Job Satisfaction SIP Report Uploaded

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BK School of BusinessManagement

Salim; ShirzaiAug 2013


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My SIP in Physical Therapy Institute (PTI)

PHYSICAL THERAPYINSTITUTE (PTI)

SIP Report

Salim; [email protected]

AbstractA brief introduction to PTIs background, operations, achievements, policies and procedures, my

own findings and my personal input to the project during my SIP


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ACKNOWLEDGEMENT

I take this opportunity to express my sincere gratitude to the management and the

whole team of Physical Therapy Institute (PTI) for giving me the opportunity to

complete my summer internship in that project. All the staff of the project had been

very kind to me. They co-operated me while collecting data and during the whole

period of my internship I found them very supportive. They were giving me the

strength and encouraged me by appreciating my existence among them. They

honoured me by providing me the opportunity to take part in the trainings held for

the staff of PTI.


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Objective

The objective of this project was to study and understand Human Resource

Management in practice and see how to apply and utilize what I have learnt during

the first two semesters of MBA. However my study was especially concerned with

employee evaluation system of in an organization and the level of employee

satisfaction. Therefore I had to go through past years employee evaluation papers

and making an analysis of the system. Besides using secondary data to find out

about the level of satisfaction of employees I tried to gather some specific

information about some specific situations. For gathering specific information I

used a simple and very short questionnaire which was very helpful in deciding and

commenting about the level of employee satisfaction.


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Table of Content

Executive Summary ..........................................................................................1

Chapter One: Introduction.................................................................................2

Chapter Two: Company Overview ...................................................................5

Chapter Three: Policy and Procedures ............................................................19

Chapter Four: Theoretical Overview of HRM................................................22

Chapter Five: PTI Employee Evaluation System ...........................................30

Chapter Six: Assessing Employee Satisfaction and training needs in PTI.....36

Chapter Seven: My personal inputs to the organization .................................41

Finding staff job satisfaction and training needs .........................................41Building personality training .......................................................................41Effective communication .............................................................................42Database for managing graduate records.....................................................42Recommendation and Conclusion ...............................................................43


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My SIP in Physical Therapy Institute (PTI) 1.

Executive Summary

An Internship Report on Assessing Employee Satisfaction and EmployeeEvaluation as a whole

This report focuses 8 to 10 weeks working experiences at the head office of Physical Therapy

Institute (PTI). This report will give a clear idea about the activities and operational strategies of

PTI plus my own understanding and findings and inputs to the organization.

As part of our first year MAB studies at BK School of Business Management we are required to

do an internship program of at least 8 weeks. Because I have chosen Human Resource

Management as major course of my studies, I decided to do my internship in human resource

department of an organization. As such, I contacted with the management of Physical Therapy

Institute and suggested to give me the opportunity to do my internship with them. Luckily I was

given the opportunity to work in PTI. It was a good time for me to review HR policy and

procedures of the organization.

I went through the all functions and processes of the human resource department

of the organization e.g. job analysis, recruitment, staffing, employers training,performance appraisal processes, compensation packages, retention of employees

etc.

After the study of HR policy and procedure for approximately 10 months at PTI, Ihave reached the conclusion mentioned at the end of the report.


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Chapter One: Introduction

Statement of the problem

Human Resource Management is part of the organization that is concerned with the peopledimension. HRM can be viewed in one of two ways. First, HRM is a staff, or support in theorganization. Its role is to provide assistance in HRM matters to line employees, or those directlyinvolved in producing organizations goods and services. HRM is a function of every managers

job. Whether or not one work in a formal HRM department, the facts remain that to effectivelymanage employees requires all managers to handle the activities.

Human Resource Planning helps determine the number and type of people an organization needs.Recruitment follows Human Resources Planning and goes hand in hand with the selectionprocess by which organizations evaluate the suitability of the prospective Candidates for the job.Job analysis and job design specify the tasks and duties of jobs and the qualifications expectedfrom prospective job holders. The second step is to select the right number of people the righttype to fill the jobs. The third step is to train and develop employees. The forth step is tocompensate employees the next and the last step is retention of employees which is veryimportant for the survival of every organization in which most of the organization fail to satisfyits employees resulting employees to leave.

Organizations must know about its employees level of satisfaction and try to keep them satisfiedby some motivational programs based on the policy and procedures of the organization.

Objectives of the Study

The main objective of this study is to understand the Human Resource Management in practiceand its impact, especially employee satisfaction and their training needs. To achieve the mainobjectives, this study highlights some specific objectives that can be as following:

To focus on theoretical knowledge in the field of Human Resource Management. To review PTIs Human Resource Management Practices and review the evaluation

procedures in PTI. To find out the shortcoming of existing monitoring and evaluation program To summarize some recommendations for existing monitoring and evaluation procedures

in PTI.

Methodology

Methodology here simply refers to the systematic approach for collecting data and reviewingcorrespondences and achieving an overall understanding of Human Resource Management andor reaching conclusions either in the form of solutions towards the concerned M&E situation orin certain generalizations for some theoretical formulation.


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Sources of Data

Primary sources:

Some primary data was collected through the questionnaire I prepared. It is all about finding

about the level of employee satisfaction as whole.

Some other primary data and information were received during the day to day communicationwith the staff which was some kind of unstructured personal and informal discussion. Thereforethey are not specifically involved in the report but it was really helpful for me in understandingthe systems and some situations.

Secondary sources:

- Annual Evaluation Papers- Job Description

- Policy- Operational Procedure- Training Materials- External Evaluation Reports

Personal Interview:

The interview sessions were conducted with the employees while having them to complete thequestionnaire.

