level, poor attitudes and other aspects that workers

and mangers usually facing

Decreasing productivity and/or quality of work.

labor-management relations

consulting costs

TRAINING AND DEVELOPMENT

In the field of human resource management, training and development is the field concerned

with organizational activity aimed at bettering the performance of individuals and groups in

organizational settings. It has been known by several names, including employee development,

human resource development, and learning and development

"Employee Development" was seen as too evocative of the master-slave relationship between

employer and employee for those who refer to their employees as "partners" or "associates" to be

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comfortable with. "Human Resource Development" was rejected by academics, who objected to

the idea that people were "resources" an idea that they felt to be demeaning to the individual.

TRAINING

The process of bringing a person, to an agreed standard of proficiency, etc., by practice and

instruction.

EDUCATION

This activity focuses upon the jobs that an individual may potentially hold in the future, and is

evaluated against those jobs.

DEVELOPMENT

This activity focuses upon the activities that the organization employing the individual, or that

the individual is part of, may partake in the future, and is almost impossible to evaluate.

The "stakeholders" in training and development are categorized into several classes. The

sponsors of training and development are senior managers. The clients of training and

development are business planners. Line managers are responsible for coaching, resources, and

performance. The participants are those who actually undergo the processes. The facilitators are

Human Resource Management staff. And the providers are specialists in the field. Each of these

groups has its own agenda and motivations, which sometimes conflict with the agendas and

motivations of the others.

SCOPE OF TRAINING AND DEVELOPMENT

The Project scope covers HR & training and development Automation and all related skills,

education, ethics, attitudinal changes and decision making and problem solving skills.

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ROLE OF TRAINING AND DEVELOPMENT

The role of training and development in a service involved organization is many times more in

comparison with what it has in a manufacturing involved organization. This role becomes more

significant in a situation where the need to transform organizational culture is identified as the

most glaring problem and the most difficult impediment on the way to organizational growth.

PTCL employees are a great asset not only for the company but also for the country. Their

marvelous potential is yet to be exploited. Their skills need to be developed, their expertise need

to be updated for which training and development department is at their disposal to cater to their

training needs.

At PTCL, training and development team would never miss an opportunity to contribute towards

the betterment of the company. Training and Developments is playing an essential role in

changing PTCL from a government sector organization to corporate sector company. PTCL

consider every employee of the company as our customer and firmly believe that meeting their

expectation would help us achieve customer satisfaction. The Training and Development has a

clear road map of activities and is committed to provide high quality trainings for the

development of every single employee.

PURPOSE OF TRAINING AND DEVELOPMENT

To increase productivity and quality

To promote versatility and adaptability to new methods

To reduce the number of accidents

To reduce labor turnover

To increase job satisfaction displaying itself in lower labor turn-over and less

absenteeism

To increase efficiency

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TRAINING METHODS

There are two broad types of training available to small businesses: on-the-job and off-the-job

techniques. Individual circumstances and the "who," "what" and "why" of your training program

determine which method to use.

On-the-job training is delivered to employees while they perform their regular jobs. In this way,

they do not lose time while they are learning. After a plan is developed for what should be

taught, employees should be informed of the details. A timetable should be established with

periodic evaluations to inform employees about their progress. On-the-job techniques include

orientations, job instruction training, apprenticeships, internships and assistantships, job rotation

and coaching.

Off-the-job techniques include lectures, special study, films, television conferences or

discussions, case studies, role playing, simulation, programmed instruction and laboratory

training. Most of these techniques can be used by small businesses although, some may be too

costly

BENEFITS FROM EMPLOYEE TRAINING AND DEVELOPMENT

There are numerous sources of online information about training and development. Several of

these sites (they're listed later on in this library) suggest reasons for supervisors to conduct

training among employees. These reasons include:

Reduced employee turnover

Enhanced company image, e.g., conducting ethics training (not a good reason for ethics

training!)

Increased productivity.

Increased efficiency resulting in financial gains.

Decreased need for supervision

Increased job satisfaction and morale among employees

Increased employee motivation

Increased efficiencies in processes, resulting in financial gain

Increased capacity to adopt new technologies and methods

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Increased innovation in strategies and products

TRAINING ADMINISTRATION

Having planned the training program properly, you must now administer the training to the

selected employees. It is important to follow through to make sure the goals are being met.

Questions to consider before training begins include:

Comfort.

Equipment.

Timing.

Location.

Facilities.

Accessibility

Careful attention to these operational details will contribute to the success of the training

program

NEED FOR TRAINING AND DEVELOPMENT

There are three types of need for training and development

Types of Needs Analyses

Techniques

Checklist for evaluating a test

1. TYPES OF NEEDS ANALYSES

Many needs assessments are available for use in different employment contexts. Sources that can

help you determine which needs analysis is appropriate for your situation are described below.

Context Analysis: An analysis of the business needs or other reasons the training is desired. The

important questions being answered by this analysis are who decided that training should be

conducted, why a training program is seen as the recommended solution to a business problem,

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what the history of the organization has been with regard to employee training and other

management interventions

Content Analysis. Analysis of documents, laws, procedures used on the job. This analysis

answers questions about what knowledge or information is used on this job. This

information comes from manuals, documents, or regulations. It is important that the

content of the training does not conflict or contradict job requirements. An experienced

worker can assist (as a subject matter expert) in determining the appropriate content.

Training Suitability Analysis. Analysis of whether training is the desired solution.

Training is one of several solutions to employment problems. However, it may not

always be the best solution. It is important to determine if training will be effective in its

usage.

