Kms fiedmc

COORDINATION & ADMINISTRATION WING COORDINATION & ADMINISTRATION WING (C&A)(C&A)

KNOWLEDGEKNOWLEDGE

CREATION & MANAGEMENTCREATION & MANAGEMENT

ININ

FIEDMCFIEDMC

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Overview of FIEDMCOverview of FIEDMC• VISION:VISION: Excellence in Industrial Estate Development and Excellence in Industrial Estate Development and

ManagementManagement

• MISSION:MISSION: Sustainable and Coherent Industrial Estate Sustainable and Coherent Industrial Estate Development and Growth respecting Environmental parametersDevelopment and Growth respecting Environmental parameters

• GOAL:GOAL: To be the best Industrial Estate Development and To be the best Industrial Estate Development and Management Company across the Globe.Management Company across the Globe.

• OBJECTIVES:OBJECTIVES:

1.1. To establish and manage new Industrial Estates and upgrade the To establish and manage new Industrial Estates and upgrade the existing Industrial Estates as may be assigned to the company existing Industrial Estates as may be assigned to the company from time to time.from time to time.

2.2. To select/Lease/Purchase appropriate site for the development To select/Lease/Purchase appropriate site for the development of new Industrial Estate.of new Industrial Estate.

3.3. To make ancillary arrangements related to the development of To make ancillary arrangements related to the development of infrastructure within the Industrial Estate projects.infrastructure within the Industrial Estate projects.

4.4. To undertake such related tasks/functions as may be instructed To undertake such related tasks/functions as may be instructed by the Government of Punjab to the company from time to time.by the Government of Punjab to the company from time to time.

(for detailed tasks, please refer to Articles of Association, FIEDMC-16 July 2004)(for detailed tasks, please refer to Articles of Association, FIEDMC-16 July 2004)

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• Management Hierarchy:Management Hierarchy:

BODBOD HonouraryHonourary Policy Guidelines, Policy Guidelines, ApprovalsApprovals

ChairmanChairman HonouraryHonourary Policy DevelopmentPolicy DevelopmentCEOCEO HonouraryHonourary Policy Development, Policy Development,

ApprovalApprovalCOOCOO Reports to CEOReports to CEO Policy, Policy,

Execution & Execution & Vice-Vice-VersaVersa

HODsHODs Reports to COOReports to COOImplementation & Implementation & FeedbackFeedback

• Departments:Departments:

At this moment, FIEDMC has 23 employees and 7 At this moment, FIEDMC has 23 employees and 7 Wings in its first year of establishment.Wings in its first year of establishment.

Overview of FIEDMCOverview of FIEDMC

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Overview of FIEDMCOverview of FIEDMCWings of FIEDMCWings of FIEDMC

•TechnicalTechnical• Legal AffairsLegal Affairs• Land & Estates Land & Estates • Sales & MarketingSales & Marketing• Finance & AccountsFinance & Accounts• Environmental AdvisoryEnvironmental Advisory• Coordination & Coordination &

AdministrationAdministration

Introducing Introducing Knowledge Base Knowledge Base

in FIEDMCin FIEDMC

Staff Officer (SO)Staff Officer (SO)

Manager Manager (Coordination)(Coordination)

Incharge, Incharge, Environmental Environmental

Advisory Wing (EAW)Advisory Wing (EAW)

By

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AgendaAgenda

• What is Knowledge and Knowledge What is Knowledge and Knowledge ManagementManagement

• What are the benefits of KMWhat are the benefits of KM• Identification and documentation of tasks Identification and documentation of tasks

through job description requiring:-through job description requiring:-

SystemsSystems ProceduresProcedures Forms & FormatsForms & Formats Work Instructions. Work Instructions.

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Knowledge & Knowledge Knowledge & Knowledge ManagementManagement• Knowledge Knowledge is the awareness and understanding of facts, truths is the awareness and understanding of facts, truths

or information gained in the form of experience or learning. or information gained in the form of experience or learning. Knowledge is an appreciation of the possession of interconnected Knowledge is an appreciation of the possession of interconnected details which, in isolation are of lesser value.details which, in isolation are of lesser value.

• Knowledge ManagementKnowledge Management caters to the critical issues of caters to the critical issues of organizational adaptation, survival and competenceorganizational adaptation, survival and competence in the in the face of increasingly changing environment …………... Essentially, it face of increasingly changing environment …………... Essentially, it embodies embodies organizational processesorganizational processes that seek synergistic that seek synergistic combination of data and information processing capacity of IT and combination of data and information processing capacity of IT and the creative and innovative capacity of human beings.the creative and innovative capacity of human beings.

