PAKISTAN SOFTWARE EXPORT BOARD (PSEB) ISLAMABADhttp://vustudents.ning.com/

PROGRAM MBA (MANAGEMENT)

SESSION: Spring 2011

PAKISTAN SOFTWARE EXPORT BOARD (PSEB)Name:

Zahid Hayat Khan

VU ID:

mc 080401997

Specialization:

MANAGEMENT

E-Mail:

zahid_hayat_khan@yahoo.com

OF PAKISTAN LAHORE

Dedication

All praises for ALLAH Almighty, the real worthy of all praises who guides inn darkness and helps in difficulties. All respect for the Holy Prophet MUHAMMAD (Peace & Blessings of Allah Almighty be upon him) who enabled us to recognize our creator, and who divides the blessings of Allah Almighty among all the creatures & Beloved Parents for all their love & guidance, which grow me in a shape that I make it up to this point. Moreover, I am dedicating my work to my teachers as well as the Internship Advisors, who filled me with courage, commitment and the awareness to follow the best possible route, by his unmatchable style and by best possible training.

Zahid Hayat Khan Mc080401997

Acknowledgement

I thanks to ALLAH Almighty, the most beneficent and merciful to everyone, who gave me ability and courage to successful, complete this work, because I am nothing without his blessings for me.

I wish to express my love and obliged for my Parents for all those nights he spent praying for my mission, and me. My Parents whos rising gave me character and an empathetic heart. Special thanks to below mentioned personalities at W.N.C.L. Who have contributed and allowed me to participate in all kinds of professional development.

1) Mr. Khursheed Anwar Bangash

Manager Admin & HR

2) Mr. Rao Muhammad Arif

Admin Officer

3) Mr. Aamir Shehzad

Assistant Admin Officer

4) Mr. Abdul Rasid

Admin Assistant

4) Mr. Faisal Abbas

Admin Assistant

Who extend their full cooperation and supported me morally & financially throughout my MBA course and especially in internship report making.Executive summary

Pakistan Software Export Board (PSEB) is a Semi-Government Organization under the head of Board of Directors with the supervision of Ministry of Information Technology. The management of Pakistan Software Export Board is public and private partnership. The main function of Pakistan Software Export Board is to promote the IT culture in the country through different schemes and technologies. This internship report is very primary part of MBA and internship is vital for gaining practical knowledge for me or any student who is in MBA. The intention of this report is investigate, studying the manager, the ways of management challenges and opportunities face by marketer in existing environment (especially of PSEB).

During my internship in Pakistan Software Export Board (PSEB), I tried to level my best to the completion of the assignment which given internship supervisor and prepare myself with all important knowledge. In my internship report I discussed about the Pakistan Software Export Board (PSEB) introduction, History, Hierarchy, there Product Lines and Competitors. Then discussed the Brief Introduction of all Departments, Comments on Organization Structure, Training Period, Training Program, All Management Functions, SWOT Analysis, Critical Analysis, Future Prospects of Organization, Conclusion, Recommendation for improvement and betterment of Organization, Reference and source which I used to make my Internship Report and Annexes of Pakistan Software Export Board (PSEB). During internship I spend good time and learnt how to deals with the different situations and had experience of organization environment. My experience in Pakistan Software Export Board (PSEB) is very memorable and full of learning. Table of contents

Content NamePage No

Internship certificate

3

Dedication

4

Acknowledgement5

Executive summary6

Overview of Organization10

Brief Introduction10

Address 10

Services

11

Competitors

12

Organizational structure

13

Organizational Hierarchy chart

13

Comments on Organizational Structure

14

Internship Activity Plan

15

Introduction of the branch

15

Number of employees

15

Starting and ending dates of your internship

15

Training Departments16

Training program

17

Management Functions

20

Planning

20

Organizations planning strategies

20

Decision making process

20

Organizing

21

Organizational design

21

Departmentalization

21

Span of control

21

Chain of command

21

Centralization/Decentralization

22

Formalization

22

Work specialization

22

Managing change and innovation

22

Managing IT and communication

22

Leading

23

Leadership style(s)

23

Power and politics 23

Motivation

23

Controlling

23

Controlling approach

23

Controlling standards

23

Controlling of operations

23

Controlling of performance

24

Controlling of information/knowledge

24

Critical analysis

25

SWOT analysis

27

Conclusion

31

Recommendations

32

References And Bibliography

33

Overview of the organization

Brief Introduction

Pakistan Software Export Board is made up in 1995 through the notification of Cabinet Division In September 1997, Government of Pakistan named the company to Pakistan Software Export Board (PSEB).