Cost-Benefit Analysis. Analysis of the return on investment (ROI) of training. Effective

training results in a return of value to the organization that is greater than the initial

investment to produce or administer the training

User Analysis. Analysis dealing with potential participants and instructors involved in the

process. The important questions being answered by this analysis are who will receive the

training and their level of existing knowledge on the subject, what their learning style is,

and who will conduct the training.

Work analysis. Analysis of the tasks being performed. This is an analysis of the job and

the requirements for performing the work. Also known as a task analysis or job analysis,

this analysis seeks to specify the main duties and skill level required. This helps ensure

that the training which is developed will include relevant links to the content of the job.

2. TECHNIQUES

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Several basic Needs Assessment techniques include:

direct observation

questionnaires

consultation with persons in key positions, and/or with specific knowledge

review of relevant literature

interviews

focus groups

tests

records & report studies

3. CHECKLIST FOR TRAINING NEEDS ANALYSIS

It is helpful to have an organized method for choosing the right test for your needs. A checklist

can help you in this process. Your checklist should summarize the kinds of information

discussed above. For example, is the test valid for your intended purpose? Is it reliable and fair?

Is it cost-effective? Is the instrument likely to be viewed as fair and valid by the test takers? Also

consider the ease or difficulty of administration, scoring, and interpretation given available

resources. A sample checklist that you may find useful appears on the following page.

Completing a checklist for each test you are considering will assist you in comparing them more

easily.

THE BENEFITS OF AUTOMATION

Automation saves execution time (e.g. automation running overnight can process over 2,000

dialog boxes, effectively equivalent to weeks of manual testing), which results in more time for

analysis, design and development, and can result in higher quality software applications. In

addition:

Implementing automated training program will reduce less time involved in the process

and involve less people to execute this process. Ultimately, this will reduce the total costs

of training.

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Automated training and development practice enhances the repeatability, maintainability,

automatic reporting.

PLANNING TRAINING CALENDAR

The company prepare a planned training calendar which explain

Trainings programs during the year

Duration of training program

The trainer or supervisor of each training

Starting and ending date of each program

START OF THE PROJECT

First conduct the meetings program with the relevant persons to get knowledge about the current

system, organization culture, practices and procedures. Secondly, understanding workflows and

redefining accurate flows.

PROJECT ACTIVITIES AND TIME LINE

Sr.

No

Project Activity Total

Duration

Start Day End Day

Training and Development System 46 Days 14 May 30 June

Start of the project

A Discussions with project team &

Following

2 days 14 May 16 May

1 HR & Admin Dept. 14 May 16 May

2 Finance Dept. 14 May 16 May

3 IT Dept. 14 May 16 May

4 Customer service Dept. 14 May 16 May

5 Marketing Dept. 14 May 16 May

B Requirement Analysis 20 Days 17 May 6 June

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6 Evaluation of current system 10 Days 17 May 26 May

7 User interview and survey 2 Days 27 May 28 May

8 Documentation of Existing system 2 Days 29 May 30 May

9 Problem identification 3 Days 1 June 3 June

10 Solution Recommendation 3 Days 4 June 6 June

C Feasibility Analysis 3 Days 7 June 9 June

11 Technical 1 Day 7 June 7 June

12 Administrative 1 Day 8 June 8 June

13 Financial 1 Day 9 June 9 June

D Designing 21 Days 10 June 30 June

14 Database designing 4 Days 10 June 13 June

15 Reports designing 3 Days 14 June 16 June

16 Coding / data conversion 6 Days 17 June 22 June

17 Networking and Application installation 2 Days 23 June 24 June

18 Implementation and testing of new system 2 Days 25 June 26 June

19 Discussion and ensuring security issues 2 Days 27 June 28 June

20 Training for the new system 2 Days 29 June 30 June

APPLICATION MODULES

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Training & Development

PROJECT DESIGNING

Following are the steps of project designing

Database Designing

Reports Designing

Presenting the Solution

Bugs and Omissions rectifications

Final Solution

DATABASE DESIGNING

Tables

Employee company code

Enter the Training Document Number (TDN)

Trainee’s last name , first name , middle

Enter trainee’s year /month of birth

Enter trainee’s complete home address

Enter trainee’s home telephone number

Trainee’s position title / function

Trainee’s pay plan ,series ,grade and step

Course , title for training

Starting and ending dates

Total numbers hours of training.

Supervisors name , title and telephone number

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InternalTraining

ExternalTraining

ManagementDevelopment

Skillsinventory

Cost of training if any

DATA REQUIREMENTS

Training planning data

Training applications and eligibility data

Training administration data

Training assessment and evaluation data

External training and education data

Career development data

Skills inventory data

REPORTING REQUIREMENTS

Employee Population Reports

Training Activity Report

Applications Summary Report

Eligibility Report

Notifications

Waiting Lists

Training & Course Schedules

Course Enrollment Lists

Course participation and result reports

Eligible courses and institutions report

Training accounting reports

Test and performance reports

Training history reports

Career development plans

TESTING & IMPLEMENTATION

After the development of software, its trail will be run by the team of experts to debug the errors

for the purpose to give error free software to the end user. The beta version will be debugged and

alpha version will be installed on machines, where required.

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SECURITY

When the data is converted or mapped into database and all hardware installations has been

made, installation of the software or Application will be made on the machines of those

employees who are responsible for generating reports for Training and Development. Access

will be granted with secured password to the individuals only for those responsibilities which is

related to them and not for the whole responsibilities. Database will be saved on Mayarate

machine or server and maintain a daily log. Back up will be taken on weekly basis on backup

tapes and placed other than the IT department where management decides for security and other

reasons

TRAINING FOR THE NEW SYSTEM

After satisfactory completion of all the above mentioned steps, full fledge training will be given

to all the concerned on live data, in order to give them full command on the software.

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