• • Knowledge is what people knowKnowledge is what people know• Knowledge is what people do with informationKnowledge is what people do with information• Knowledge can be tacit (in our heads) or explicit Knowledge can be tacit (in our heads) or explicit

(documented)(documented)• • Knowledge Management (KM)Knowledge Management (KM) involves the capture of involves the capture of

information and experience so that it is easily accessible in a information and experience so that it is easily accessible in a corporate environment. KM also gives priority to the way in which corporate environment. KM also gives priority to the way in which people construct and use knowledge. It derives its ideas from people construct and use knowledge. It derives its ideas from complex systems. It is parallel to the term “Organizational complex systems. It is parallel to the term “Organizational Learning”. It recognizes that learning and doing are more Learning”. It recognizes that learning and doing are more important to organizational success than imitation and important to organizational success than imitation and dissemination.dissemination.

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Knowledge & Knowledge Knowledge & Knowledge ManagementManagement

• Knowledge ManagementKnowledge Management is inevitable is inevitable in today’s rapidly changing in today’s rapidly changing environment where survival, environment where survival, excellence, profits are based on excellence, profits are based on adaptation of new technologies and adaptation of new technologies and swift processing of information. swift processing of information.

• Knowledge baseKnowledge base of an organization is of an organization is the transfer of tacit knowledge (in the transfer of tacit knowledge (in our heads) to explicit knowledge our heads) to explicit knowledge (documented).(documented).

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Overview, Why? Overview, Why?

• To build the knowledge base of the To build the knowledge base of the organizationorganization

• Smooth FunctioningSmooth Functioning• High Efficiency Levels (Quality & Quantity)High Efficiency Levels (Quality & Quantity)• Lessons Learned-Case BaseLessons Learned-Case Base• Inculcate a progressive-adaptive-efficient-Inculcate a progressive-adaptive-efficient-

and satisfactory work force / employeesand satisfactory work force / employees• Maximum Employee Retention least turn over Maximum Employee Retention least turn over

and enhanced productivity and momentous and enhanced productivity and momentous growthgrowth

• More pro-active, less reactive and least More pro-active, less reactive and least corrective measurescorrective measures

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WINGJob DescriptionJob Description

• Purpose:Purpose: To look after administration and maintenance of office assets and To look after administration and maintenance of office assets and coordinate with government agencies as per the project requirementcoordinate with government agencies as per the project requirement

• Scope:Scope: Coord and Admin is an important department of FIEDMC responsible Coord and Admin is an important department of FIEDMC responsible for the followingfor the following taskstasks:-:-

1.1. Act as advisor to PD on Administrative matters.Act as advisor to PD on Administrative matters.2.2. To maintain liaison/coordination with various agencies and also perform protocol To maintain liaison/coordination with various agencies and also perform protocol

duties whenever required.duties whenever required.3.3. Process administrative decisions on all administrative matters i.e. Process administrative decisions on all administrative matters i.e. discipline, leave, up discipline, leave, up

gradation and all such mattersgradation and all such matters as desired by PD. as desired by PD.4.4. Develop and maintain industrial relations.Develop and maintain industrial relations.5.5. Responsible for Responsible for employment confirmation, posting, transfer and discharge of employment confirmation, posting, transfer and discharge of

employeesemployees..6.6. Analyze/evaluate and recommend to the PD, matters pertaining to procurement and Analyze/evaluate and recommend to the PD, matters pertaining to procurement and

allocation of vehicles to various departments.allocation of vehicles to various departments.7.7. Administration of FIEDMC owned mosques, guest house and working women Administration of FIEDMC owned mosques, guest house and working women

accommodation.accommodation.8.8. Process demand of office furniture and allotment of office accommodation.Process demand of office furniture and allotment of office accommodation.9.9. To oversee the smooth functioning of To oversee the smooth functioning of mechanical transportmechanical transport..10.10.Enforce policy so that data/information of each department is properly maintained and Enforce policy so that data/information of each department is properly maintained and

