Chapter 1 S & T Trading (PVT) Ltd AT A GLANCE

1.1 Introduction

1.2 S & T Trading (PVT) Ltd: Profile

1.3 Evolution of the word “software”

1.4 Emergence of modern Software Industry

1.5 The Software development process in the

21st century

1.6 Corporate information

1.7 Management

1.8 Portfolio

1

1.1 Introduction:

The software industry includes businesses involved in the

development, maintenance and publication of computer software

using any business model. The industry also includes software

services, such as training, documentation, and consulting.

1.2 S & T Trading (PVT) Ltd: Profile S & T Trading (PVT) Ltd is registered with Office of the

Registrar of Joint Stock Companies & Firms (Trade License No.

0449407) and was established under the companies Act-1994 as a

Private Limited Software & Webpage development Company. As

stated before S & T Trading (Pvt.) Limited is composed of a team

of highly qualified and motivated staffs, Our principal founder,

Mr. Muhtashim Sadi, a Stock Market veteran with extensive

experience in the global automation management industry, saw an

opportunity to bring world-class automation expertise to the

Bangladeshi markets.

The initial authorized capital of the company was Tk. 10000000/=2

at the time of incorporation.

1.3 Evolution of the word “software”: The word "software" had been coined as a prank by at least 1953,

but did not appear in print until the 1960s. Before this time,

computers were programmed either by customers, or the few

commercial computer vendors of the time, such as UNIVAC and IBM

1.4 Emergence of Modern Software Industry:

The first company founded to provide software products and

services was Computer Usage Company in 1955. The software

industry expanded in the early 1960s, almost immediately after

computers were first sold in mass-produced quantities.

Universities, government, and business customers created a demand

for software. Many of these programs were written in-house by

full-time staff programmers. Some were distributed freely between

users of a particular machine for no charge. Others were done on

a commercial basis, and other firms such as Computer Sciences

Corporation (founded in 1959) started to grow. The computer-

makers started bundling operating systems software and

programming environments with their machines.

When Digital Equipment Corporation brought a relatively low-

priced micro-computer to market, it brought computing within

reach of many more companies and universities worldwide, and it

spawned great innovation in terms of new, powerful programming

3

languages and methodologies. New software was built for micro-

computers, and others, including IBM, followed DECs example

quickly, resulting in the IBM AS400 amongst others.

The industry expanded greatly with the rise of the personal

computer in the mid-1970s, which brought computing to the desktop

of the office worker. In subsequent years, it also created a

growing market for games, applications, and utilities. DOS,

Microsoft's first operating system product, was the dominant

operating system at the time.

In the early years of the 21st century, another successful

business model has arisen for hosted software, called software as

a service, or SaaS; this was at least the third time this model

had been attempted. SaaS reduces the concerns about software

piracy, since it can only be accessed through the Web, and by

definition no client software is loaded onto the end user's PC.

1.5 The Software development process in the 21st

century: A software development process is a structure imposed on the

development of a software product. Similar terms include software

life cycle and software process. There are several models for such

processes, each describing approaches to a variety of tasks or

activities that take place during the process. Some people

consider a lifecycle model a more general term and a software

development process a more specific term. For example, there are

4

many specific software development processes that 'fit' the

spiral lifecycle model.

1.6 Corporate Information Registered Office

3rd Floor,

26/1 Atish Dipankar Road, Shobujbaag

Bashabo, Dhaka-1214

Email: info @sntbd.com

Web: www.sntbd.com

1.7 Management In S & T Trading (PVT) Ltd, the company is headed by its

chairman. The management committee consists of key personalities

namely Mr. Muhtashim Sadi as Director, Ms. Khaleda Sharmin

Sheemon as head of HRD, Mr Mustaque Md Sami as the Managing

Director and others driving the organization apart from its5

Analysis Requirements Specification

Design Implemention

Testing & Integratio

n

Operation &

Maintenance

chairman.

1.8 Our Major Accomplished Clients/Projects:

Completed sites:

1.Suprobhat Bangladesh (http://www.suprobhat.com)

2.Suprobhat Bangladesh epaper (http://www.esuprobhat.com)

3.EBL Securities Ltd (http:// www.eblsecurities.com)

4.Ahmad & Akhtar (http://www.ahmadaktr.com)

5.LIC Solar Power System (http://www.licbd.com)

6.Chittagong Grammar Schoor (http://www.cgsrsc.com)

7.Continental Development Technologies Ltd (http://www.cdtlbd.com)

8.Digitech International Ltd. (http://www.digitechint.com.bd)

9.Barta Bangla (http://www.bartabangla.com)

10. Business Saradin (http://www.businesssaradin.com)

11. Business Voice (http://www.businessvoicebd.com)

12. Radio Etune (http://www.radioetune.com)

13. News Link (http://www.newslinkbd.com)

14. Personal site (http://www.yeasbir.com)

15. Banglardak (http://www.banglardak24.com)

6

16. Automation BD (http://www.automationbd.com)

17. Techno Flame (http://www.technoflamebd.com)

18. Environment & Climate change News (http://www.eccnews.net)

19. All Media Link (http://www.allmedialink.com)

Ongoing Software projects:  

1. Holding Tax Management System Client name: Chittagong City Corporation. 

2. Inventory and Fixed assets Management Client name: Power grid. 

3. Trade License Management Client name: Chittagong City Corporation.

Recent completed software:  

1. Point of sale(POS) Client name: “Example” Shop. 

2. Financial Management System Client name: LGED. 

3. Inventory and accounts Client name: “Nipa” Flower Mill. 

4. Inventory Client name: Dress Collection.

5. Automatic performance monitoring tool Client name: Telecom industry.

7

Chapter 2 INTRODUCTION OF THE REPORT

2.1 Introduction

2.2 Origin of the report

2.3 Rationale of the study

2.4 Benefits to the Institution through this

report

2.5 Duration

2.6 Scope and Limitation of the study

2.7 Statement of the problem

2.8 Objectives of the study

2.9 Literature Review

2.10 Methodology of the study

8

2.1 Introduction:

Bangladesh is a huge market for the software business. Presently

many software companies are doing a great business in Bangladesh.