Data Processing

The data processing involved two important steps. The first step was to put them in a tabularform in MS Excell and the second step to produce Pie Charts for making specific commentsabout the findings of the analysis. A set of coding was used covering in entering the data into thetable from the questionnaires. The purpose of coding was to classify the answers to a questioninto meaningful categories, so as to bring out their essential pattern. Once the data was edited,coded, and entered into a table they were be put together in and the statistical analysis was made.

Report Writing

The data were collected and from which I prepared a descriptive report. The report is simply a

collection of the facts, figures and HRM procedures for the project on all the related aspects inthe perspective of the objectives of the Internship Report so that a clear picture by importantindicators is presented with possible suggestions. The report was finalized after reviewing of thesupervisor.

Limitations of the Study

The first limitation for me in writing this report was lack of experience. I was a bit


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confused in starting to write the report.

As an intern it was not easy for me to collect information about the companys internalpolicies and procedures.

All the staff were busy with the examinations

Due to shortage of time it was not possible to pull all kind of information in this report

Mix of old and new correspondents caused the data collection challenging


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Chapter Two: Company Overview

Physical Therapy Institute (PTI)Basic InformationThe programme title Physical Therapy Institute (PTI)

The Supporting Partner programmereference number (if applicable)

Clear Path International (CPI)

The name of the ImplementingPartner requesting funding

IAM/PTI

Description of the programme(one paragraph, maximum 100 words).

PTI is a joint project of IAM and the Ministry of Public Health of the Islamic Republic of

Afghanistan which was established by IAM in 1983due to the request of the Ministry of the publichealth with the aim of providing physical therapyservices for the people of Afghanistan. PTI is ateam including professional physiotherapists andsupport personnel who work toward taking forwardhealth services for disabled and other needy peoplethrough the development of the physical therapy

profession in Afghanistan. PTI plays a significantrole in the field of the development and takingforward health services for disabled and other needy

people through training physiotherapists,developing the profession by means of the updatingthe curriculum and providing continuing educationcourses for physiotherapist from all over Afghanistan.

Implementing Partner contact person details:Name Aziz Ahmad AdelRole (Job title) Project Manager

Address Wazir Akber Khan Hospital Compound

Tel +93 799 320 526Fax

E-mail [email protected]

Website

The name and role of the personapproving the application for the

LTF


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Brief History of the organization(PSK 1983)

Initially, the request for a 2-year training course for physiotherapists was made bythe Ministry of Health via the President of Rehabilitation, a Dr. Sunaram, to Dr.Lewis Williams an Orthopedic Surgeon with the International Assistance Mission.Dr. Willism had been allocated 5 students, Rafiq, Habib, Fauzia, Habiba and

Nasrin.

I had been due to arrive earlier than March 1983 but had remained in Delhi withmy wife due to complications with visas. Allowing for some months languagetraining in Dari, the course did not get underway until mid-1983.

At first the infrastructure of PSK consisted of one room in what is presently theCentre for Diabetes Control in the grounds of ShAfa KhAna Wazir Abhbar KhAn.In this room were two old treatment tables, a short wave diathermy machine and anultrasound machine. We began classes in an upstairs room. Dr. Williams and I bothcontributed to this teaching. He taught anatomy for example.

The issue of providing clinical education was a far more challenging one. Therewas an existing department of physiotherapy in the WAK hospital. However, thisdepartment appeared to operate only as an outpatient facility and did no inpatientwork. The other complicating factor was that Dr. Sunaram had not chosen anytherapists from the existing department to be in the new course and so this did notcreate a very good climate for co-operation between PSK and physiotherapy atWazir.

I began providing physiotherapy to inpatients at Wazir with the students but foundthe situation in the hospital both overwhelming and chaotic. The doctors at thattime did not know what physiotherapy was and either had no expectations or unrealistic expectations of what physiotherapy could contribute. It was not a

climate in which teaching could take place at that time.

Following consultation with Dr. Sunaram and Dr. Williams some old garages(presently occupied by NOOR eye hospital as their administration centre) wererenovated. One was an old mechanics garage with a pit. These proved to be quitegood facilities to begin an outpatient facility for physiotherapy. However, therewas still the issue of equipment. We approached this in several ways. Some


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My SIP in Physical Therapy Institute (PTI) 11 .

from Holland, were not able to work full time in the project when they arrived.Olive was pregnant with her first child and it was not long after that Ditte was inthis situation too. I felt that load of developing this work was very heavy andsometimes lonely during this time.

During all of these developments (or lack of development) the first coursecontinued. I often felt sorry for these students as they too were affected by thegrowing pains of the school. The standard of the first training course was, in myown view, far from being ideal. Nevertheless these students graduated in the springof 1986 (if my memory serves me correctly). It was decided to have a pause beforethe next course in order to sort out some of the issues with regard to the new school

building and reflect on the existing curriculum.

Work of the new school building had been halted as we insisted on more teachers

being allowed in to Afghanistan to develop the course. I saw the large stacks of bricks on the building site stand in the various seasons. I saw them under snow andthen re-emerge from that cover in the following spring. As mentioned above, thevisas for Olive and Ditte were eventually granted and plans for the building were

picked up once more. I should mention that during this period a retired physicalmedicine specialist, Dr. Ashton Stewart and his wife Natalie come to work in the

project. Ashton saw many patients and helped shape ideas for teaching.

A retired engineer from my own city of Adelaide was recruited to come andsupervise the construction of the school building. Unfortunately at that time Ideveloped stomach problems which, in retrospect were probably a combination of

bacterial infection and stress. I could not seem to get on top of this problem andso, just as the 2 nd course for physiotherapists was beginning, I went home toAustralia with my family for diagnosis and treatment. In an ironic twist, we stayedin the house of Tom Fowler (and his wife Betty) during this time in Adelaide whileTom and Betty came to Kabul and Tom supervised the construction of PTI. Thiswas in May 1987.

One can only imagine what a wonderful experience it is for me to come back after

18 years and see the tremendous progress in the development of physiotherapy inAfghanistan since those early days.