updated and security aspect is taken care of.updated and security aspect is taken care of.11.11.General maintenance and cleanliness of project area.General maintenance and cleanliness of project area.12.12.To hold stock taking, survey board and condemnation board as and when required.To hold stock taking, survey board and condemnation board as and when required.13.13.To purchase items as required for the Office, Guest house etc.To purchase items as required for the Office, Guest house etc.14.14.To coordinate To coordinate recruitment and selectionrecruitment and selection of employees of FIEDMC. of employees of FIEDMC.15.15.To coordinate To coordinate salary and benefitssalary and benefits administration. administration.16.16.To Coordinate with PD for the To Coordinate with PD for the performance appraisalsperformance appraisals of staff. of staff.17.17.To maintain discipline and ensure implementation of To maintain discipline and ensure implementation of staff welfare policiesstaff welfare policies..18.18.Coordinate for the Coordinate for the training analysis and evaluationtraining analysis and evaluation of FIEDMC staff. of FIEDMC staff.

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING

• Human ResourceHuman Resource1.1. HiringHiring

2.2. FiringFiring

3.3. Appraisal, Promotions and Pay IncrementsAppraisal, Promotions and Pay Increments

4.4. Training & DevelopmentTraining & Development

5.5. Orientation of new EmployeesOrientation of new Employees

6.6. Benefit AdministrationBenefit Administration1.1. LeavesLeaves

2.2. AllowancesAllowances

3.3. Other Welfare Policies; GratuityOther Welfare Policies; Gratuity

7.7. Disciplinary ActionsDisciplinary Actions

8.8. Employee Administration; Deputations, Employee Administration; Deputations, Transfers etcTransfers etc

Policy & Forms

Package

Policy & Forms

Policy & Forms

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• ProcurementProcurement1.1. Tangible AssetsTangible Assets

a.a. Fixed AssetsFixed Assets

b.b. Movable AssetsMovable Assets

2.2. Intangible AssetsIntangible Assets

3.3. Office StationaryOffice Stationary

4.4. Other ItemsOther Items

Policy for PurchaseForms for AcquisitionProcedure for ExecutionWork Instructions for Implementation

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• Meetings Meetings (BOD-Committees)(BOD-Committees)

• Record KeepingRecord Keeping1.1. SoftSoft

2.2. HardHard

• Data Integrity and SecurityData Integrity and Security1.1. Client RecordClient Record

2.2. Sales RecordSales Record

3.3. Meetings RecordMeetings Record

• Office MessOffice Mess

PolicyProcedure

PolicyProcedure

PolicyProcedure

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• Front DeskFront Desk1.1. Telephone Exchange and Telephone LinesTelephone Exchange and Telephone Lines2.2. Mail Handling, Recording and posting to COOMail Handling, Recording and posting to COO

a.a. In personIn personb.b. Snail Mail / Courier Snail Mail / Courier c.c. EmailsEmailsd.d. FaxesFaxes

3.3. Telephone EtiquettesTelephone Etiquettes4.4. Customer DealingCustomer Dealing5.5. Walk in VisitorsWalk in Visitors

• TransportTransport (Within & Out-Station)(Within & Out-Station)

• Office MaintenanceOffice Maintenance

• Office CleaningOffice Cleaning

• Access and ControlAccess and Control1.1. Office HoursOffice Hours2.2. After Office HoursAfter Office Hours

• Inventory RecordInventory Record1.1. Furniture & FixtureFurniture & Fixture2.2. Office EquipmentOffice Equipment3.3. StationeryStationery

PolicyProcedure

PolicyProcedure

PolicyProcedure

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• Guest House Administration; Guest House Administration; 1.1. Eligibility to stay (FIEDMC Officials, Eligibility to stay (FIEDMC Officials,

Guests, Others)Guests, Others)

2.2. ProcurementProcurement

3.3. Maintenance & CleaningMaintenance & Cleaning

4.4. Utility Bills and Building Rent / TaxesUtility Bills and Building Rent / Taxes

5.5. Inventory of AssetsInventory of Assets

6.6. Cook (C)Cook (C)

7.7. Waiter (W)Waiter (W)

8.8. Guard (G)Guard (G)

9.9. Reimbursement of charges (Mess & Reimbursement of charges (Mess & other) from FIEDMC Residents, Guests other) from FIEDMC Residents, Guests and CWGand CWG

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• CoordinationCoordinationWithin FIEDMC esp. with Tech Within FIEDMC esp. with Tech and and withwith