S&T Trading (PVT) Ltd is one of the emerging legends in this

software sector of Bangladesh through their services to the

customers.

Preparing this report is the practical aspect of our theoretical

learning. It makes a bridge between the gap of classroom learning

and practical learning. In this view, this report plays an

essential role for each degree like MBA. Moreover, it may be

noted that S&T Trading (PVT) Ltd executives who are really

executing the policies undertaken by the top management will have

a chance to communicate their interaction and provide necessary

feedback.

Service companies are very much essential for the overall

development of a country. Especially software companies play an

important role in the field of encouragement of entrepreneurship,

generation of employment opportunities etc. A number of

9

initiatives were taken recently to increase the competition and

efficiency in software sector, relaxation of unwanted rules and

regulations, improvement of tax related law and other situations

and improve the financial base of the software companies of the

country.

2.2 Origin of the report: Now we are living in the age of competition at anything in any

places. From that tendency recently “Education” is also in the

age of competition. So the procedures and standards of teaching

are upgraded by different universities and institution in our

country. In respect to that, this report is mandatory for our

Human Resource Management course. This report is a partial

fulfillment of our Human Resource Management course. To do so I

decided to complete our report in S&T Trading (PVT) Ltd.So, the report entitled “4 Functions of HRM and their

compatibility with the company S&T Trading (pvt.)ltd” has been

prepared as a partial fulfillment of Human Resource Management

course, conducted by Mr. Bapi, Amitava Bose of MBA Program,

Department of Management, American International University -

Bangladesh.

2.3 Rationale of the Study: As an obligatory requirement of of Human Resource Management

course, of MBA Program, Department of Management, We have

prepared this report for the partial fulfillment of my BBA

degree. As a business graduate we gain plenty of theoretical10

knowledge. Now it’s the time to use this theoretical knowledge

practically. But it’s true that it is likely to have some

difference in theory and practice. Although by using the

theoretical knowledge we are able to understand the pre-practical

field, which help us to cope up the situation. Finally, due to

the increased competition of the increased number of software

firms and the growing economy, the expectations of the customers

have also increased than ever before. Realizing the present

condition, software companies are trying to elevate their service

as much as reachable to their customers. Although government is

initiating necessary steps to make the software sector completely

tax free and more effective- against any unwanted situation, the

most serious difficulty facing the software sector is the level

of tax rate, Hacking and Phishing sites which greatly influence

the investment process. So it is the duty of the top management

of the Software Industry to work with the situation.

2.4 Benefits to the Course through this report: The course will get an overall picture on the 4 HRM functions of

the company through this report. It may take steps to overcome

its shortages or weakness; at the same time it may explore the

opportunities it does have.

2.5 Duration:

The duration of the study was a very short span of time. It was

three week long report. It was very much hard to complete a

11

report as well as assigned tasks by the software company. So we

had to complete this study facing tremendous time pressure.

2.6 Scope and limitation of the Study: In this report we have focused on all the Quantitative as well as

Qualitative which include profiles of S&T Trading (PVT), the core

functions of HRM and their relevance with the demised company

have been depicted.

Limitations of my study are:

a. Lack of experiences has acted as constraints in the way

of meticulous exploration on the topic.

b. Shortage of time for preparing the report in order.

c. Controversial information of different department.

2.7 Statement of the Problem: In my report entitled ““4 Functions of HRM and their

compatibility with the company S&T Trading (pvt.)ltd””, here we

are supposed to analyze the traditional HRM process regarding its

problems and prospects, recruitment, selection, orientation,

training and development etc and compare with its real time

scenario of S&T Trading (PVT) Ltd particularly in terms of its

12

precise definition, problems, factors and contributions.

2.8 Objectives of the Study: The primary objective of this report is to observe the core

functions of HRM that is recruitment, selection, orientation,

training and development etc related activities of S&T Trading

(PVT) Ltd

The other objectives include:

To understand the HRM process both from employee’s side

and management side.

To familiarize with the various functions of HRM.

To understand the HRM policy of S&T.

To understand the importance of HRM policy of S&T

Trading (PVT) Ltd.

To get the practical exposure of the ongoing problems

and the increased popularity of applying HRM policies.

2.9 Literature ReviewIn this report the MOA (Memorandum of Association), AOA (Articles

of Association), Trade License, VAT and TIN of the company S&T

were used.

2.10 Methodology of the Study: Both primary and secondary information sources were used to

13

complete this report.

Primary sources: Primary sources were, executive/engineers of

Different departments. Following factors were considered to

collect information:

a. Face to Face conversation.

b. Questionnaire.

Secondary sources: Secondary information was collected from

various books, articles, annual reports, journals, manuals,

and also from the web sites.

14

Chapter 3 4 functions of HRM

15

3.1 Recruitment Process

3.2 Selection process

3.3 Orientation of the employees

3.4 Employee training and employee development program

3.5 Managing career

3.6 Performance management system

3.7 Policy for salary raise and promotion

3.8 Salary and Benefits

RECRUITMENT

3.1.1 Defining recruitment at S&T trading:At S&T the definition of recruitment is similar as any other

company and that is seeking viable job candidates and discovering

potential applicants for organizational vacancies.

