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COORDINATION & ADMINISTRATION WING (C&A) COORDINATION & ADMINISTRATION WING (C&A) KNOWLEDGE KNOWLEDGE CREATION & MANAGEMENT CREATION & MANAGEMENT IN IN FIEDMC FIEDMC

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  • 1. COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING(C&A)(C&A)KNOWLEDGEKNOWLEDGECREATION & MANAGEMENTCREATION & MANAGEMENTININFIEDMCFIEDMC

2. 22Overview of FIEDMCOverview of FIEDMC VISION:VISION: Excellence in Industrial Estate Development andExcellence in Industrial Estate Development andManagementManagement MISSION:MISSION: Sustainable and Coherent Industrial EstateSustainable and Coherent Industrial EstateDevelopment 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 andManagement 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 theexisting Industrial Estates as may be assigned to the companyexisting Industrial Estates as may be assigned to the companyfrom 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 ofnew Industrial Estate.new Industrial Estate.3.3. To make ancillary arrangements related to the development ofTo make ancillary arrangements related to the development ofinfrastructure 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 instructedby 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, ApprovalsChairmanChairman HonouraryHonourary Policy DevelopmentPolicy DevelopmentCEOCEO HonouraryHonourary Policy Development, ApprovalPolicy Development, ApprovalCOOCOO Reports to CEOReports to CEO Policy, Execution &Policy, Execution &Vice-VersaVice-VersaHODsHODs 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 7Wings in its first year of establishment.Wings in its first year of establishment.Overview of FIEDMCOverview of FIEDMC 4. 44Overview of FIEDMCOverview of FIEDMCWings of FIEDMCWings of FIEDMC TechnicalTechnical Legal AffairsLegal Affairs Land & EstatesLand & Estates Sales & MarketingSales & Marketing Finance & AccountsFinance & Accounts Environmental AdvisoryEnvironmental Advisory Coordination & AdministrationCoordination & Administration 5. IntroducingIntroducingKnowledge BaseKnowledge Basein FIEDMCin FIEDMCStaff Officer (SO)Staff Officer (SO)Manager (Coordination)Manager (Coordination)Incharge, EnvironmentalIncharge, EnvironmentalAdvisory Wing (EAW)Advisory Wing (EAW)By 6. 66AgendaAgenda What is Knowledge and KnowledgeWhat is Knowledge and KnowledgeManagementManagement What are the benefits of KMWhat are the benefits of KM Identification and documentation of tasksIdentification and documentation of tasksthrough job description requiring:-through job description requiring:- SystemsSystems ProceduresProcedures Forms & FormatsForms & Formats Work Instructions.Work Instructions. 7. 77Knowledge & KnowledgeKnowledge & KnowledgeManagementManagement KnowledgeKnowledge is the awareness and understanding of facts, truths oris the awareness and understanding of facts, truths orinformation gained in the form of experience or learning. Knowledge isinformation gained in the form of experience or learning. Knowledge isan appreciation of the possession of interconnected details which, inan appreciation of the possession of interconnected details which, inisolation are of lesser value.isolation are of lesser value. Knowledge ManagementKnowledge Management caters to the critical issues ofcaters to the critical issues oforganizational adaptation, survival and competenceorganizational adaptation, survival and competence in the face ofin the face ofincreasingly changing environment ... Essentially, it embodiesincreasingly changing environment ... Essentially, it embodiesorganizational processesorganizational processes that seek synergistic combination of data andthat seek synergistic combination of data andinformation processing capacity of IT and the creative and innovativeinformation processing capacity of IT and the creative and innovativecapacity 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 informationand experience so that it is easily accessible in a corporateand experience so that it is easily accessible in a corporateenvironment. KM also gives priority to the way in which people constructenvironment. KM also gives priority to the way in which people constructand use knowledge. It derives its ideas from complex systems. It isand use knowledge. It derives its ideas from complex systems. It isparallel to the term Organizational Learning. It recognizes thatparallel to the term Organizational Learning. It recognizes thatlearning and doing are more important to organizational success thanlearning and doing are more important to organizational success thanimitation and dissemination.imitation and dissemination. 8. 