Kms fiedmc
- 1. COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING (C&A)(C&A) KNOWLEDGEKNOWLEDGE CREATION & MANAGEMENTCREATION & MANAGEMENT ININ FIEDMCFIEDMC
- 2. 22 Overview of FIEDMCOverview of FIEDMC • VISION:VISION: Excellence in Industrial Estate Development andExcellence in Industrial Estate Development and ManagementManagement • MISSION:MISSION: Sustainable and Coherent Industrial EstateSustainable and Coherent Industrial Estate Development and Growth respecting Environmental parametersDevelopment and Growth respecting Environmental parameters • GOAL:GOAL: To be the best Industrial Estate Development andTo be the best Industrial Estate Development and Management Company across the Globe.Management Company across the Globe. • OBJECTIVES:OBJECTIVES: 1.1. To establish and manage new Industrial Estates and upgrade theTo establish and manage new Industrial Estates and upgrade the existing Industrial Estates as may be assigned to the companyexisting Industrial Estates as may be assigned to the company from time to time.from time to time. 2.2. To select/Lease/Purchase appropriate site for the development ofTo select/Lease/Purchase appropriate site for the development of new Industrial Estate.new Industrial Estate. 3.3. To make ancillary arrangements related to the development ofTo make ancillary arrangements related to the development of infrastructure within the Industrial Estate projects.infrastructure within the Industrial Estate projects. 4.4. To undertake such related tasks/functions as may be instructedTo undertake such related tasks/functions as may be instructed by the Government of Punjab to the company from time to time.by the Government of Punjab to the company from time to time.
- 3. 33 • Management Hierarchy:Management Hierarchy: BODBOD HonouraryHonourary Policy Guidelines, ApprovalsPolicy Guidelines, Approvals ChairmanChairman HonouraryHonourary Policy DevelopmentPolicy Development CEOCEO HonouraryHonourary Policy Development, ApprovalPolicy Development, Approval COOCOO Reports to CEOReports to CEO Policy, Execution &Policy, Execution & Vice-VersaVice-Versa HODsHODs Reports to COOReports to COO Implementation &Implementation & FeedbackFeedback • Departments:Departments: At this moment, FIEDMC has 23 employees and 7At this moment, FIEDMC has 23 employees and 7 Wings in its first year of establishment.Wings in its first year of establishment. Overview of FIEDMCOverview of FIEDMC
- 4. 44 Overview of FIEDMCOverview of FIEDMC Wings of FIEDMCWings of FIEDMC • TechnicalTechnical • Legal AffairsLegal Affairs • Land & EstatesLand & Estates • Sales & MarketingSales & Marketing • Finance & AccountsFinance & Accounts • Environmental AdvisoryEnvironmental Advisory • Coordination & AdministrationCoordination & Administration
- 5. IntroducingIntroducing Knowledge BaseKnowledge Base in FIEDMCin FIEDMC Staff Officer (SO)Staff Officer (SO) Manager (Coordination)Manager (Coordination) Incharge, EnvironmentalIncharge, Environmental Advisory Wing (EAW)Advisory Wing (EAW) By
- 6. 66 AgendaAgenda • What is Knowledge and KnowledgeWhat is Knowledge and Knowledge ManagementManagement • What are the benefits of KMWhat are the benefits of KM • Identification and documentation of tasksIdentification and documentation of tasks through job description requiring:-through job description requiring:- SystemsSystems ProceduresProcedures Forms & FormatsForms & Formats Work Instructions.Work Instructions.