3.1.2 Goals of recruitment at S&T:The recruitment goal of S&T is parallel to any other organization

throughout the country. Which involves to generate a large pool

of applicants and to provide sufficient information to the

applicants to help them identify the company needs specially for

the software department.

3.1.3 Constraints on recruiting efforts at S&T

include: The limitation that S&T faces at the time of recruitment, is

their Organization name or the brand name. That is the name of

the company according to the certificate of incorporation and

16

Trade license is S and T trading (pvt) ltd, which is however a

old fashioned name and is some cases doesn’t comply with the

business it is running . The rules and provisions of than that of

the time of the incorporation of the company and According to the

Articles of association of the company allows the company to do

almost 32 types of business under this trade license and name

which however now a days is limited to 7-8 business only. And

that is why the company is still running with this old fashioned

name.

3.1.4 Recruiting sources:To fill out the vacant positions managed by the employment

planning S&T follows the below sources for their recruitment

1. Cyberspace Recruiting under the External search source.

2. Employee referrals and recommendations.

Cyberspace Recruiting under the External search source.

All most 90% of the recruits are made through the www.bdjobs.com

website. The reason behind the cyberspace recruiting is it is

easy, comparatively cheap, less time consuming, can attract a

large pool of potential candidates and so on. Cyberspace

recruiting also helps increase diversity and finds people with

unique technique.

Employee referrals and recommendation:

In case of emergency needs such as for temporary assistants for

the software team for any ongoing project work candidates are

17

recruited by the recommendation of any senior employee. In most

of the cases it occurs to minimize the work load of the team and

to meet the dead line of any given project.

18

SELECTIONS&T Trading (PVT) Limited goes through some selection process

when they hire employee. They undergo some initial screening and

testing technique when they select an employee. These techniques

help them to find the right person for the right job. They take

interview of the candidate; arrange different tests to find the

appropriate person. Then they give final decision. HR manager

conducts initial screening part for the selection procedure.

Department super and top-level management who are responsible to

take the final decision conduct the remaining part.

However, for the selection procedure, S&T TRADING (PVT) LIMITED

follows two steps. These are:

4.1.1 Written test:The candidate who applies for the job should sit for a written

test. The candidates who pass in the written test are selected

for further processing. In order to take written test, they

generally follow two types of tests. These are given below:

(a) Specific cognitive abilities/ mental abilities: The method

is used for measuring mental abilities such as inductive and

deductive reasoning, verbal comprehension, memory and numerical

ability. Thus, S&T TRADING (PVT) LIMITED uses this type of test

in order to select employees for the mechanical or technical

positions of their company.

19

(b) Achievement test: These methods are widely used in

employment screening. Since, it is basically a measurement of

what a person has learned throughout his/her life; therefore S&T

TRADING (PVT) LIMITED uses this method in order to recruit and

select employees for administrative section who are able to apply

their gained knowledge in their practical field so that S&T

TRADING (PVT) LIMITED can find out the right person for the right

place.

4.1.2 Interview:S&T TRADING (PVT) LIMITED has their own design template for

taking interview for applicants who pass the written test. The

different interview procedures are used in S&T TRADING (PVT)

LIMITED:

(a). Stress Interview: Most of the time S&T TRADING (PVT) LIMITED

takes stress interview for the only for technical supported

fields and marketing division.

(b). Job related Interview: The company usually takes job related

interview for every candidate in primary stage.

(c). Panel Interview: S&T TRADING (PVT) LIMITED sometimes use

20

panel interview where a group of people of different jobs are

encouraged to ask questions to evaluate the candidate more

efficiently.

However, sometimes they directly call for the interview without

taking the written test.

4.1.3 Other tests:

Beside written test and interview S&T TRADING (PVT) LIMITED likes

to go through some other types of test.

4.1.4 Presentation skill test:

S&T TRADING (PVT) LIMITED takes presentation skill test to find

whether the person is a good presenter or not. These types of

tests are taken for evaluating the ability for marketing or sales

division.

4.1.5 Medical test:

S&T TRADING (PVT) LIMITED take medical test to find the employees

physical condition. It helps them to find whether they are

physically fit for doing their job properly.

21

4.1.6 Final selection:

After completing the entire test S&T TRADING (PVT) LIMITED give

their final decision on the basis of the result of all the

different kinds of tests. Then, an employee is finally selected

to work in the organization at a joining date given by S&T

TRADING (PVT) LIMITED.

The chart of recruiting and selection process of S&T TRADING

(PVT) LIMITED

22

Recruiting

C.V Sorting

Written Test

Interview

Other Test

Final Selection

Figure 2: Recruiting & Selecting Process in S&T Trading

(PVT) Limited

EMPLOYEE ORIENTATION

S&T TRADING (PVT) LIMITED generally uses 3 days’ orientation

program. Mainly they have two types of employee orientations:

They arrange an overall orientation for one day. In the

orientation all the new recruiters are present and the

management gives them an overall job description and job

specification.

Department supervisor gives the new recruiter some orientation

about the department’s job procedures, and make him or her

familiar with the working environment (the other two days).

23

TRAINING PROGRAMS IN S&T TRADING (PVT) LIMITED

The training program is a vital link in the process of converting

the recruit into productive representatives. The money, which is

spent on recruiting and selecting people, may be wasted if their

selection is not followed up with the proper training programs.