Ian Edwards

Programme Context

Afghanistan is a mountainous country in central Asia. Approximately 75-80% of the people live


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in village areas, and have been involved in agriculture and animal husbandry. This industry has been affected by the recent drought years. War which has lasted approximately 3 decades, prevalence of various diseases, poverty, and the lack of the population to have basic healthservices, inadequate literacy and the lack of the awareness of the causes of disability all cometogether to cause a large portion of the population to be disabled, and in need of physical

rehabilitation. For this reason, the previous Ministry of Health requested IAM to begin to train professional physiotherapists. In 1984, the Physiotherapy School of Kabul (currently calledPhysical Therapy Institute or PTI) was established in order to train professional therapists, to

provide treatment for disabled people in clinics which would be established in hospitals andother health centers over the country . The training period was a two year program but now it isthree year Physiotherapy Program. Additionally, some organizations, in order to meet their needs, created 1-year physiotherapy training programs. PTI made upgrading courses in order toimprove the knowledge of these PT assistants, to bring them up to the level of physiotherapists.Another goal of the creation of PTI is to train Afghans as professional physiotherapists fromdifferent provinces, so that Afghans would be able to take the profession forward independently.According to the plan of 1995, physiotherapy teacher training courses started, and a group of

committed and knowledgeable graduates were trained from Kabul and provinces, and these people were then involved in the teaching of the courses.In 2000, the physiotherapy teaching process was surrendered completely to Afghans, and all theteachers of this Institute are experienced Afghans. Only the management of the Instituteinvolved non-Afghans. In 2003 the management was also given to Afghan leadership, and a

project leader was chosen from among the Afghan teachers in order to take the project forwardaccording to plan. At present, approximately 300 professional physiotherapists have graduatedfrom the courses of the Institute, who were from different provinces. Some are working in Kabulhospitals, and some are working in various provinces, in government or NGO-supported

projects. Of the 32 provinces of Afghanistan, presently there are physiotherapy centers in 16 provinces, where graduates of this Institute are employed.

Programme Design

Disability is oneof the seven priorities for the Afghan government to address. High number of disability and people who need physiotherapy and the lack of professional physiotherapists in thecountry, especially in remote areas is a big problem for Afghan society and government. Accordingto the report of National Disability Survey in Afghanistan 2005, says that Analysis based on thenumber of households, shows that on an average, 1 out of every 5 households has at least oneperson with disability. This indicates that a large number of Afghans are suffering fromproblems,

which can be treated or prevented by physiotherapy therefore we need to start with a new programof physiotherapy every year.

By training professional physiotherapists, with the aim of yearly increasing the geographical scope of physiotherapy into remote areas of the country is the solution for the above problem. This aim will beachievedby taking students fromthose areasyearly, where physiotherapy service is not available.These students will be trainedand will besent back to their own location.

PTI role is to talk with government (IHS) and make a plan for taking students from deferent location


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and to talk with the local government for providing facilities for our graduates to work with thecommunity. PTI may support in setting up physiotherapy clinics with the local government tofacilitate our graduate work there.

Currently we are getting our students through Institute of Health Sciences (IHS)after passingKANKORexam. GIHS sends us a number of students we take to hospitals and other physiotherapycernters to show them what physiotherapy is and what it does that is because to find out whether they are interested in physiotherapy are not. Later on we get an interview from each student in order to select the ones who are from provinces andare ready to work in provinces after they aregraduated.

Primary Stakeholders

The primarybeneficiaries of this program are the people of Afghanistansuffering from disability or other kind of physical impairments or problems. By training the professional physiotherapists fromlocal community and sending them back to the community, we will be able to provide treatment for huge number of neediest people in the community including men, women and children. As well as byawareness of people in the community will be able to prevent lots of physical impairments &problems.

Criteria for selecting students

Students are attracted through Ghazanfar Institute of Health Sciences (GIHS) after passing ageneral entry exam called KANKOR. However in the past there were twooptions for selectingstudents as following:

- Ghazanfar Institute of Health Sciences (GIHS) sent a group of studentsmostly making sure theywere from remote areas and of course after successfully passing the entry exam.

- PTI after approval from Ministry of Public Health and GIHS contact those remote areas, wherephysiotherapy service wasnot present. Then through a selection examination chose people formthat areas and train them.

Cooperation of GIHSwas very important in selecting theright students from the right location inorder to make sure that service reached to the most vulnerable people in the community.

The program information is shared with the community throughMedia (Radio, TV, and Magazine)and by direct communication with themregarding admission. Comments and suggestions is alwaysconsidered.

Key Stakeholders

1- Ghazanfar Institute of Health Sciences (GIHS): GIHS is the institute for which PTI is adepartment. This is the institute through which PTIs students are enrolled after passing thegeneral entry exam which is the general entry exam for all higher education institutes calledKANKOR EXAM. KANKOR EXAM is very similar to CMAT and GMAT.


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2- Afghan Association of Physical Therapy (AAPT) is an organisation which supports thedevelopment of physiotherapy profession in Afghanistan. PTI staff has regular meeting with AAPT and also PTIs teachers involve in its board and all PTs have its membership.

3- International Committee of Red Cross (ICRC) is an international organisation working in the filedof disability and rehabilitation in Afghanistan. This organisation supports PTI in providing PTIsstudents with clinical placement and sometimes supports PTI in letting its PTs to participate inthe teaching of students.

4- Handicap International (HI) is an international organisation, working in disability and supportingphysiotherapy department in west part of Afghanistan and supporting curriculum developmentand upgrading program for teachers.

5- Swedish Committee for Afghanistan (SCA) is supported through Swedish government andworking in rehabilitation and have number of physiotherapy clinics in deferent provinces of Afghanistan.