1.1. FESCO-WAPDA-NEPRA-IPPsFESCO-WAPDA-NEPRA-IPPs

2.2. SNGPLSNGPL

3.3. PTCL-PTA-NTCPTCL-PTA-NTC

4.4. WASA-IrrigationWASA-Irrigation

5.5. NHA-Punjab HighwayNHA-Punjab Highway

6.6. Labour & ManpowerLabour & Manpower

7.7. Industries-LACIndustries-LAC

8.8. EPD-PunjabEPD-Punjab

9.9. Local GovernmentLocal Government

10.10.District GovernmentDistrict Government

11.11.Other StakeholdersOther Stakeholders

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COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING RESPONSIBILITY GRIDRESPONSIBILITY GRID

SNSN NameName DesignatioDesignationn

Function/ResponsibilityFunction/Responsibility Docmnt Docmnt RefRef

Sub-Docs; Ref Sub-Docs; Ref to func within a to func within a

funcfunc

11 Muhammad Faisal Muhammad Faisal QasmiQasmi

Mgr Mgr CoordCoord

HRHR FIEDMC/FIEDMC/C&A/HR/C&A/HR/

0101

0808

22 ProcurementProcurement

33 Record KeepingRecord Keeping

44 Data Integrity & Data Integrity & SecuritySecurity

55 Front DeskFront Desk

66 TransportTransport

77 Office MessOffice Mess

88 Office MaintenanceOffice Maintenance

99 Office CleaningOffice Cleaning

1010 Office Access & Office Access & ControlControl

1111 Inventory RecordInventory Record

1212 MeetingsMeetings

1313 Coord with Tech WingCoord with Tech Wing

1414 Coordination Coordination (Outside)(Outside)

1515 Guest House Guest House AdministrationAdministration

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STANDARD OPERATING PROCEDURESTANDARD OPERATING PROCEDUREC&A-HR│C&A-HR│ SOP for HiringSOP for Hiring │FIEDMC/C&A/HR/01- │FIEDMC/C&A/HR/01-

0101

Purpose:Purpose: Hiring of Staff for FIEDMCHiring of Staff for FIEDMCScope:Scope: Hiring of Management, Technical and Support StaffHiring of Management, Technical and Support Staff..Note: Note: Candidates within the organization are not eligible to apply.Candidates within the organization are not eligible to apply.Procedure:Procedure:

1.1. Generation of request from an HOD will be forwarded to C&A-HR with following info:-Generation of request from an HOD will be forwarded to C&A-HR with following info:-

1.1. Scope of Work / Job DescriptionScope of Work / Job Description2.2. Estimated volume of work in man hours/week Estimated volume of work in man hours/week 3.3. Working HoursWorking Hours4.4. Short Term / Long TermShort Term / Long Term5.5. Salary or GradeSalary or Grade6.6. CommencementCommencement7.7. Academic QualificationAcademic Qualification8.8. Professional / Tech SkillsProfessional / Tech Skills9.9. Computer Literacy / Particular Softwares?Computer Literacy / Particular Softwares?10.10. ExperienceExperience11.11. Gender Specific, why?Gender Specific, why?12.12. Age bracket, why?Age bracket, why?

2.2. Approval of Request from COO and CEOApproval of Request from COO and CEO3.3. Designing & Approval of Advertisement for publication with date and media detailDesigning & Approval of Advertisement for publication with date and media detail4.4. Submission of approved advertisement to the Official advertising agency of FIEDMC Submission of approved advertisement to the Official advertising agency of FIEDMC

for publication in the desired newspaper. for publication in the desired newspaper. Marketing ExecutiveMarketing Executive5.5. Compilation of received CVs/applicationsCompilation of received CVs/applications6.6. Short listing of CandidatesShort listing of Candidates COO & Relevant HODCOO & Relevant HOD7.7. Intimation to Staff Recruitment CommitteeIntimation to Staff Recruitment Committee Company SecretaryCompany Secretary8.8. Files for SRC and Interview Call LettersFiles for SRC and Interview Call Letters9.9. Interview Day Preparation & AdministrationInterview Day Preparation & Administration10.10. Interview Proceedings and Record Compiling.Interview Proceedings and Record Compiling.11.11. Minute Sheet to CEO through COO for the approval of selected candidates.Minute Sheet to CEO through COO for the approval of selected candidates.12.12. Signing of Appointment LettersSigning of Appointment Letters COO-CEOCOO-CEO13.13. Issuance & Despatch of Signed Appointment LettersIssuance & Despatch of Signed Appointment Letters