Additionally, experienced reps may not improve or even maintain

their productivity if they are not provided with an adequate

amount of continual training. So the purpose of training is to

relate and improve the specific performance related skills,

attitudes, perception and behaviors require people’s success with

the state of readiness of the force. As S&T TRADING (PVT) LIMITED24

is the provider of software services and IT solutions, they

always want to serve their best. That is why, they have very

strong and effective training department to train the best

training to their employees.

At S&T TRADING (PVT) LIMITED the top-level management believes

that their primary competitive advantage comes from their

employees. In the ever-changing Software industry, all of them

must continuously upgrade their skills and knowledge in order to

maintain this competitive advantage.

Their training programs are based on the job natures and the

performance of the employees. Their goal is to attract, retain

and motivate the very best and to do that they support training,

development, and business education.

6.1.1 Why S&T TRADING (PVT) LIMITED trains their employees:

Primarily, the importance of training stems from the rapid change

in the environment. As a developing country, people, in general,

are not very aware about the technological changes that are

taking place.

training basically seek to take human inputs recruited or even

existing employees and turn them into productive part of the

company. Training programs should be taken as a continual,

25

ongoing process, which improve the scenario in different

dimensions such as:

1. Training process is conducted to provide the freshers the

basic knowledge which is required to perform their specific job

perfectly.

2. To implement the basic knowledge, S&T Trading (PVT) Limited

provides practice session for the new employees. S&T Trading

(PVT) Limited believes on the more practice the more perfect

empolyee. That’s why they prefer more the practice session.

3. Training provides the people with better improved knowledge,

working habits, working techniques which are essential part to

achieve both employee and company satisfaction and thus retaining

them in the long run.

4. Training programs also help trainee to develop positive

attitude about themselves and company as a whole.

Therefore, training works as one of the most vital weapons to

achieve overall, long-run goals of an organization.

6.1.2 How the training process is conducted:

S&T TRADING (PVT) LIMITED uses different training technique

depending on the training content, purpose of the training

program, participants of the program as well as time required for

the completion of the training.

The training program of S&T TRADING (PVT) LIMITED is conducted

before sending the entry level employees to the workstation.

26

The training need of each employee is analyzed through two

processes:

TNA : Training Need Analysis

SGA : Skill Gap Analysis

The results of these two processes measures how much training each employee needs

6.1.3 The Training Process:

There are three types of training process:

1. In-house training:

Employee supervisors or line managers provide a coaching for the

new employees. In coaching, lectures are delivered to provide

knowledge related to the specific jobs. A lecture is the best way

to present a basic outline of a subject in a shorter time to a

larger number of trainees than any of the other techniques. FOR

example, when information about S&T TRADING (PVT) LIMITED’S

products, new services, and new findings in the research and

company information, market condition is to be given to the

trainees then the training department adopts lectures. With this27

technique, a trainer can handle a higher number of participants

and give greater volume of information within a short time period

2. Job rotation:

S&T TRADING (PVT) LIMITED provides job rotation to the entry-

level employees. In this process they don’t send their employee

of one department to another department for training. What they

do is that they just send employee of one branch to another or

one region to another.

4. Discussion:

In S&T TRADING (PVT) LIMITED, when any new system or services is

launched or when there is any need for changing the technique or

policies, discussion is used as a training method where both the

trainer and the trainees can share their thoughts and opinions.

During the leadership training, induction training as training on

advanced selling skill; the training department usually prefers

discussion. Sometimes, when cases are given to the trainees to

solve the problem and suggest recommendation, group discussion

also takes place among the trainees.

28

6.1.4 Supervision of training by S&T TRADING (PVT)

LIMITED HR department: -Though the training programs are provided by different

departments, the overall supervision is upon the HR department.

They look after the overall process and do some routine

functions. They are as follows:

Prepare, maintain and update training related database.

Prepare career development plan

Prepare induction training manual/modules

Evaluate training program

Make agreement between S&T TRADING (PVT) LIMITED and employees

for overseas training

To communicate with different local training institutions

To communicate with trainers/instructors.

29

6.1.5 Objectives of S&T TRADING (PVT) LIMITED training programs: -

A primary objective of many training programs is to teach the

force how to be more productive. Usually, a person’s productivity

will increase with experience. But if s training can substitute

for some of the needed experience, higher productivity levels

should be reached earlier. The most important objectives of

training program are

Shown in the given diagram:

30

Figure 3: Training Objectives of S&T TRADING (PVT) LIMITED

6.1.6 Training Plan:

Training gives new employees the skills required to perform their

jobs perfectly. So make the training program perfect S&T TRADING

(PVT) LIMITED plans some steps, which are helpful for the

31

Training program objectives of S&T Trading (PVT) Limited

Improved morale

Increased productivity

Improved self- management

Improved customer relations

Improved communication

fresher. S&T TRADING (PVT) LIMITED follows the following steps to

conduct training.

Who should be trained:

As newly hired person doesn’t have enough knowledge about the

company and his job, training can help them in this regard.

Although experienced people have knowledge about their job still

they need training to cope with the changing world.

Recognizing training needs:S&T TRADING (PVT) LIMITED mainly follows ‘need based training’. That is, whenever the supervisor finds that his/her subordinates’need sufficient training; they immediately take necessary steps and arrange training programs. The supervisors use several methods to assess training needs.

They are as follows: Performance testing

Job analysis

Force survey

Performance survey

Observation

32

When training should take place:

Timing of the training has two basic attitudes. Some

organizations prefer training first than go for the job, where as

some organizations want training based on after job performance.