6- International Assistance Mission (IAM): Leadership Task Force of IAM is monitoring the activitiesof PTI and approving the annul budget and plans. PTI is funded through this organizationbecause it is the parent organization.

Impact and Sustainability

As this program is a joint project with government of Afghanistan, so the aim is to enable Afghangovernment at thefuture to takeresponsibility of this project and take it forward. The important steptoward sustainability is capacity bulding of Afghans to becom expert of the profission and learns howto run this program for the future within the Afghan government structure and financial statues. Thephysiotherapy teachers who were trained by PTI gradually enter to the government structure andthis process goeson to other provinces even very remote areas. Then with the support of Afghangovernment and policies of MoPH, these teachers can start similar training program in other provinces, within the structure of local government. So Afghan will learn their own developmentbeyond the life of the programand it is worth mentioning that PTI is still a project of IAM.


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Programme Logical Framework

Objectives MeasurableIndicators

Means of Verification

Assumptions

1.Mission/Purpose:To develop and improve the physical rehabilitation servicesof Afghanistan by trainingquality physiotherapists and

physiotherapy teachers, andadvocating for physiotherapy.

# of people receivinggood quality PTservices# of locations PTservices areavailable# of PTs working inhospitals/health

posts

Clinic visits invariouslocations

List of existingPT clinics

Afghan people are awareof and able to access PTservicesPT services are able tomove into new provincesPhysiotherapy posts areavailable in provinceshospitals.

2. Objectives:1. To complete the 3rd year of

PT course and 18 students willgraduate from this program.

1.a. To complete the secondyear of PT course with 15students.

1.b. To complete the first year of PT course with 24 students.

2. To complete 2-continuingeducation courses for approximately 50 PhysiotherapyGraduates with new topic. Onein Kabul and one in another

province.

3. To provide physiotherapytreatment for 350 patient.

4. To complete the one year upgrading exams for 80 or 90

physiotherapists in 3 provinces(Heraat, Mazar and Jalalabad)with cooperation of GIHS andAAPT. This people will begraduated from one year

1. Number of

students graduated.

1.a. 15 students willcomplete 2 semester of physiotherapy.

1b.24 studentscomplete first year PT.

2. 50

physiotherapists arecomplete 2- CE programs.

3. Monthly andyearly report of

patients receivedtreatment.

4. The exams will

be held in Kabul andother provinces for those students in PTUpgrading program.

1. List of

graduates.

1.a. List of students.

1b. List of students.

2. List of participants.

3. Number of patients beingtreated

4. List of participantswho take the

exams.

1. PTI will have enough

teachers/clinicalsupervisors and fund torun the course.

1.a. enough fund andteachers available.

1a.b. PTI will havesufficient fund to run the

project and teachers are

available at PTI.

2. PTI will find experts to be able to teach thesecourses.

3. Patients are satisfiedwith the PT services

provide by PTI and PTsare available.

4. The security will befine in provinces to allowPTI teachers and studentsto go and participate inexams.


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Upgrading PT program to become equivalent to 3-year PTqualification.

3. Outputs1. 18 students from the 3 year PT course will graduate.

1a . 15 students will completethe second year of 3-year PT

program.1b. 24 students will completethe first year of 3 Year PT

program.

2. PTI arranges and provides 2continuing education courses for PT graduates - one in Kabul andone in another province.

3. One female therapist willwork in PTI out patient clinicand provide treatment for 15

patients per day.

4. 80 to 90 two-year training physiotherapists will graduatesfrom one year PT upgrading

program in 3 provinces (Heraat,Mazar and Jalalabad).

1. 18 studentsgraduate.

1a. students enrolledin the class.1b. students enrolledin the class.

2. Two CE courses

completed

3. Number of patients receivingtreatment daily

4. Studentsgraduated.

1. List of Graduates.

1a. list of students.

1b. List of students.

2. List of course

participants.

3. Patientsregistrationand assessment

papers.

4. List of

graduatesstudents.

1. GHIS will providecertificates for them.

1a. GIHS and MoPHcooperate with PTI for documentation and paper work of the students.1b. MoHE will sendappropriate students.

2. Teachers & resourcesare available for CE.

3. Patients are happy fromthe treatment and comingregularly.

4. The security in provinces allowedcompleting the exams.

Programme Approach and Justification

Training professional physiotherapists, through government channel (IHS) is the most sufficient wayof addressing the problem. Because this is sustainable approach, at the future by enrolment of government to the program and hand over it. This is the cheapest way also, if we bring people fromabroad to provide treatment for people of Afghanistan or send Afghans to aborad for physiotherapytraining, was not a good approach for addressing the problem.

Re gender issues, PTI encourage women to study and become physiotherapists. Actually we give


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priorities for the women candidates to join the program. After women graduate for PTI, their status inthe community improves and they are the decision maker for their work.

A specific part of the program is for treatment of children. Teaching their families how to behave withtheir disable child and how integrate disable child into the community.

In the program we specify 40% of the seats for students who are disables. We give priorities for them and also encourage and support them to join the program.

By providing treatment for the people who are suffering form physical problems, will bring a changeto their life. Relief them from pain and enable them to move. Of course physical impairment andpain develop psychological problems and then these people face to drag dependency and violence.These are a part of disaster to be addressed by the program.

Programme Management

This project has been operating since 1984 and hasand has got considerable amount of experiencefor implementing of this program in Afghanistan. During this time the project learnedlots of thingregarding how to managethis program.

(What we learned from the evaluation I think it should be written here)

Organisational structure of the program is that a group of physiotherapists, administration, supportstaff including cleaners, watch man and carpenter are all working together as a team taking forwardthe work of this program.

An additional demand for leadership and management or capacity building is to provide opportunityfor the staff to attend courses and to learn more about their field. For this purpose the project yearlymade plan to provide continuing education program for the staff development.