The Government of Pakistan is support the Information Technology system through this organization. In PSEB there are specialized staff in different field of Management, IT, Human Resource Management, Marketing, Finance for capturing the market. Pakistan Software Export Board also listed from the Karachi Stock Exchange (KSE) and has a share of about US $ 3 billion to promote the IT industry in Pakistan. The main function of Pakistan Software Export Board is to promote the IT services, Telecom sector etc. in the country. Many of the companies are certified. The details are that 110 companies are ISO 9001 certified, 23 companies are CMMI certified and 11 companies are ISO 27001 certified.

Address:

Pakistan Software Export Board,

2nd Floor, Evacuee Trust Complex,

F-5 Islamabad, Pakistan

Ph # 051-9204074, 111-333-666

Email: info@pseb.org.pkServices

Pakistan Software Export Board (PSEB) is a Semi-Government organization. Its main objective is to provide and organize the best services to the Information Technology (IT) Sector in Pakistan. PSEB provides the following services in Pakistan

Registered the Information Technology companies in Pakistan.

Regulate the services of Information Technology sector in Pakistan.

Develop the new services like Enterprise Resource Planning (ERP) for better relation between the small and medium size enterprises.

Promote the software companies to develop new technology which are recognizing internationally.

Register the Call Centers.

Provide the healthy environment to the national and international software companies.

PSEB give the International Standard Organization (ISO) Certificate and CMMI Certificate to the software and Information Technology companies in Pakistan.

Launch the software in national and International market.

Provide a forum for local software manufacturing companies to launch there software in international market.

We are searching for a usability specialist / graphic designer or company to improve the UI and workflow of the system that is currently under development. Ideally the work would include also designing a UI for mobile devices. There is adequate budget for the work. The global sales revenue of Pakistan's IT industry is US$1.6 billion dollar. Which has much better for the IT sector as well as PakistanCompetitor:-

Following are the competitor of the PSEB.

Nestol technologies

Intelligentsia software (Pvt) ltd

Elixir technologies limited

Organizational structure

Organizational Hierarchy Chart:

Comments on Organizational Structure:-

The hierarchy structure of Pakistan Software Export Board (PSEB) is flexible. The levels in the organization can be ensured to create the value to the organization as it moves higher. PSEB has focused on the expansion of task from upper level to the lower level to make the organization in a challenging mode. Whereas the top management role would include identification of their future targets and focused on achieving these targets. Pakistan Software Export Board (PSEB) is organization structures in a way that every entity in the organization expects one, is subordinated to single other entity.

PSEB is a functional organization and are segmented in different departments. In a true functional environment of PSEB, all the departments are separated and their roles are defined in the organization.

Features: There is low number of subordination under supervisor.

Long chain of command.

Greater number of level.

Internship Activity Plan

Brief Introduction:I did my internship from the Head Office of the Pakistan Software Export Board in Islamabad. The head office has done all the major activities to provide there services in Information Technology sectors of Pakistan. There are two other branches of PSEB at Lahore and Karachi. The main purpose of PSEB is to flourishing the IT sector in Pakistan. PSEB has there special research department to find the best solution. There are different departments in the PSEB like Management, Finance, Human Resource Management, Marketing, Research and IT department to manage the work in proper way. Management department working mainly in the procurement, managing all of office work, uploading of tender and provide the healthy environment in the organization. Finance department deals all the financial activities of the organization like payment, receiving, financing, investment and other work in the proper way. Human Resource Department has working to promote the motivation of employee, hiring, training the employees etc. Marketing department deals with the all matter related to promoting their services like registration of call center and launching their services local and international market. IT department is the main department of PSEB, its function is to research about the softwares, making of softwares, registering the softwares and see all the networking process in the organization.Number of employees:

PSEB employs a core group of about 109 people, with various others being employed on PSDP projects as per the demands of each project. With regional offices in Karachi and Lahore, PSEB's head office is in Islamabad, which is where the senior management team is located.

Starting and ending dates of your internship

Starting Date: 14th March, 2011

Ending Date: 15th June, 2011Training Departments:

I did my internship in Pakistan Software Export Board (PSEB). PSEB has launched an internship program to undertake match make between the fresh graduates and IT companies and to provide the confidence among the fresh graduates. During internship I have training in Admin and HR department and the duration period of 3 month in PSEB under the supervision of Admin Officer Rao Muhammad Arif.