In S&T TRADING (PVT) LIMITED, the Training programs are made as

yearly basis for providing training on techniques and skills for

all level of their employees including the ones from other

departments because they believe that in an organization

everybody needs to have skill. The marketing department, sales

department and HR department altogether do the overall plan. This

yearly plan for training is enhanced by the monthly meetings held

in every spots where S&T TRADING (PVT) LIMITED has subsidiaries.

These meetings are referred to as Pre-cycle Briefing meeting.

These meetings try to find out in which areas and for which

employees training is needed. In the beginning of the training,

expectations from each participant in the training program are

assessed and according to that the managers design the content of

the training. At every meeting, each department discuss and

analysis the performance of the worker of their department in the

past month and identifies whether they are performing accordingly

or not. If someone fails to perform and cannot reach the

objective then the need for training arises.

33

Plan of every individual department also has significant impact

on the training plan because only proper training can ensure the

implementation of the plan. The yearly plan for providing

training makes sure that it can be helpful for the achievement of

the objective of the plan.

The training department plans the training before 2-3 months from

the time intended to provide the training to the employees. The

Training Manager is responsible for preparing the budgeting, plan

on which training for whom in all department, planned actions,

and also give guidelines to the Human Resource Department for

recruitment and selection. However, Training Manager specifically

works with the related training. According to the company’s

perspective, everybody should have knowledge about their related

job. So, the Training Manager plans what type of training is

required for new recruits and the existing personnel and how the

training is going to change the current performance and will help

in achieving the desired level of performance. Both the managers

analyze the performance of the trainee after attending the

training program taken place in the last month and set strategy

for the next month’s training plan.

Where training should take place:

Training can be provided in both centralized and decentralized

manner. Centralized training occurs when all the people come to

one central location (often Head office) to have training. On the

other hand decentralized training of people is usually held in

34

field.

S&T TRADING (PVT) LIMITED follows both centralized and

decentralized training. General management training program for

the top level executives are mainly held in the office because

centralized normally has more formal facilities for training than

are available in the field. As top-level executives need more

advanced training, that’s why, it usually held in the head-

office. On the other hand, those whose works are mainly field

based, they often have to go with their senior people to the

field, have to do on-the-job training, attend seminars,

conferences etc to increase their outer knowledge.

Who should be the trainer:A trainer is the person on whom the success or failure of the

whole training program is dependent. There are three types’

trainers by, they are-

1. Regular line executives,

2. Staff personnel and

3. Outside specialists.

Because each has certain advantages, it is not unusual to find organizations using all these three types as well as using one ortwo types. It basically depends on the size of the firm, the characteristics of the product line, the focus of the training where the sessions are held etc. S&T TRADING (PVT) LIMITED has both line executive trainer and

outside specialists. The HR manager and senior supervisor usually

train their own force. In that way, the trainer can get better

35

understanding about the laggings of their force and can take

necessary steps according to that. On the other hand, force also

get known environment because of their own supervisor as their

trainer. S&T Trading (PVT) Limited also bring outside

specialists from abroad like Malaysia. In this way, they get the

most advance and recent information from their competitors.

Trainee evaluation: In S&T TRADING (PVT) LIMITED, The effectiveness of a training

program is measured by evaluation of the trainees. This

evaluation is necessary in terms of assessing the value of the

training and in terms of improving the design of future programs.

There are mainly four outcomes based on which the organization

evaluates the success or failure of each training program. The

four outcomes are- reaction, learning, behavior and results.

After each training session, each must have to submit an ‘annual

assessment’. In the annual assessment, each trainee is asked to

do report regarding the training program and is asked to do

presentations on the items they have learnt. During the training,

quizzes and assignments are also given among the trainees. The

effects of training on their performance are evaluated through

the performance they have done after taking part in the training

compared to the performance they used to do before the training

36

and by this the organization measure the effectiveness of that

training program.This type of evaluation helps both the trainers

as well as the trainees. The trainees can compare their own

performance and try to improve according to that. The trainers

can judge the effectiveness of training and can develop better

strategy for the upcoming training program.

EMPLOYEE DEVELOPMENT PROGRAM & IMPLEMENTATIONS

7.1.1 Development Program in S&T TRADING (PVT)

LIMITED:Employee development is any attempt to managerial performance by

imparting knowledge, changing attitudes, or increasing skills.37

For the past few years management developments focus has been

shifting from preparing managers to fill higher level slots to

preparing them to meet the challenges of managing in past paced

environment. Increasingly, therefore, the emphasis is on

developing a manager’s ability to learn and make decisions under

conditions of rapid change. The management development program

may be aimed at filling a specific position, such as CEO, perhaps

with one of two potential candidates. When it is an executive

position to be filled, the process is usually called succession

planning. Succession planning refers to the process through which

senior level openings are planned for and eventually filled.

7.1.2 Why Development is needed for the employees:

When S&T TRADING (PVT) LIMITED selects their own employees to

fill the vacant higher positions they look for the employee who

are ready to get the higher position. As they do not follow the

personnel replacement chart or position replacement card they

have to make those employees ready to acquire the higher position

S&T TRADING (PVT) LIMITED conducts development program for them.

It helps those employees to have the ability to take decisions

those are required in the higher-level position. Those who

deserve the higher position receives a development process

conducted by S&T TRADING (PVT) LIMITED but it’s true that their

development programs are not well organized though they take some

necessary steps for developing their employees who are working

38

inside the organization.

7.1.3 How the development process is conducted:Before starting a development program they analyze the employees

to what extent they need the development to be fit for the higher

position. To analyze this they go through SGA (skill gap

analysis).