Risk Assessment and Management

1. The firs risk is that Institute of Health Sciences (IHS) may not co-operate with us in gettingstudents from provinces: If IHS does not co-operate us in getting our students from provinces wemight not be able to have students from provinces, therefore we will not reach our goal. Toovercome this, PTI develops a specific plan province by province where students come from andpresents it to IHS and MOPH for approval, but before all this, the issue must be discussed withthe authority of HIS. (2009-2011 SLRP: Stake holder perspective)

2. Graduates remain unemployed: especial attention is needed to be given to this risk because if graduates remain unemployed then there is no point training PTs anymore. For preventing thisrisk PTI Advocates with the HRD of MoPH for physiotherapy profession (for accreditation,standardization and registration), in this way Government gives a PT post in MOPH structure,moreover PTI will Develop a governance model through which other stakeholders canparticipate in development of a sustainable PTI. Advisory board will be established includingrepresentative from different NGOs. Hopefully this advisory board will help prevent graduates


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Chapter Three: Policy and Procedures

Employment Position Classification TableThis document gives details of the different employment positions and corresponding salarygrades. It aims to encourage consistency across the organisation in terms of which salary gradesemployees are placed on, whilst providing flexibility to respond to local and individualcircumstances..


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SEVERANCE PAY POLICYSeverance PayUpon the Auditors advice an organizationally wide standard for severance has been introduced.

1Severance pay is prorated by month and is paid to full-time contracted employees in the initial

fiscal year (end 31 December) of employment.2No severance is paid out to employees who work less than one year.

3The responsibility for recording severance in the first partial year and in subsequent years of employment is at the closest level of management of the employee as possible. These amountsshould be forwarded to either the Regional Finance assistant or National Finance Departmentfor recording in the accounting programme into a severance account for the employee. When

payment is made out to the employee at the end of employment, the money is taken from thisemployee account. Before payment can be made the project/office is to confirm the amount ontheir records with the amount shown at the National Finance Office and to reconcile anydifferences.

4An accumulated severance sheet it filed with the employees contract at the location of employment in an employee file. This allows the employee to inquire about severanceamounts at the closest level of management to employment and gives quick reference to anydiscrepancies questioned between this level and national level finance department.

5The trial/probation period is not included as part of the prorated amount in the first fiscal year.

No money can be borrowed from the severance account for loans.


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Overseas & External Education PolicyWhen long-term education is desired, it is best to encourage staff to participate in accreditededucation opportunities within Afghanistan. However, there are times when some courses of education are not available in Afghanistan. This policy is written to assist projects as theyconsider sending personnel for study abroad or for other expensive external education.

1. When should overseas education or other expensive external education beconsidered?Long-term overseas or other expensive education should be considered when the benefits of the education will be vital to the strategy of the project and/or to the development of relevantservices for the Afghan people. It may never be seen as a reward for long service.

Long-term overseas education should be considered when other options have been excluded.Other options may include education within the country, distance learning, online courses, or courses requiring short visits out of the country, with remaining coursework done in thecountry.

Educational opportunities available in neighboring or close-by countries should be considered before considering opportunities further abroad.

2. Who should be considered for long-term overseas education?The candidate should be a long-term employee or partner with a minimum of 2 years of service, who has shown commitment to the organization

The candidate should be able and willing to train others when they return

The candidate should demonstrates proven leadership skills if he is expected to be an effectivechange agent on return

The candidate should have a high level of English (or relevant language) in order to learneffectively

All candidates who possibly qualify according to the mentioned criteria need to be consideredequally in the selection process.


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Chapter Four: Theoretical Overview of HRM

Human Resource Management

Human Resource Management is the part of the organization that is concerned with the peopledimension. Human Resource Management deals with the people working in the organization. Itis a process of acquisition, development, motivation, and maintenance of human resources of anorganization.

Definition of Human Resource Management

Human Resource Management is a management function that assists managers to recruit, select,train and develop members of an organization for achieving the goal effectively.

Many authors and specialists define HRM in many ways:

Dale Yoder has defined; Human Resource Management is the provision of leadership anddirection of people in their working or employment relationship.

Ricky W. Griffin has defined; Human Resource Management is the set of organizationalactivities directed at attracting, developing and maintaining an effective work force.

According to Gray Dessler, The policies and practices one needs to carry out the People or human resource aspects of a management position, including recruiting, screening, training,rewarding and appraising.

Prof. Ataur Rahman has defined Human Resource Management as a set of activities whichinclude acquisition, development, motivation maintenance and utilization of manpower for thepurpose of effective and timely achievement of organizational goals.

Finally, Human Resource Management is the set of activities reaching to procuring, developing,maintaining and utilizing a group of people for the proper functioning of organization activitiesand achievement of goals.

Characteristics of Human Resource Management

There are several features of Human Resources Management. These characteristics pinpoint thenature of human resource management starting from acquisition to utilization of human sourceswhich are briefly discussed below:

Development of well conceived policy: The first feature of Human Resources Management isto develop a well-accepted policy for the organization. The purpose is to practice HumanResource Management activities in a better way.

Development of harmonious or cordial relations: Development of harmonious relation is


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aimed to achieve goal, for the fulfilment of the functions. All barriers to cordial relations shouldbe removed.

Establishing a chain of command: Human Resource Management must establish a chain of command without which discipline cannot be maintained. These include unity of command,

unity of direction and scalar chain.

Awareness of own nature of services: This is the fourth characteristics of Human ResourcesManagement. By creating awareness promotion policy can be established; training policy can beimplemented and other policy can be made well understood.

Must be good communicating and effective leader: Human Resource Management mustcommunicate and give proper guidance to the employees. Thus company policies and decisionscan be properly interpreted and practiced.

Finally, with these features and characteristics discussed above can pinpoint about the nature of

Human Resource Management.