88Knowledge & KnowledgeKnowledge & KnowledgeManagementManagement Knowledge ManagementKnowledge Management is inevitable inis inevitable intodays rapidly changing environmenttodays rapidly changing environmentwhere survival, excellence, profits arewhere survival, excellence, profits arebased on adaptation of new technologiesbased on adaptation of new technologiesand swift processing of information.and swift processing of information. Knowledge baseKnowledge base of an organization is theof an organization is thetransfer of tacit knowledge (in our heads)transfer of tacit knowledge (in our heads)to explicit knowledge (documented).to explicit knowledge (documented). 9. 99Overview, Why?Overview, Why? To build the knowledge base of theTo build the knowledge base of theorganizationorganization 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-andsatisfactory work force / employeessatisfactory work force / employees Maximum Employee Retention least turn overMaximum Employee Retention least turn overand enhanced productivity and momentousand enhanced productivity and momentousgrowthgrowth More pro-active, less reactive and leastMore pro-active, less reactive and leastcorrective measurescorrective measures 10. 1010COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WINGJob DescriptionJob Description Purpose:Purpose: To look after administration and maintenance of office assets andTo look after administration and maintenance of office assets andcoordinate 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 responsiblefor 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 dutieswhenever 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, upgradation 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 andallocation 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 womenaccommodation.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 andupdated 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. 1111COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING Human ResourceHuman Resource1.1. HiringHiring2.2. FiringFiring3.3. Appraisal, Promotions and Pay IncrementsAppraisal, Promotions and Pay Increments4.4. Training & DevelopmentTraining & Development5.5. Orientation of new EmployeesOrientation of new Employees6.6. Benefit AdministrationBenefit Administration1.1. LeavesLeaves2.2. AllowancesAllowances3.3. Other Welfare Policies; GratuityOther Welfare Policies; Gratuity7.7. Disciplinary ActionsDisciplinary Actions8.8. Employee Administration; Deputations,Employee Administration; Deputations,Transfers etcTransfers etcPolicy & FormsPackagePolicy & FormsPolicy & Forms 12. 1212COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING ProcurementProcurement1.1. Tangible AssetsTangible Assetsa.a. Fixed AssetsFixed Assetsb.b. Movable AssetsMovable Assets2.2. Intangible AssetsIntangible Assets3.3. Office StationaryOffice Stationary4.4. Other ItemsOther ItemsPolicy for PurchaseForms for AcquisitionProcedure for ExecutionWork Instructions for Implementation 13. 1313COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING MeetingsMeetings (BOD-Committees)(BOD-Committees) Record KeepingRecord Keeping1.1. SoftSoft2.2. HardHard Data Integrity and SecurityData Integrity and Security1.1. Client RecordClient Record2.2. Sales RecordSales Record3.3. Meetings RecordMeetings Record Office MessOffice MessPolicyProcedurePolicyProcedurePolicyProcedure 14. 1414COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING Front DeskFront Desk1.1. Telephone Exchange and Telephone LinesTelephone Exchange and Telephone Lines2.2. Mail Handling, Recording and posting to COOMail Handling, Recording and posting to COOa.a. In personIn personb.b. Snail Mail / CourierSnail Mail / Courierc.c. EmailsEmailsd.d. FaxesFaxes3.3. Telephone EtiquettesTelephone Etiquettes4.4. Customer DealingCustomer Dealing5.5. Walk in VisitorsWalk in Visitors TransportTransport (Within & Out-Station)(Within & Out-Station) Office MaintenanceOffice Maintenance Office CleaningOffice Cleaning Access and ControlAccess and Control1.1. Office HoursOffice Hours2.2. After Office HoursAfter Office Hours Inventory RecordInventory Record1.1. Furniture & FixtureFurniture & Fixture2.2. Office EquipmentOffice EquipmentPolicyProcedurePolicyProcedurePolicyProcedure 15. 1515COORDINATION & 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. ProcurementProcurement3.3. Maintenance & CleaningMaintenance & Cleaning4.4. Utility Bills and Building Rent / TaxesUtility Bills and Building Rent / Taxes5.5. Inventory of AssetsInventory of Assets6.6. 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, Guestsand CWGand CWG 16. 1616COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WING CoordinationCoordinationWithin FIEDMC esp. with TechWithin FIEDMC esp. with Tech andandwithwith1.1. FESCO-WAPDA-NEPRA-IPPsFESCO-WAPDA-NEPRA-IPPs2.2. SNGPLSNGPL3.3. PTCL-PTA-NTCPTCL-PTA-NTC4.4. WASA-IrrigationWASA-Irrigation5.5. NHA-Punjab HighwayNHA-Punjab Highway6.6. Labour & ManpowerLabour & Manpower7.7. Industries-LACIndustries-LAC8.8. EPD-PunjabEPD-Punjab9.9. Local GovernmentLocal Government10.10.District GovernmentDistrict Government11.11.Other StakeholdersOther Stakeholders 17. 