On the basis of the SGA every employee has to have a yearly 40

hours development process. It depends on the current skill of

those employees. Every employee of S&T TRADING (PVT) LIMITED

(from manager to managing director) goes through a career

succession planning. Through this career succession planning

employees develops their skills to deserve the vacant higher

position.

The development process:

To conduct a development process S&T Trading (PVT) Limited

follows the following on the jobs techniques:

Job rotation:

39

S&T TRADING (PVT) LIMITED provides job rotation to the managerial

employees also. But the idea of S&T TRADING (PVT) Limiter’s job

rotation policy is limited only to the department. That means

they don’t send their employees of one department to another

department. What they do is that they just send employee of one

branch to another or one region to another. For example, for job

rotation they send Marketing manager of Chittagong branch to the

Marketing department of Dhaka branch as a manager which position

is vacant, but they don’t send a marketing manager to the IT

department or HR department or any other branches.

Board Discussion:

It is used for operational decisions in most cases. But sometimes

it is used to take very few strategic decisions (example: to

design training program). To attend board discussion all

employees should already receive the initial coaching. In board

top level managers have a sit with the sub-ordinates and

encourage them to provide possible suggestions regarding a

decision. The sub-ordinates try to give suggestions through

brainstorming using the knowledge provided in the initial

coaching.

CAREER MANAGEMENT

8.1.1 Definition – Pattern of work-related experiences that span the

course of a person’s life.

40

– Reflects any work, paid or unpaid.

– Broad definition helpful in today’s work environmentwhere employees and organizations have diverse needs.

• Seeing the definition it is clear that career is a cycle ofposition taken by a person during his or her professionallife time.

8.1.2 Individual versus Organizational Perspective – Organizational career planning – Developing career ladders,

tracking careers, providing opportunities for

development.

The perspective of the organizational or individual

different way to determine about career development.

Organization point of view it find outs information to

monitor and direct the progress of group of employees. Our

organization hardly ensures the highly technical talented

employees to meet the desire goal of the organization.

– Individual career development – Helping employees identify

their goals and steps to achieve them outside and as

well as inside the organization.

Our company also focuses on individual career development by

dealing each individual personal work career and other

lifestyle matter. Like they support to get higher education

and so on.

8.1.3 Career Development versus Employee Development

41

– Career development looks at the long-term careereffectiveness and success of organizational personnel.

– Employee training and development focuses on performance inthe immediate or intermediate time frames.

Career and employee development seems similar but there areslightly different between it is time frame.

Between these two things are also have a link, employeetraining and development helps the career development tofulfill the need of the organization.

8.1.4 Mentoring and Coaching • Effective coaches give guidance through direction, advice,

criticism, and suggestion in an attempt to aid theemployee’s growth.

• Mentors are typically senior-level employees who:

– support younger employees by vouching for them

– answering for them in the “highest circles”

– introducing them to others

– advising and guiding them through the corporate system

In our organization point of view most of time team leadersupport the other member for guiding and introducing and advisingduring project completion time. There is no other role toguidance to the employees.

• Disadvantages include:

– tendencies to deal with current styles and practices

– reliance on the coach’s ability to be a good teacher

we think is not a problem to deal with current styles and

42

practices in our organization perspective because there somesimilar kinds of problems we have to solve, in that time it mightbe solved in same way so those activities we have to do for itour team leader guide us that way.

• Considerations for organizations:

– coaching between employees who do not have a reportingrelationship

In our organization there no opportunity some do not have areporting relationship within the organization.

8.1.5 Holland Vocational Preferences

Represents an individual occupational personality as it relatesto vocational themes. Holland Vocational Preferences is the mostwidely used approaches to guide career choices.

• Three major components

– People have varying occupational preferences

– If you think your work is important, you will be a moreproductive employee

– You will have more in common with people who havesimilar interest patterns

First, people have varying occupational preferences it meanspeople are not like the same job so that the department base workdistribution is come in an organization. In our organizationemployees are work in different department like software design,research, accounting. So people have varying department todepartment.Second, persons whom have good impression about work those peopleare more productive rather than other. But it depends on personsloves with the work. Inside of our company most of the employeesare realize the importance of the work. So it helps to enhanceour productivity base on performance.Third, someone will have more in common with people who have

43

similar interest patterns and someone will have less in commonwith people who have not similar interest patterns. It also varyculture to culture, organization to organization.These are the elements create an idea about individual so thatone employer can find out his/her preference can meager aboutemployees.

Holland Vocational Preferences • Model identifies six vocational themes

– Realistic

– Investigative

– Artistic

– Social

– Enterprising

– Conventional

The individual personality in profession is combination of thesesix vocational themes.

- Realistic, those people are high in realistic they are liketo work with things. those people are low in realistic theyare like to work with people (social).

- Investigation, those people are high In investigation theyare like to work with research, problem solving matters etc,those people are low In investigation they are like to workwith adventurous, energetic (Enterprising),

- Artistic, those people are high in artistic they are like towork with creative things. those people are low in artisticthey are like to work with orderd, numericalthings(Conventional).

44

- Social, those people are high in realistic they are like towork with people. those people are low in social they arelike to work with things (Realistic).

- Enterprising, those people are high In enterprising they arelike to work with adventurous, energetic etc, those peopleare low In enterprising they are like to work with research,problem solving matters (Investigation),

- Conventional, those people are high in conventional they arelike to work with orderd, numerical things, those people arelow in conventional they are like to work with creativethings (Artistic).

In our organization point of view employees are high in realisticand investigation, because we already known that it’s a softwarecompany, the structure of the business support the employees dothe work with things, research on the work and problem solvingmatter.