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FORM FOR REQUEST OF MANPOWERFORM FOR REQUEST OF MANPOWER• C&A-HR│C&A-HR│ REQUEST FOR MANPOWERREQUEST FOR MANPOWER │FIEDMC/C&A/HR/Frm-01 │FIEDMC/C&A/HR/Frm-01

• Scope of Work: _____________________________________________________________________________Scope of Work: _____________________________________________________________________________• __________________________________________________________________________________________________________________________________________________________• Job Description: _____________________________________________________________________________Job Description: _____________________________________________________________________________• __________________________________________________________________________________________________________________________________________________________• __________________________________________________________________________________________________________________________________________________________• Estimated volume of work in man hours/week: Estimated volume of work in man hours/week:

__________________________________________________________________________________________________________________________________________________________• __________________________________________________________________________________________________________________________________________________________• Working Hours: Working Hours: 9-5 □9-5 □ Other: □ please specify: _________________________Other: □ please specify: _________________________• Short Term Short Term □□ Long TermLong Term□□ Full Time Full Time □ Part Time □ Intern □ □ Part Time □ Intern □

• Commencement: Commencement: ____________________________________________________________________________________________________________________________• Cadre (circle please) Support Staff Officer Middle Mgr Management Senior Cadre (circle please) Support Staff Officer Middle Mgr Management Senior

ManagementManagement• Salary or Grade:Salary or Grade: 1-9 (1 being the lowest paid): ______________________________________1-9 (1 being the lowest paid): ______________________________________• RequirementsRequirements

– Academic Qualification: _________________________________________________________Academic Qualification: _________________________________________________________– Professional / Tech Skills: _______________________________________________________Professional / Tech Skills: _______________________________________________________– ________________________________________________________________________________________________________________________________________________________– Computer Literacy / Particular Softwares? __________________________________________Computer Literacy / Particular Softwares? __________________________________________– Experience: ______________________________________________________________Experience: ______________________________________________________________

• Gender Specific, Why? _________________________________________________Gender Specific, Why? _________________________________________________• ______________________________________________________________________________________________________________________________________• Age Bracket, Why? __________________________Age Bracket, Why? __________________________

• Ref: ______________________________________Ref: ______________________________________ Date: ____________________________Date: ____________________________• Name: ____________________________________Name: ____________________________________ Designation: _______________________Designation: _______________________• Signatures: ________________________________Signatures: ________________________________

• Signatures of HOD: __________________________Signatures of HOD: __________________________• Signatures of COO:Signatures of COO: ____________________ ____________________

• Any Comments? _____________________________Any Comments? _____________________________• __________________________________________ __________________________________________ Signatures of CEO: ____________________Signatures of CEO: ____________________• Note: Use Additional Sheets (if required)Note: Use Additional Sheets (if required)

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KNOWLEDGE BASE IN FIEDMCKNOWLEDGE BASE IN FIEDMC

Do we Do we agreeagree that that Adopting this system will Adopting this system will help us in Better help us in Better Management ?Management ?

•If Yes, please keep sittingIf Yes, please keep sitting• If No, please disregard the next slides and If No, please disregard the next slides and

see COO in his office shortlysee COO in his office shortly

2121

One small recommendationOne small recommendation

• Refer to Refer to – Job Description;Job Description; Charter of Charter of

Duties – HR ManualDuties – HR Manual– COOCOO for elaboration on for elaboration on

ambiguous ambiguous activities/tasks/functions (which activities/tasks/functions (which do not qualify or overlap within do not qualify or overlap within a departments function)a departments function)

– Manager CoordManager Coord for assistance for assistance

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What to do next?What to do next?Convert Tacit Knowledge into Explicit Convert Tacit Knowledge into Explicit KnowledgeKnowledge

• Job Description;Job Description; Charter of Duties Charter of Duties• Identify TasksIdentify Tasks (involving your department (involving your department

only) requiring systems and procedures for only) requiring systems and procedures for implementationimplementation

• Identify TasksIdentify Tasks (involving other department (involving other department (s) requiring systems and procedures for (s) requiring systems and procedures for implementationimplementation

• Write sub-tasksWrite sub-tasks amalgamated in the major amalgamated in the major tasktask

• Suggest proceduresSuggest procedures for each of them for each of them• ProvideProvide Work Instructions Work Instructions• Get the work Get the work ratifiedratified by COOby COO for final for final

adoptionadoption

Business

Kms fiedmc