Importance of Human Resource Management

There are some points of importance of Human Resource Management in the industrialorganization. Importance of Human Resource Management can be explained with these points. If all these things are properly managed, we can say that there is an importance of Human ResourceManagement. However, these points are briefly discussed below:

Policy formulation: Importance of Human Resource Management can be understood if it canformulate human resource policies properly. It is the wisdom of Human Resource Managers.

Policy Execution: Efficient Human Resource Management executes all human resource policiesin accordance with goals and objectives for the achievement of which these were formulated.

Review of employee needs: Human Resources Management reviews employees needs hopesand aspirations time to time an regularly.

Utilization of human resources: Its a very tough function. Efficient human resourcemanagement can successfully utilize efforts and sincerities of employees. And thus, organizationobjectives can be achieved and all functions can be properly performed.

Social welfare development: Employees are social beings. There have various needs anddemands and deserve to be mitigated. Social welfare can enhance the involvement of employeeswhich had to the satisfaction of top management.

Effective trade unionism: Trade unionism industrial disputes, conflict and all other hazards canbe handled appropriately and peacefully by efficient Human Resource Management.

Overall development of organization: Ultimate, the overall development of an organization


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can be contributed by effective Human Resource Management because employees are properlyutilized and managed by Human Resource Management.

Objectives of Human Resource Management

Following of objectives are important which can be discussed in short. With the fulfillment of these objectives Human Resource Management can become successful:

To help the organization reach its goals To develop efficiency and skills of employees To ensure effective utilization and maximum development of human resources To achieve and maintain high morale among employees To ensure respect for human beings. To identify and satisfy the needs of individuals To ensure reconciliation of individual goals with those of the organization To provide the organization with well-trained and well-motivated employees To increase to the fullest the e mployees job satisfaction and self -actualization To attract good people To enhance employees capabilities to perform the present job To develop overall personality of each employee in its multidimensional aspect For proper use of Human Resources Co-ordination among different sections of the organization To develop working conditions In the organization To be ethically and socially responsive to the needs of society To inculcate the sense of team spirit, team work and inter-team collaboration

Nature of Human Resource Management

Human Resource Management is a process of bringing people and organizations togetherso that the goals of each are met. The various features of HRM include:

It is pervasive in nature as it is present in all enterprises Its focus is on results rather than on rules It tries to help employees develop their potential fully It encourages employees to give their best to the organization It is all about people at work, both as individuals and groups It tries to put people on assigned jobs in order to produce good results It helps an organization meet its goals in the future by providing for competent and well-

motivated employees It tries to build and maintain cordial relations between people working at various levels in

the organization It is a multidisciplinary activity, utilizing knowledge and inputs drawn from psychology,

economics, etc

Principles of Human Resource Management

A principle is a basic statement of truth explaining cause and effect relationship between two or


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more variables every subject is guided by its principles.

Complete individual: Deal with people as complete individuals consider employee as a wholeperson.

Worthwhile: Make people feel worthwhile and related. People are the most valuable asset of theorganization.

Social Capital: People ought to be considered as social capital capable of development.

Growth opportunity: Provides opportunities for growth within the organization.

Group interest: Group interest predominance over individual interests.

Personal program: Enam Labels Limited the personnel program. It must be sold. This followsbecause employees will learn by themselves or others if management does not teach them.

Scope of Human Resource Management

The scope of Human Resource Management refers to all the activities that come under the banner of Human Resource Management. These activities are as follows.


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Human resources planning :- Human resource planning or Human Resource Planningrefers to a process by which the company to identify the number of jobs vacant, whether the company has excess staff or shortage of staff and to deal with this excess or shortage.

Job analysis design :- Another important area of Human Resource Management is job

analysis. Job analysis gives a detailed explanation about each and every job in thecompany.

Recruitment and selection :- Based on information collected from job analysis thecompany prepares advertisements and publishes them in the newspapers. This isrecruitment. A number of applications are received after the advertisement is published,interviews are conducted and the right employee is selected thus recruitment andselection are yet another important area of Human Resource Management.

Orientation and induction :- Once the employees have been selected an induction or orientation program is conducted. This is another important area of Human Resource

Management. The employees are informed about the background of the company,explain about the organizational culture and values and work ethics and introduce to theother employees.

Training and development :- Every employee goes under training program which helpshim to put up a better performance on the job. Training program is also conducted for existing staff that have a lot of experience. This is called refresher training. Training anddevelopment is one area where the company spends a huge amount.

Performance appraisal :- Once the employee has put in around 1 year of service, performance appraisal is conducted that is the Human Resource department checks the

performance of the employee. Based on these appraisal future promotions, incentives,increments in salary are decided.

Compensation planning and remuneration :- There are various rules regardingcompensation and other benefits. It is the job of the Human Resource department to look into remuneration and compensation planning.

Motivation, welfare, health and safety :- Motivation becomes important to sustain thenumber of employees in the company. It is the job of the Human Resource department tolook into the different methods of motivation. Apart from this certain health and safetyregulations have to be followed for the benefits of the employees. This is also handled bythe HR department.

Industrial relations :- Another important area of Human Resource Management ismaintaining co-ordinal relations with the union members. This will help the organizationto prevent strikes lockouts and ensure smooth working in the company.

The Human Resource Officer is responsible for providing support in thevarious human resource functions, which include recruitment, staffing,


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training and development, performance monitoring and employeecounseling.

SCOPE

(The way that the position contributes to and impacts on the organization)The Human Resource Officer provides advice and assistance to supervisorsand staff. This may include information on training needs and opportunities,

job descriptions, performance reviews and personnel policies.

The position coordinates the staff recruitment process .The Human ResourceOfficer provides advice and support to supervisors and staff selectioncommittees and ensures that they have accurate and timely information inorder to make effective decisions.

Failure to provide adequate advice or assistance may result in lostopportunities for staff development, poor staff morale, financial loss to staffsfor residents and a loss of credibility.