45

PERFORMANCE MANAGEMENT SYSTEMS

Performance evaluation as having a direct effect on one’s worklife. Performance management system will provide an importanttool that will enable to development the corporate strategy intoits results. An integrated performance management system willenable to define and review performance of the employees betweenresults and actual standard.

Purposes of a Performance Management System

– Feedback - let employees know how well they have doneand allow for employee input.

– Development – identify areas in which employees havedeficiencies or weaknesses.

– Documentation - to meet legal requirements.

Our company follows two way feedback mechanisms –

- Employee’s effort - Employee’s effort on performance

Another is Documentation, by this mechanism find out whether thelegal requirements are fulfill or not by the employee.

The Appraisal Process

46

• Establishment of performance standards

– Derived from company’s strategic goals.

– Based on job analysis and job description.

• Communication of performance standards to employee.

• Measurement of performance using information from:

– personal observation

– statistical reports

– oral reports

– written reports

• Comparison of actual performance with standards.

• Discussion of appraisal with employee.

• Identification of corrective action where necessary.

– Immediate action deals with symptoms.

47

– Basic corrective action deals with causes.

Continuous Evaluations of our Company

Each team leader prepares a written evaluation of theperformance of each team member reporting to the director. The goals of this performance appraisal are to:

facilitate communication of all aspects of performancebetween the employee and the supervisor,

identify areas in which improvement and learning will helpthe employee become more successful in the future, allowinghim/her to make further contributions to Company.

identify individual development needs, desires, and plans, establish a permanent record of the employee's work history

that is as straight-forward and objective as possible, serve as a basis for establishing salaries in the company

pay-for-performance system; and to incorporate goals for meeting the employee's career

development plan.

Appraisals are discussed with employees and placed in theiremployment files. 

Appraisal MethodsThree approaches:For doing appraisals employees can be appraised against rest ofthe things

• Absolute standards

Measuring an employee’s performance against establishedstandards. In this standard the evolution is independent ofany other employee in a team. Our company follows the absolute standard method to

48

measuring an employee’s performance.Evaluating absolute standards:

– Essay Appraisal: Appraiser writes narrative describingemployee performance & suggestions.

In absolute standards our company follow the essay appraisalby the system a report is prepared by the team leaderdeliver to the director where is described employee or teammember’s performance based on team work.

• Relative standards

Evaluating an employee’s performance by comparing theemployee with other employees.

• Objectives

A performance appraisal method that includes mutualobjective setting and evaluation based on the attainment ofthe specific objectives.

49

POLICY FOR SALARY, PROMOTION AND BENEFIT:

10.1.1 Salary Ranges

Our Company has a salary range structure, with specific rangesdesignated for particular types and levels of jobs, asdetermined through the job evaluation process. Salary rangesfor jobs are established by matching the existing employees.

10.1.2 Setting Pay with some criteria for NewEmployees

New employees are paid within the appropriate salary range fortheir job.  Our company wants to recruit it offers some peopleas a interne at junior post with 5000 conveyance purpose,after six months if they perform well then they are workingas a senior with 10000 for next 7th months. Jobs are evaluatedby the Director using survey data and performance. Directorclassifies jobs and assigns position codes and salary ranges.

10.1.3 Benefits

Our Company’s benefits program is updated and communicatedcontinuously. It is the responsibility of the employee toreview benefits information and make appropriate personalchoices on the benefits available to him/her.

Benefits include medical allowance and house rent mobile bill,a schedule of paid Govt. holidays. In addition, our companyprovides various leave options like casual leave, annual leaveto fulfill personal and professional needs.

50

Chapter 4

FINDINGS

51

RECRUITMENT:

The company often fails to portray the “Job Attractiveness”accurately.

The company has no organizational policies for recruitment;neither has it attempted to follow any policy till the date.

In a company like S&T “internal search” is ignored as ameans of recruiting source.

Recommendations: The company should develop internal policies for

recruitment. As recruitment source the company should go to different

universities and make campaign, this will not only help thecompany to identify the potentials of different universitystudents but also will enable the company to develop a databank of different university students. Apart from this, thecampaign will promote the company among the students aswell.

SELECTION:52

They do not follow any personnel replacement chart. They do not promote work samples testing to evaluate a

candidate. S&T TRADING (PVT) LIMITED doesn’t use any method to test

each employee’s personality. S&T TRADING (PVT) LIMITED doesn’t follow background checking

for selecting candidates as it becomes expensive for the company.

They do not follow appraisal interview as well as situational interview.

ORIENTATION:

They don’t share the history of the company so that

employees are not concern about what is it actually and

where its going so in that case they can arrange to show a

corporate video or slide presentation complete with

narration and text for his clear understanding.

Every employee comes from different different background,

they have clear idea about new organizations Culture, core

values, mission. Help tune new employee into the

organization’s culture and present their core values and

mission statement with creativity and conviction.

They don’t Communicate an overview of the organization, its

locations, plants, business units and subsidiaries. In that

case they can use an interactive map to identify their

offices or an interactive 3-D color coded representation of

their building to identify and describe the departments that53

comprise the organization. Then link the color-coded

components to a more detailed description of the

department’s roles and responsibilities. Include an

interactive org chart with photos and short bios of the

senior management team.

They don not inform whole process and procedure of employee

benefit in the orientation program. In the orientation

program they should include information about the benefits

and programs, compensation, performance reviews and company

policies

They don’t provide a tour of the assigned workspace and the

rest of the office/facility. They should arrange a tour of

the assigned workspace and the rest of the office/facility.