Training program

I was selected for my internship at Pakistan Software Export Board (PSEB) which is the requirement of my course of MBA in Management department.

My internship in PSEB was starting 14th of March to June 15. The internship plan is too aimed at allowing a fresh candidate to get an insight view of the organization that how the organization Support function of IT works and how Management Team is working for the all operations of IT.

During my internship in PSEB, I have observed that working environment is different from students life. During my training at PSEB I know the environment of office very well. I learn that how to communicate with seniors and officers in the organization. How to manage the work, how the files are circulate in the office.

During my internship I am working in the Management and Human Resource Department. The training program is planned for me by my supervisor Mr. Rao Muhammad Arif is to learn the basics of there working to go through the process of management and their role in the organization.

Management/ HR Department:

Procurement:

During my first month I worked under the Admin Officer Mr. Rao Muammad Arif. I learned about the procurement process. The Admin Officer tells me about the full procedure of Procurement. This was my first assignment during my internship in Pakistan Software Export Board (PSEB). Under the Admin Officer I got full knowledge and process which used in the procurement. I was also making a letter to the competent authority for the approval.

Processing of Tender:

On the will of my supervisor of my internship I process all the cases of tenders including pre-tender and post-tender work. In tender cases, I write the tenders with the terms and condition with the help of the supervisor and cases proceed to the upper level of management for approval.

Checking of Official Mail:

In the second month of my internship the supervisor give me the opportunity to check the official mail of the Pakistan Software Export Board and then reply of the some mails on my supervisor request. Mr. Faisal Abbas Admin Assistant guides me and helps me.

Maintenance of Official Files:

In the second month I work under the Mr. Abdul Rashid Admin Assistant who guides me and helps me about how to maintain the Official file in the different order according to there specific names. Mr. Abdul Rashid also told me about the confidential files of the organization employees. I maintained the many files like the Tender File (Gaming and Animation Tender), purchase of specialized items etc.

Leaving Record File:

Mr. Aamir Shehzad Asst. Admin Officer helps me and guides me about the record of employees. Leaving record is important for any of the organization. I maintained the leaving record of the employees.

Overtime:

In last month of my internship is worked under Mr. Faisal Abbas help me and guide me about the making of Overtime of the employees. I make an overtime of the employees which they are using during official work in side and outside of the organization.

Record Maintenance of Repair of Official Vehicles:

Mr. Rao Muhammad Arif Admin Officer guides me and helps me about the how to maintain the record of vehicles. I maintained the record of repairing of official vehicles.

Drafting of Contracts:

In the last month I make a letter for the drafting of contract for purchase of specialized items on the will of my internship supervisor Mr. Rao Muhammad Arif. In the drafting contract for the purchasing of Item like the purchase of UPS batteries, Air Conditioner, Office Equipments, Office Vehicle etc.

Management Functions

Planning:

Organizations planning strategies:

PSEB adopt a following organizational planning strategy to manage their organization objectives. All organization has their economic and social objectives to meet their planning strategy. . PSEB has their strategic plan to run their organization for long-range, middle-range or short-range planning according to the need of the market situation. PSEB use long-range planning for 5 to 10 years, middle range planning is 2 to 5 years and short range planning for 6 month to 2 years. The organization also uses the policy which has recently introduced in the business environment which is management by objectives (MBO). Top level management meet with there managers to develop the planning strategy about the future prospectus. In this process the manager correlate with there subordinates to their objectives. Subordinates participate in goal setting and if objectives are achieved, the planning will be successful.

Decision Making Process:

Decision making is the vital aspect of any company. In PSEB decision making is also from the upper level to the lower level of the organization, according to the situation of the decision. The upper level management did not consult with their employees.

Organizing

Organizational design

Departmentalization:

In PSEB every department is working under the head that are answerable about the activities which are related to their department. He coordinates to other department Heads related to the functional activity.

Span of control:

In PSEB management department where I work, I saw that the employees of management department are working under the proper span of control from manager to admin assistant in their working process.

Chain of command:

Centralization/Decentralization:

In PSEB, The process of decision is only to the few persons of the organization. I saw that the all decision is at the upper level of organization..

Formalization:

In PSEB there are strict rules, regulation and actions are followed. All the employee of the organization must follow these rules and regulations. There is some strict actions should be taken when some one break these rules.

Work specializations:

In PSEB every department has there own specialized employees which are dealing according to their education.