- 7. 77 Knowledge & KnowledgeKnowledge & Knowledge ManagementManagement • KnowledgeKnowledge is the awareness and understanding of facts, truths oris the awareness and understanding of facts, truths or information gained in the form of experience or learning. Knowledge isinformation gained in the form of experience or learning. Knowledge is an appreciation of the possession of interconnected details which, inan appreciation of the possession of interconnected details which, in isolation are of lesser value.isolation are of lesser value. • Knowledge ManagementKnowledge Management caters to the critical issues ofcaters to the critical issues of organizational adaptation, survival and competenceorganizational adaptation, survival and competence in the face ofin the face of increasingly changing environment …………... Essentially, it embodiesincreasingly changing environment …………... Essentially, it embodies organizational processesorganizational processes that seek synergistic combination of data andthat seek synergistic combination of data and information processing capacity of IT and the creative and innovativeinformation processing capacity of IT and the creative and innovative capacity of human beings.capacity of human beings. • • Knowledge is what people knowKnowledge is what people know • Knowledge is what people do with informationKnowledge is what people do with information • Knowledge can be tacit (in our heads) or explicit (documented)Knowledge can be tacit (in our heads) or explicit (documented) • • Knowledge Management (KM)Knowledge Management (KM) involves the capture of informationinvolves the capture of information and experience so that it is easily accessible in a corporateand experience so that it is easily accessible in a corporate environment. KM also gives priority to the way in which people constructenvironment. KM also gives priority to the way in which people construct and use knowledge. It derives its ideas from complex systems. It isand use knowledge. It derives its ideas from complex systems. It is parallel to the term “Organizational Learning”. It recognizes thatparallel to the term “Organizational Learning”. It recognizes that learning and doing are more important to organizational success thanlearning and doing are more important to organizational success than imitation and dissemination.imitation and dissemination.
- 8. 88 Knowledge & KnowledgeKnowledge & Knowledge ManagementManagement • Knowledge ManagementKnowledge Management is inevitable inis inevitable in today’s rapidly changing environmenttoday’s rapidly changing environment where survival, excellence, profits arewhere survival, excellence, profits are based on adaptation of new technologiesbased on adaptation of new technologies and swift processing of information.and swift processing of information. • Knowledge baseKnowledge base of an organization is theof an organization is the transfer of tacit knowledge (in our heads)transfer of tacit knowledge (in our heads) to explicit knowledge (documented).to explicit knowledge (documented).
- 9. 99 Overview, Why?Overview, Why? • To build the knowledge base of theTo build the knowledge base of the organizationorganization • Smooth FunctioningSmooth Functioning • High Efficiency Levels (Quality & Quantity)High Efficiency Levels (Quality & Quantity) • Lessons Learned-Case BaseLessons Learned-Case Base • Inculcate a progressive-adaptive-efficient-andInculcate a progressive-adaptive-efficient-and satisfactory work force / employeessatisfactory work force / employees • Maximum Employee Retention least turn overMaximum Employee Retention least turn over and enhanced productivity and momentousand enhanced productivity and momentous growthgrowth • More pro-active, less reactive and leastMore pro-active, less reactive and least corrective measurescorrective measures
- 10. 1010 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING Job DescriptionJob Description • Purpose:Purpose: To look after administration and maintenance of office assets andTo look after administration and maintenance of office assets and coordinate with government agencies as per the project requirementcoordinate with government agencies as per the project requirement • Scope:Scope: Coord and Admin is an important department of FIEDMC responsibleCoord and Admin is an important department of FIEDMC responsible for the followingfor the following taskstasks:-:- 1.1. Act as advisor to PD on Administrative matters.Act as advisor to PD on Administrative matters. 2.2. To maintain liaison/coordination with various agencies and also perform protocol dutiesTo maintain liaison/coordination with various agencies and also perform protocol duties whenever required.whenever required. 3.3. Process administrative decisions on all administrative matters i.e.Process administrative decisions on all administrative matters i.e. discipline, leave, updiscipline, leave, up gradation and all such mattersgradation and all such matters as desired by PD.as desired by PD. 4.4. Develop and maintain industrial relations.Develop and maintain industrial relations. 5.5. Responsible forResponsible for employment confirmation, posting, transfer and discharge of employeesemployment confirmation, posting, transfer and discharge of employees .. 6.6. Analyze/evaluate and recommend to the PD, matters pertaining to procurement andAnalyze/evaluate and recommend to the PD, matters pertaining to procurement and allocation of vehicles to various departments.allocation of vehicles to various departments. 7.7. Administration of FIEDMC owned mosques, guest house and working womenAdministration of FIEDMC owned mosques, guest house and working women accommodation.accommodation. 8.8. Process demand of office furniture and allotment of office accommodation.Process demand of office furniture and allotment of office accommodation. 9.9. To oversee the smooth functioning ofTo oversee the smooth functioning of mechanical transportmechanical transport .. 10.10. Enforce policy so that data/information of each department is properly maintained andEnforce policy so that data/information of each department is properly maintained and updated and security aspect is taken care of.updated and security aspect is taken care of. 11.11. General maintenance and cleanliness of project area.General maintenance and cleanliness of project area. 12.12. To hold stock taking, survey board and condemnation board as and when required.To hold stock taking, survey board and condemnation board as and when required. 13.13. To purchase items as required for the Office, Guest house etc.To purchase items as required for the Office, Guest house etc. 14.14. To coordinateTo coordinate recruitment and selectionrecruitment and selection of employees of FIEDMC.of employees of FIEDMC. 15.15. To coordinateTo coordinate salary and benefitssalary and benefits administration.administration. 16.16. To Coordinate with PD for theTo Coordinate with PD for the performance appraisalsperformance appraisals of staff.of staff. 17.17. To maintain discipline and ensure implementation ofTo maintain discipline and ensure implementation of staff welfare policiesstaff welfare policies .. 18.18. Coordinate for theCoordinate for the training analysis and evaluationtraining analysis and evaluation of FIEDMC staff.of FIEDMC staff.