Function of Human Resource Management

The definition of HRM is based on what managers do. The function performed by managers iscommon to all organizations. The functions performed by the human resource management canbroadly be classified into two categories:

1. Managerial function2. Operative functions.

MANAGERIAL FUNCTIONS

Planning: Planning is a predetermined course of actions.

Organizing: Organizing is a process by which the structure and allocation of jobs aredetermined.

Staffing: This is a process by which managers select, train, promote and retire theirsubordinates.

Directing/Leading: Directing is the process of activating group efforts to achieve desired goals.


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According to David A. DeCenzo and Stephen P. Robbins, Recruitment is the process of discovering potential candidates for actual and anticipated organizational vacancies.

Edwin B. Flippo has defined , Recruitment is the process of sear ching for prospectiveemployees and stimulating them to apply for jobs in the organization.

From the above definition we can say that, Recruitment is the process of finding and attractioncapable applicants for employment. The process begins when new recruit are sought and endswhen their application are submitted. The result is a pool of applicants which new employees areselected. The quality of an organizations human resources depends on the quality of its recruits.


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Chapter Five: PTI Employee Evaluation System

Employee Evaluation System in PTI

There are two types of e mployees evaluation for employees which need to be done annually. Atfirst type of evaluation, employees evaluate themselves (self-appraisal) and the second type isthat employees are evaluated by their line managers.

To achieve the organizational goal effectively PTIs Top Management has chosen an evaluationpolicy which is assumed to be best for the organization. In accordance with the Evaluation Policythere are some guidelines. The guidelines of the policy are as follows:

- Ensure the right people in the right position.

- The right tools and resources are provided for the employees

- Employees have the right skills and education

- Giving opportunity for the employees to comment on their evaluation papers prepared by theirline managers

- Finding the strength of the employees

- Finding the weaknesses or the points which needs to be improved of the employees

- Ensuring that the employees know the purpose of their job

- Finding out the obstacles or the things which are preventing employees perform their activitieseffectively.

- Ensuring that the employees are aware of their evaluation and use it to bring improvement totheir performance

- Trying to find out about employees vision and give them an opportunity to suggest and bringimprovements in their jobs

- Ensuring that employees have the right skill and knowledge to carry out their job efficientlyand effectively

- Finding the needs for certain training- Organizations policy is always loyal to the Local law.


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Self-appraisal

Employees are given the opportunity to comment on their own competency and performance and

which can smooth the way for line managers to do evaluation of their subordinates, give

feedbacks and make necessary decisions accordingly.

Evaluation by Line Managers:

This is mostly done just after the self-appraisal is done. This is when line managers evaluate their

subordinates based on their performance during the year. Line mangers mention specific

achievements, traits and or failure and weaknesses to support their comments. However it worth

mentioning that again employees are informed about what is written in their evaluation papersprepared by their line managers. They are allowed to make comments on their evaluation papers.

The objective of the evaluation is to find out the strengths and weakness of the employees and

accordingly plan for promotions, demotions, training needs and set futures objectives.

Samples of the both above types of evaluations are given below:


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TRAINING AND STAFF DEVELOPMENT To be filled out by line manager

1- Is the worker aware of their training needs?

2- Which training needs has the worker identified?

3- Is the worker motivated to have more training/education?

4- Is there anyone in the project/organization who could help/train this worker?

5- What training/development will you recommend for this worker?

6- Do you recommend exposure visits to other projects/organizations for this worker to enhance his/her learning?

EMPLOYEE COMMENTS To be filled out by worker (Feel free to comment on any area related to the appraisal process and do share if you have any idea or suggestion.)


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H - OBJECTIVES FOR THE NEXT YEAR (PLANNED) To be filled out by worker and line manager

Objectives & Activities Estimated Time

Objective # 1:

Activities :

Objective # 2:

Activities:

Objective # 3:

Activities:

Objective # 4:

Activities:

Objective # 5:

Activities:

Next Review:

Date:

Employees Signature Supervisors Signature

__________________ _________________


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Chapter Six: Assessing employee satisfaction and training needsin PTI

Percentage analysis and graphical presentation of some major findings out of theevaluation papers from previous years and out of

The data was collected from past years evaluation papers. The total number of evaluation papersseen were 18. The range of satisfactory was not something measurable such as excellent, good,satisfactory and not satisfactory etc. Therefore I could not prepare a good analytical report of thedata from them instead I prepared an analytical report out of the questionnaire papers

Finding: 1

Do employees have the right resources so that they can do their jobs efficiently and effectively?

It looks 43% of the employees think they have best possible resources needed for their jobs. 50%of the employees have agreed that they have the right resources which is good enough for themto perform their jobs effectively . It means they agree that they have the best possible resources.7% of the employees are not satisfied. We can canclude that most of employees agree that theyhave the right and enough resources for their jobs.


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Finding: 2

Are the employees motivated enough by the office for their achievements?

It looks 43% of the employees think they are not satisfied. They dont think employees aremotivated by office for their achievements. 29% of the employees agree that there are somemotivation for employees, but no one says that there is best possible motivation for anyemployee. We can canclude that most of employees are not happy with the motivation programof organization .

Finding: 3

Are the employees paid enough for the knowledge, skills and experience they currently have?

It looks 25 percent of the employees agree that they receive best possible payments. 31% of theemployees think that there is a good remunaration system in PTI. 44% of the employees are justsatisfied with their remunarations and no one saied to be dissatisfied with PTIs remunerationsystem. We can canclude that most of employees agree that the remunaration system in PTI is

fine .


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Issue: 4

Do the employees have a balanced responsibility and authority?

It looks 14 percent of the employees agree that they have equally responsibility and authority.50% of the employees think that responsibilities and authorities distributed among the staff isgood enough in PTI. 22% of the employees are just satisfied and 14% of the rest are not satisfied.We can canclude that most of the employees agree that the responsibilities and authorities areappropriately distributed in PTI.