Managing change and innovation:

In PSEB the MD discuss with the director about the needed changes and innovation in the organization which is with necessary for the organization then the directors ask their manager to supervise the changes in the organization, support them and see over all their process.

Managing IT and communication:

In PSEB the manager supervise the Managing IT and communication through the Implement data center, use software to increase application throughput and manage costs, Use software change and configuration with in the time. The manager saw all over process and communication in the organization, outside the organization for betterment of their own organization.

Leading:

Leadership style:

In PSEB, the style of leadership is participative. The manager of leader discusses the problem with their employees and then takes a decision.

Power and politics:

In PSEB, power and politics both are used for completion the goals and after this the leader gives the rewards to the employees from the using of power.

Motivation:

In PSEB, the manager or leader motivates their employees through giving them extra reward or bonuses, giving them tension free environment for achieving the goals.

Controlling

Controlling approach:

In PSEB, the team work is used for achieving the goals and manager control the work and control the function or if their any problem then manager control this through discussing or giving direct action.

Controlling standards:

In PSEB, the manager controls the standards. PSEB give the International Standard Organization (ISO) Certificate and CMMI Certificate to the software and Information Technology companies in Pakistan.Controlling of operations

In PSEB, the operation controlling system is managed through Enterprise Resource Planning (ERP). ERP manage the whole company and draw together all aspects of is operations.

Controlling of performance:

In PSEB, the management focuses on the controlling of performance of total organization, including its process, its projects and the employees. Employees are trained to perform there goals step-by-step. By reviewing the performance of the employee, the management checks the performance of employees and confirms that the employees understand there tasks.

The management of PSEB also focused on the problems which need to be identified and solve them before the organization desires objective about there task.

Controlling of information/knowledge In PSEB, the information is organized from many ways and the information is collect through the documents which are being likely working in the office. From this correct and useful information is obtained. Critical analysis

The reason for selecting this organization was to gain my experience being an internee and to understand overall organization structure, Management tools, Its culture, problems employees facing, their level of motivation in jobs, employees overall satisfaction level and to see its real world implication in PSEB whether it apply in the company and to what extent.

I observe that organization is working according to the management concept, which I have learned during my study.

All the departments are working properly. Leadership of the PSEB is good and capable to provide the healthy environment for their employees and know how to get work from there employees. They attach the good workers with poor workers to accomplish there goals.

For controlling the employ management uses the theory X and theory Y according to the behavior of the employees. They give the reword to the capable employs and set the punishment rule that does not follow the rules of the organization.

In PSEB there is the division of work according to there nature of the job. In PSEB there are separate field which have there specialized workers according to there field.

Planning is also the important part of the management tool, through proper planning organization get the best result. In PSEB the planning give the importance to make the feature of the organizational success. PSEB is using different decision making techniques to capture the best planning solution for obtaining there goals.

Organizing is also the practice of the management. In PSEB the executive is organizing the whole setup. He uses proper chain of command and span of control to organize the whole system.

In PSEB, communication process between the departments is not healthy. Different departments are not cooperating with each other because of separated fields. They did not like to interfere in their departments. This is not well for the organization.

As an Information Technology bases organization PSEB works on the managing the innovation setup for different softwares, internet services, different programs to promote there services in Pakistan and worldwide.

Future prospects:-

Following are the future prospects of the PSEB to get the possible result for the betterment of the Information Technology Sector in Pakistan and there goal in the international market.

PSEB has the Program to provide the Specialized IT education at the doorstep for the People of Pakistan.

The main goal of the PSEB is to promote the information technology setup in Pakistan for this reason there future prospect is to promote the best service in Pakistan and capture the huge audience for promoting the services in Pakistan.

The Track record of the PSEB is excellent for this reason there aim is capture the foreign investment in the IT sector in Pakistan.

There aim is make those software which are internationally recognize and easily acceptable in the worldwide.

There objective is to collect the record of the skilled persons who have making the record in the field of IT sector. These skilled persons is capture the talented people in there own network.

SWOT Analysis

Every organization has any strength point, some weak points, many opportunities and threats. Strength and weakness are Internal in the organization. Opportunities and Threat are externally.

Strength:

The key strengthen of PSEB is animation, gaming, call centers and other areas will be offered to promising markets.

Financial Position:

PSEB has a strong financial position. The profitability of the organization is increasing day by day. The organization increase its Financial Growth is near about 37% in last three years which is a positive sign.