- 11. 1111 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING • Human ResourceHuman Resource 1.1. HiringHiring 2.2. FiringFiring 3.3. Appraisal, Promotions and Pay IncrementsAppraisal, Promotions and Pay Increments 4.4. Training & DevelopmentTraining & Development 5.5. Orientation of new EmployeesOrientation of new Employees 6.6. Benefit AdministrationBenefit Administration 1.1. LeavesLeaves 2.2. AllowancesAllowances 3.3. Other Welfare Policies; GratuityOther Welfare Policies; Gratuity 7.7. Disciplinary ActionsDisciplinary Actions 8.8. Employee Administration; Deputations,Employee Administration; Deputations, Transfers etcTransfers etc Policy & Forms Package Policy & Forms Policy & Forms
- 12. 1212 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING • ProcurementProcurement 1.1. Tangible AssetsTangible Assets a.a. Fixed AssetsFixed Assets b.b. Movable AssetsMovable Assets 2.2. Intangible AssetsIntangible Assets 3.3. Office StationaryOffice Stationary 4.4. Other ItemsOther Items Policy for Purchase Forms for Acquisition Procedure for Execution Work Instructions for Implementation
- 13. 1313 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING • MeetingsMeetings (BOD-Committees)(BOD-Committees) • Record KeepingRecord Keeping 1.1. SoftSoft 2.2. HardHard • Data Integrity and SecurityData Integrity and Security 1.1. Client RecordClient Record 2.2. Sales RecordSales Record 3.3. Meetings RecordMeetings Record • Office MessOffice Mess Policy Procedure Policy Procedure Policy Procedure
- 14. 1414 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING • Front DeskFront Desk 1.1. Telephone Exchange and Telephone LinesTelephone Exchange and Telephone Lines 2.2. Mail Handling, Recording and posting to COOMail Handling, Recording and posting to COO a.a. In personIn person b.b. Snail Mail / CourierSnail Mail / Courier c.c. EmailsEmails d.d. FaxesFaxes 3.3. Telephone EtiquettesTelephone Etiquettes 4.4. Customer DealingCustomer Dealing 5.5. Walk in VisitorsWalk in Visitors • TransportTransport (Within & Out-Station)(Within & Out-Station) • Office MaintenanceOffice Maintenance • Office CleaningOffice Cleaning • Access and ControlAccess and Control 1.1. Office HoursOffice Hours 2.2. After Office HoursAfter Office Hours • Inventory RecordInventory Record 1.1. Furniture & FixtureFurniture & Fixture 2.2. Office EquipmentOffice Equipment Policy Procedure Policy Procedure Policy Procedure
- 15. 1515 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING • Guest House Administration;Guest House Administration; 1.1. Eligibility to stay (FIEDMC Officials,Eligibility to stay (FIEDMC Officials, Guests, Others)Guests, Others) 2.2. ProcurementProcurement 3.3. Maintenance & CleaningMaintenance & Cleaning 4.4. Utility Bills and Building Rent / TaxesUtility Bills and Building Rent / Taxes 5.5. Inventory of AssetsInventory of Assets 6.6. Cook (C)Cook (C) 7.7. Waiter (W)Waiter (W) 8.8. Guard (G)Guard (G) 9.9. Reimbursement of charges (Mess &Reimbursement of charges (Mess & other) from FIEDMC Residents, Guestsother) from FIEDMC Residents, Guests and CWGand CWG
- 16. 1616 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING • CoordinationCoordination Within FIEDMC esp. with TechWithin FIEDMC esp. with Tech andand withwith 1.1. FESCO-WAPDA-NEPRA-IPPsFESCO-WAPDA-NEPRA-IPPs 2.2. SNGPLSNGPL 3.3. PTCL-PTA-NTCPTCL-PTA-NTC 4.4. WASA-IrrigationWASA-Irrigation 5.5. NHA-Punjab HighwayNHA-Punjab Highway 6.6. Labour & ManpowerLabour & Manpower 7.7. Industries-LACIndustries-LAC 8.8. EPD-PunjabEPD-Punjab 9.9. Local GovernmentLocal Government 10.10.District GovernmentDistrict Government 11.11.Other StakeholdersOther Stakeholders
- 17. 1717 COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING RESPONSIBILITY GRIDRESPONSIBILITY GRID SNSN NameName DesignationDesignation Function/ResponsibilityFunction/Responsibility DocmntDocmnt RefRef Sub-Docs; Ref toSub-Docs; Ref to func within a funcfunc within a func 11 Muhammad FaisalMuhammad Faisal QasmiQasmi MgrMgr CoordCoord HRHR FIEDMC/FIEDMC/ C&A/HR/0C&A/HR/0 11 0808 22 ProcurementProcurement 33 Record KeepingRecord Keeping 44 Data Integrity &Data Integrity & SecuritySecurity 55 Front DeskFront Desk 66 TransportTransport 77 Office MessOffice Mess 88 Office MaintenanceOffice Maintenance 99 Office CleaningOffice Cleaning 1010 Office Access &Office Access & ControlControl 1111 Inventory RecordInventory Record 1212 MeetingsMeetings 1313 Coord with Tech WingCoord with Tech Wing 1414 Coordination (Outside)Coordination (Outside) 1515 Guest HouseGuest House AdministrationAdministration