Issue: 5

Does the office show enough flexibility against its staff?

It appears that 29 percent of the employees agree that office show the best possible flexibility for its employees. 64% of the employees think that their office is good at its flexibility for itsemployees. 44% of the employees are just satisfied and 7% of the employees are not satisfied.We can canclude that most of employees agree that the office has best possible flexibilityagainst its employees but looks that PTI shows more than enough flexibility which needs someconsideration.


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Major Findings

The major findings for the whole evaluation system and procedures of Physical Therapy Institute(PTI) are as following:

- Employees are provided with almost best possible resources and facilities.- Employees do not receive enough motivation which needs to be considered.

- And similarly the organization is also appropriately flexible for its employees.

- The organization has a good remuneration system for its employees.

- Authority and responsibilities are appropriately distributed and assigned.

- PTI has a young energetic workforce

- The work force looks very flexible

- Employees are evaluated by their line managers annually and provided with feedback

- Employees also evaluate themselves which can be used to compare the evaluation done bytheir line managers.

- Weekly PTI staff meeting provides a good opportunity for sharing ideas, problem solving anddecision making

- Employees are well supported in personal development programs and opportunities areprovided for.

- PTI does arrange orientation program for the new employees.

- Evaluation does not provide a basis for improvements

- The evaluation is used to determines training needs

- I found the evaluation system very difficult. The Evaluation Forms were not easy to use.

- For preparing an analytical report the evaluation papers could not provide sufficient data.

- Every trait being evaluated were in the form of narration

- It was not possible for me to make comparison between years and or between employees

- The evaluation is mostly past oriented not future oriented


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Some of the points which need improvement in the evaluation system of PTI:

- Employees seem not to be satisfied with the current motivation programs of the organizationwhich may need to be altered.

- The evaluation forms may need to be changed from only narrative form into rating formswhile providing space for explanation so that specific situations could be mentioned forclarifying the comment made.

- Motivation programs looks very week or is not well defined.

- Facilities provided for the employees and for students need to be well communicated andmarketed


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Chapter Seven: My personal inputs to the organization

Finding staff job satisfaction and training needsBased on discussion with management of PTI and their approval I did a survey of employee satisfaction through a questionnaire I had prepared. I completed the survey with14 employees. Mostly they looked to be satisfied. However I found one issue whichneeded to be paid more attention and that was employee motivation. My survey revealedthat the employees as whole in general are not satisfied with current situation and

procedure for employee motivation in PTI.

Building personality training

I know Mohammad Salim since 2004. He was our Deputy Project Manager. Actually it ishard to write down all the characteristics of Mr. Salim but I would like to briefly mention

some of them. He is very polite, punctual and hardworking, a good motivator for his team,a good manager, an outstanding advisor and has good attitude towards his managers.Recently he gave us training regarding positive thinking and building personality. Thetraining was very successful. The training helped the participants to change the way of their thinking in daily life.Overall all the staff and especially I will never forget his kindness and cooperation.Everyone enjoyed the training and promised to apply it to office and to their personal life.I am sure every organization will be lucky to have him with.

ThanksGul Ahmad Taheri

Lecturer Physical Therapy Institute+93 788 278 830

.

. . . ( ) ( 1995)

.

Sayed Kabir HashmiAdmin Assistant

Physical Therapy Instiute+93 799 320 449


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Effective communication

Communication is very important for any organization. Experience has shown that 70% of failures in organizations is the result of poor communication. Employees of PhysicalTherapy Institute felt the need for communication training. Therefore, PTI managementdecided to provide them a communication training programs. I was asked to collect somecommunication training materials. I collected some training and we were supposed to havea one day communication training program but due to my business with preparation of documentation for my travel back to Ahmedabad the training postponed. The sametraining is going to be provided for the employees soon. I will be part of the trainingthrough Skype. The training will be provided to the employees by the projectadministrator and me.

Database for managing graduate records

This was a special request from the project manager for me to help develop a brief simpledatabase for graduates and current students of PTI. The main objective for this databasewas to help the project manager in providing brief categorized reports of students by

batch, year, province etc.I developed the database in MS Access and also because of the ease for use I prepared thesame database in MS Excel which is capable of recording detailed personal information of students by batch, year, program whether 2 year program or 3 year program etc.


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Recommendation and Conclusion

Recommendation

Many Human Resource Professionals believe their function become more involved in businessdecisions, more strategically oriented and more effective as a business partner. The HR functionis adding more and more value to modern organizations. The changing role of HR professionalcarries with it new responsibilities and challenges.

During my internship program in Human Resource Management at PTI, I found some pointswhich need to be improved, added or changed. As mentioned earlier the evaluation system inPTI looks very vague and complicated. It does not really provide a good analytical informationfor decision making. In my prospective some changes are necessary to be made in the evaluationsystem as well as changes in motivation programs which are listed below:

- Employee evaluation forms of PTI should be changed into some kind of rating ones.- Annually an analytical report of employees should made out of the evaluation papers.- Specific objectives should made according to the analytical reports prepared.- PTI needs to consider more motivational programs for employees.

Conclusion

The is obvious that employees are the most valuable resources for the progress of theorganization. For the development of these valuable resources there are many factors involved.In this regard Motivation and Satisfaction of Employees play the most important role. Toincrease the productivity of an organization effective & dynamic motivation procedure is

essential. PTI practices an annual employee evaluation which is fully narrative, out of whichpreparing an analytical report is almost impossible. Therefore it is essential for PTI to startthinking of having a more objective employee evaluation system which can help PTI find outabout its specific and measurable employees strengths and weaknesses and plan accordingly.


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Documents

Job Satisfaction SIP Report Uploaded