Call Center:

PSEB accelerate their work on the call centre because infrastructure of the internet connectivity is wider in Pakistan and they are Cheaper in cost. They are more reliable. Operation cost is much lower. The policies of the Government are encouraging and comforting.

Highly Qualified Employees:

The employees of PSEB has highly qualified and skilled. These employees attract the best IT professionals across from the country due to their capabilities and growing pace.

Growing IT Institution:

The business policies of the PSEB are very successful and the company has achieved the reputation of fattest growing IT institution in the company.

Weakness:

Huge Working Burden:

There are huge working load on the employees due to the fastest growing industry. The no. of employees is no much who compete with the speed of growing industry. Due to this the efficiency of employees is reduced.

Less motivation of Employees:

There are no policies of the PSEB to give the Bonus or incentives to their employees as for that they working too much because of working burden and employees sitting late for the completion of task. For this reason the motivation level of employees are decreased.Dont Translation of Rupees in Dollars:

With compare to other regional players, PSEB has not converted there Rupees into dollar which is too much affect on the PSEB efficiency as well as country.

Poor Communication between Departments:

In PSEB, there is poor communication between the departments. It creates a heavy loss for the organization prospects and its policies.

Opportunities:

Rapidly Growing Economy:

The economy of Pakistan is in a growing pace. For this the growth rate of the entire economic sector is increase especially in IT sector which is growing fastest speed than ever and in the future the growing of this sector is expected in higher rate.

Promotion of IT Parks:

PSEB build the IT parks in the Islamabad, Karachi and Lahore for speedup the growth of IT industry in Pakistan.

Promotion of IT Sector:

PSEB has promoted the IT sector through training program of Skilled and capable person capture from the local industry like the B2B sales training program, internship programs etc.

Mega Project Financing:

As there is increasing of business activity in all over the country, the investors are investing in the various types of Mega projects especially in IT sector. So there is great opportunity for PSEB is to capture that investors that investing in these projects.

Market of Information Technology IT:

As observing the growing pace of IT industry in Pakistan is faster. In future, Pakistan has a chance to be a market of Information Technology (IT) so PSEB has an opportunity to track or road for market in future.

Threat:

Government Policies:

The government policies are also be threatening for the PSEB. Higher GST for Computer and its technical parts, higher interest rate for loan, corruption in the system is the biggest threat for the development of promotion of its services

Economic Uncertainty:

Economic condition of the country is poor due to terrorism in Pakistan, IMF policies which cause higher inflation rate is the biggest threat for the PSEB to promote its services in Pakistan. No foreign investor is investing due to economic uncertainty.High Expenditure Cost:

PSEB is facing the high expenditure cost of its services like IT Parks, international projects, training program for the skilled staff.

Competition:

Due to the high growth of IT industry in world, companies are facing huge competition between them. PSEB is also facing this competition and have a big threat that other companys capture their market.

Conclusion

On the basis of SWOT analysis, I observed that PSEB working in a very well manner. The project study was successful in identifying the process and sub process existing in the organization under study with reference to give their intern functional implication and dependencies. During internship I determine that the organization is functioning successfully because of micro and macro level of management principles in practice

This study is also successful crowing at with various management techniques that are visible in the organization under study by which new principles can be derived for continuous improvements, survival and growth to achieve the desired level of excellence in the competitive scenario of IT companies.

Recommendation

There is some recommendation and finding which will enable the PSEB to compete with other IT companies more effectively and efficiently:

Due to overburden of work, employees working at late night which affected the efficiency of employees. So PSEB hires more employees to reduce the burden of work from current employees.

PSEB should introduce the scheme to motivate the employees performance by giving the extra increments and bonuses for the high output employees which motivated the other employees in the organization.

PSEB also translate their money into dollars for competing with the other regional players especially for the international market to compete the international standard for entering in there regions.

Cooperation between departments should be restructured for better communication in organization to develop the healthy working environment in the organization.

REFERENCES AND BIBLIOGRAPHY

All the in this project is taken from following sources:

Mr. Rao Muhammad Arif (Admin Officer) at PSEB

Mr.Abdul Rashid (Admin Assistant) at PSEB

Organization official Website

www.pseb.org.pk Brochures

Managing Director

Dir Infrastructure

Dir

Finance

Dir Admin

& HR

Dir

Technical

Dir

Marketing

Manager

Admin Officer

Admin Assistant

Admin Assistant

Director

Manager

Admin Officer

Asst direction Officer

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