Including:

Where to safely put belonging (if not in their office)

Job description and expected outcomes

Provide relevant reports and information needed for the job

Explain how the job relates to other roles in theorganization

# Every company has some specific expectation from recruitedemployee, if it is announce from the beginning part thenthey can aware of it and do perform as per expectation.

TRAINING AND DEVELOPMENT:54

Though S&T TRADING (PVT) LIMITED follows most of the rules andregulations of standard training programs but still they havesome problems with their existing training and developmentprograms. Some of the problems are listed below: - They don’t have action-learning program. As a result employees

don’t get scope to increase their project skill and to know

about the problems of another department.

They don’t concentrate on off the job training. We know, off

the job training is sometimes more important to know about the

job.

Review system is not strong enough. As a result it becomes

quite difficult to understand how effective the training was.

Lack of motivation in the training side. S&T TRADING (PVT)

LIMITED don’t motivate that much while employees took

training. They took training just like they are doing their

regular jobs.

Less scope of developing for the senior employees. Senior

employee especially the aged employees don’t have sufficient

idea about the changing environment of technology.

55

56

Chapter 5

RECOMMENDATIONS

RECRUITMENT:

57

The company should develop internal policies for recruitment.

As recruitment source the company should go to different

universities and make campaign, this will not only help the

company to identify the potentials of different university

students but also will enable the company to develop a data

bank of different university students. Apart from this, the

campaign will promote the company among the students as well.

SELECTION:

They should use personnel replacement chart in order torecruit more efficient employees for a specific positionquickly.

Since, they do not promote work samples they face problemswith the employees in practical field. Thus they should bringmore facilities for the H.R. Division to check work samplesfor technical employees.

S&T TRADING (PVT) LIMITED would get benefit if they check thepersonality after the whole selection procedure because; thoseemployees who have personality problems might cause conflictsinside the organization and also in the practical field. Toimplement this, S&T TRADING (PVT) LIMITED should verify one’spersonality by psychological tests and similar test used.

To select efficient candidates S&T TRADING (PVT) LIMITEDshould check background information. The process can beimplemented by verifying an applicant’s current position,motivation to work, technical competence and ability to workwith others from the current or previous supervisor.

58

S&T TRADING (PVT) LIMITED should implement appraisal interviewin order to motivate employees. Appraisal interview can betaken for the current employee by conducting a briefdiscussion with the supervisors and the employees for theirperformance. And through this interview they should recommendwhat to do in order to motivate their performance.

Again, S&T TRADING (PVT) LIMITED can implement situationalinterview so that they can have more efficient employee intheir organization. The situational interview can be placed ininterview session by providing specific questionnaires orsituation or case for a specific job.

ORIENTATION:

They don’t share the history of the company so that

employees are not concern about what is it actually and

where its going so in that case they can arrange to show a

corporate video or slide presentation complete with

narration and text for his clear understanding.

Every employee comes from different different background,

they have clear idea about new organizations Culture, core

values, mission. Help tune new employee into the

organization’s culture and present their core values and

mission statement with creativity and conviction.

They don’t Communicate an overview of the organization, its

locations, plants, business units and subsidiaries. In that

case they can use an interactive map to identify their

offices or an interactive 3-D color coded representation of59

their building to identify and describe the departments that

comprise the organization. Then link the color-coded

components to a more detailed description of the

department’s roles and responsibilities. Include an

interactive org chart with photos and short bios of the

senior management team.

They don not inform whole process and procedure of employee

benefit in the orientation program. In the orientation

program they should include information about the benefits

and programs, compensation, performance reviews and company

policies

They don’t provide a tour of the assigned workspace and the

rest of the office/facility. They should arrange a tour of

the assigned workspace and the rest of the office/facility.

Including:

Where to safely put belonging (if not in their office)

Job description and expected outcomes

Provide relevant reports and information needed for the job

Explain how the job relates to other roles in the organization

Every company has some specific expectation from recruitedemployee, if it is announce from the beginning part then they canaware of it and do perform as per expectation.

60

TRAINING AND DEVELOPMENT:

In order to solve the problems with the existing training and

development

system, we recommend the following suggestion. The ways of

implementing those recommendations is also discussed.

A) From the problem part, we become able to know that S&T

TRADING (PVT) LIMITED don’t follow action learning training and

off the job training. We would not recommend implementing action

learning training. But S&T TRADING (PVT) LIMITED should provide

off the job training. Because, for some sectors off the job

training is more valuable than on the job training. In order to

implement off the job training in the company they can follow

those steps: -

Select the sectors and employee for this training

A time horizon for the training. It will be selected by the

discussion with the employees.

Then the trainer would be selected. They don’t need to hire

new trainer for this, they can provide off the job training

with their existing trainer.

Sufficient training materials should be provided to the

employees.

The progress of the trainee should be checked.

61

B) They should motivate employee to give more concentration on

their training. The reason is that motivations don’t cost enough

money, but it helps to the employees to learn rapidly. If they

are motivated and learn the job then not only they will be

benefited, at the same time they will serve the company with

their best effort. In order to motivate them, S&T TRADING (PVT)

LIMITED can provide them various incentives, like- informing them

about the benefit of the training, how it will help them, etc.

C) Senior employees should also be developed always. We already

mentioned that in S&T TRADING (PVT) LIMITED senior employees do

not get enough facilities and time to develop themselves. As a

result they always have lack of idea about the technological

change. In order to provide training for the senior employees S&T

TRADING (PVT) LIMITED may need to provide different sessions like

action learning, case study method, management games. So, it may

cost S&T TRADING (PVT) LIMITED. But in the long run, they will be

benefited.

62

63