1717COORDINATION & ADMINISTRATION WINGCOORDINATION & ADMINISTRATION WINGRESPONSIBILITY GRIDRESPONSIBILITY GRIDSNSN NameName DesignationDesignation Function/ResponsibilityFunction/Responsibility DocmntDocmntRefRefSub-Docs; Ref toSub-Docs; Ref tofunc within a funcfunc within a func11 Muhammad FaisalMuhammad FaisalQasmiQasmiMgrMgrCoordCoordHRHR FIEDMC/FIEDMC/C&A/HR/0C&A/HR/011080822 ProcurementProcurement33 Record KeepingRecord Keeping44 Data Integrity &Data Integrity &SecuritySecurity55 Front DeskFront Desk66 TransportTransport77 Office MessOffice Mess88 Office MaintenanceOffice Maintenance99 Office CleaningOffice Cleaning1010 Office Access &Office Access &ControlControl1111 Inventory RecordInventory Record1212 MeetingsMeetings1313 Coord with Tech WingCoord with Tech Wing1414 Coordination (Outside)Coordination (Outside)1515 Guest HouseGuest HouseAdministrationAdministration 18. 1818STANDARD OPERATING PROCEDURESTANDARD OPERATING PROCEDUREC&A-HRC&A-HR SOP for HiringSOP for Hiring FIEDMC/C&A/HR/01-01FIEDMC/C&A/HR/01-01Purpose:Purpose: Hiring of Staff for FIEDMCHiring of Staff for FIEDMCScope:Scope: Hiring of Management, Technical and Support StaffHiring of Management, Technical and Support Staff ..Note:Note: Candidates within the organization are not eligible to apply.Candidates within the organization are not eligible to apply.Procedure:Procedure:1.1. Generation of request from an HOD will be forwarded to C&A-HR with following info:-Generation of request from an HOD will be forwarded to C&A-HR with following info:-1.1. Scope of Work / Job DescriptionScope of Work / Job Description2.2. Estimated volume of work in man hours/weekEstimated volume of work in man hours/week3.3. Working HoursWorking Hours4.4. Short Term / Long TermShort Term / Long Term5.5. Salary or GradeSalary or Grade6.6. CommencementCommencement7.7. Academic QualificationAcademic Qualification8.8. Professional / Tech SkillsProfessional / Tech Skills9.9. Computer Literacy / Particular Softwares?Computer Literacy / Particular Softwares?10.10. ExperienceExperience11.11. Gender Specific, why?Gender Specific, why?12.12. Age bracket, why?Age bracket, why?2.2. Approval of Request from COO and CEOApproval of Request from COO and CEO3.3. Designing & Approval of Advertisement for publication with date and media detailDesigning & Approval of Advertisement for publication with date and media detail4.4. Submission of approved advertisement to the Official advertising agency of FIEDMC forSubmission of approved advertisement to the Official advertising agency of FIEDMC forpublication in the desired newspaper.publication in the desired newspaper. Marketing ExecutiveMarketing Executive5.5. Compilation of received CVs/applicationsCompilation of received CVs/applications6.6. Short listing of CandidatesShort listing of Candidates COO & Relevant HODCOO & Relevant HOD7.7. Intimation to Staff Recruitment CommitteeIntimation to Staff Recruitment Committee Company SecretaryCompany Secretary8.8. Files for SRC and Interview Call LettersFiles for SRC and Interview Call Letters9.9. Interview Day Preparation & AdministrationInterview Day Preparation & Administration10.10. Interview Proceedings and Record Compiling.Interview Proceedings and Record Compiling.11.11. Minute Sheet to CEO through COO for the approval of selected candidates.Minute Sheet to CEO through COO for the approval of selected candidates.12.12. Signing of Appointment LettersSigning of Appointment Letters COO-CEOCOO-CEO 19. 1919FORM FOR REQUEST OF MANPOWERFORM FOR REQUEST OF MANPOWER C&A-HRC&A-HR REQUEST FOR MANPOWERREQUEST FOR MANPOWER FIEDMC/C&A/HR/Frm-01FIEDMC/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 SeniorManagementManagement 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. 2020KNOWLEDGE BASE IN FIEDMCKNOWLEDGE BASE IN FIEDMCDo weDo we agreeagree thatthatAdopting this system willAdopting this system willhelp us in Betterhelp us in BetterManagement ?Management ? If Yes, please keep sittingIf Yes, please keep sitting If No, please disregard the next slidesIf No, please disregard the next slidesand see COO in his office shortlyand see COO in his office shortly 21. 2121One 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 ambiguousactivities/tasks/functions (which doactivities/tasks/functions (which donot qualify or overlap within anot qualify or overlap within adepartments function)departments function) Manager CoordManager Coord for assistancefor assistance 22. 2222What 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 forimplementationimplementation Identify TasksIdentify Tasks (involving other department (s)(involving other department (s)requiring systems and procedures forrequiring systems and procedures forimplementationimplementation 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