- 18. 1818 STANDARD OPERATING PROCEDURESTANDARD OPERATING PROCEDURE C&A-HR│C&A-HR│ SOP for HiringSOP for Hiring │FIEDMC/C&A/HR/01-01│FIEDMC/C&A/HR/01-01 Purpose:Purpose: Hiring of Staff for FIEDMCHiring of Staff for FIEDMC Scope:Scope: Hiring of Management, Technical and Support StaffHiring of Management, Technical and Support Staff .. Note:Note: Candidates within the organization are not eligible to apply.Candidates within the organization are not eligible to apply. Procedure:Procedure: 1.1. Generation of request from an HOD will be forwarded to C&A-HR with following info:-Generation of request from an HOD will be forwarded to C&A-HR with following info:- 1.1. Scope of Work / Job DescriptionScope of Work / Job Description 2.2. Estimated volume of work in man hours/weekEstimated volume of work in man hours/week 3.3. Working HoursWorking Hours 4.4. Short Term / Long TermShort Term / Long Term 5.5. Salary or GradeSalary or Grade 6.6. CommencementCommencement 7.7. Academic QualificationAcademic Qualification 8.8. Professional / Tech SkillsProfessional / Tech Skills 9.9. Computer Literacy / Particular Softwares?Computer Literacy / Particular Softwares? 10.10. ExperienceExperience 11.11. Gender Specific, why?Gender Specific, why? 12.12. Age bracket, why?Age bracket, why? 2.2. Approval of Request from COO and CEOApproval of Request from COO and CEO 3.3. Designing & Approval of Advertisement for publication with date and media detailDesigning & Approval of Advertisement for publication with date and media detail 4.4. Submission of approved advertisement to the Official advertising agency of FIEDMC forSubmission of approved advertisement to the Official advertising agency of FIEDMC for publication in the desired newspaper.publication in the desired newspaper. Marketing ExecutiveMarketing Executive 5.5. Compilation of received CVs/applicationsCompilation of received CVs/applications 6.6. Short listing of CandidatesShort listing of Candidates COO & Relevant HODCOO & Relevant HOD 7.7. Intimation to Staff Recruitment CommitteeIntimation to Staff Recruitment Committee Company SecretaryCompany Secretary 8.8. Files for SRC and Interview Call LettersFiles for SRC and Interview Call Letters 9.9. Interview Day Preparation & AdministrationInterview Day Preparation & Administration 10.10. Interview Proceedings and Record Compiling.Interview Proceedings and Record Compiling. 11.11. Minute Sheet to CEO through COO for the approval of selected candidates.Minute Sheet to CEO through COO for the approval of selected candidates. 12.12. Signing of Appointment LettersSigning of Appointment Letters COO-CEOCOO-CEO
- 19. 1919 FORM FOR REQUEST OF MANPOWERFORM FOR REQUEST OF MANPOWER • C&A-HR│C&A-HR│ REQUEST FOR MANPOWERREQUEST FOR MANPOWER │FIEDMC/C&A/HR/Frm-01│FIEDMC/C&A/HR/Frm-01 • Scope of Work:Scope of Work: __________________________________________________________________________________________________________________________________________________________ • __________________________________________________________________________________________________________________________________________________________ • Job Description:Job Description: __________________________________________________________________________________________________________________________________________________________ • __________________________________________________________________________________________________________________________________________________________ • __________________________________________________________________________________________________________________________________________________________ • Estimated volume of work in man hours/week:Estimated volume of work in man hours/week: __________________________________________________________________________________________________________________________________________________________ • __________________________________________________________________________________________________________________________________________________________ • Working Hours:Working Hours: 9-5 □9-5 □ Other: □ please specify: _________________________Other: □ please specify: _________________________ • Short TermShort Term □□ Long TermLong Term □□ Full TimeFull Time □ Part Time □ Intern □□ Part Time □ Intern □ • Commencement:Commencement: ____________________________________________________________________________________________________________________________ • Cadre (circle please) Support Staff Officer Middle Mgr Management SeniorCadre (circle please) Support Staff Officer Middle Mgr Management Senior ManagementManagement • Salary or Grade:Salary or Grade: 1-9 (1 being the lowest paid): ______________________________________1-9 (1 being the lowest paid): ______________________________________ • RequirementsRequirements – Academic Qualification: _________________________________________________________Academic Qualification: _________________________________________________________ – Professional / Tech Skills: _______________________________________________________Professional / Tech Skills: _______________________________________________________ – ________________________________________________________________________________________________________________________________________________________ – Computer Literacy / Particular Softwares? __________________________________________Computer Literacy / Particular Softwares? __________________________________________ – Experience: ______________________________________________________________Experience: ______________________________________________________________ • Gender Specific, Why? _________________________________________________Gender Specific, Why? _________________________________________________ • ______________________________________________________________________________________________________________________________________ • Age Bracket, Why? __________________________Age Bracket, Why? __________________________ • Ref: ______________________________________Ref: ______________________________________ Date: ____________________________Date: ____________________________ • Name: ____________________________________Name: ____________________________________ Designation: _______________________Designation: _______________________ • Signatures: ________________________________Signatures: ________________________________ • Signatures of HOD: __________________________Signatures of HOD: __________________________ • Signatures of COO:Signatures of COO: ________________________________________ • Any Comments? _____________________________Any Comments? _____________________________
- 20. 2020 KNOWLEDGE BASE IN FIEDMCKNOWLEDGE BASE IN FIEDMC Do weDo we agreeagree thatthat Adopting this system willAdopting this system will help us in Betterhelp us in Better Management ?Management ? • If Yes, please keep sittingIf Yes, please keep sitting • If No, please disregard the next slidesIf No, please disregard the next slides and see COO in his office shortlyand see COO in his office shortly
- 21. 2121 One small recommendationOne small recommendation • Refer toRefer to – Job Description;Job Description; Charter of Duties –Charter of Duties – HR ManualHR Manual – COOCOO for elaboration on ambiguousfor elaboration on ambiguous activities/tasks/functions (which doactivities/tasks/functions (which do not qualify or overlap within anot qualify or overlap within a departments function)departments function) – Manager CoordManager Coord for assistancefor assistance
- 22. 2222 What to do next?What to do next? Convert Tacit Knowledge into Explicit KnowledgeConvert Tacit Knowledge into Explicit Knowledge • Job Description;Job Description; Charter of DutiesCharter of Duties • Identify TasksIdentify Tasks (involving your department only)(involving your department only) requiring systems and procedures forrequiring systems and procedures for implementationimplementation • Identify TasksIdentify Tasks (involving other department (s)(involving other department (s) requiring systems and procedures forrequiring systems and procedures for implementationimplementation • Write sub-tasksWrite sub-tasks amalgamated in the major taskamalgamated in the major task • Suggest proceduresSuggest procedures for each of themfor each of them • ProvideProvide Work InstructionsWork Instructions • Get the workGet the work ratifiedratified by COOby COO for final adoptionfor final adoption