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REPORT PERFORMANCE

APPRAISAL

OF

PERFORMANCE MANAGEMENT

Course Code: HRM 4368

Section: B

Submitted To:

Farhana Rashid Assistant Professor

School of Business

United International University

Submitted By:

Md. Shakhawatul Islam

Id No. 111 093 033

Date of Submission:

January 25, 2014

Table of Contents Introduction: ................................................................................................................ 1 1.

Objective of the Report ................................................................................................ 1 2.

Methodology of Data Collection .................................................................................. 2 3.

3.1 Sample Size and Population: ................................................................................. 2

3.2 Sampling Method .................................................................................................. 2

3.3 Primary Sources:.................................................................................................... 2

3.4 Secondary Sources: ................................................................................................ 2

3.5 Data Analysis: ........................................................................................................ 3

3.6 Data Presentation: ................................................................................................. 3

Limitations of the Report............................................................................................. 3 4.

Historical Background: ................................................................................................ 4 5.

Milestones of Square Pharmaceuticals Ltd. ................................................................ 4 6.

About the Organization: .............................................................................................. 5 7.

7.1 Vision ..................................................................................................................... 5

7.2 Mission ................................................................................................................... 5

7.3 Objective ................................................................................................................ 5

7.4 Corporate Focus ..................................................................................................... 5

7.5 Goal ........................................................................................................................ 5

7.6 Slogan ..................................................................................................................... 6

7.6.1 Business Slogan ............................................................................................... 6

7.6.2 Corporate Slogan ............................................................................................ 6

7.7 Square Quality Policy ............................................................................................. 6

7.8 Strive of SPL ........................................................................................................... 7

Profile of Square Pharmaceuticals Ltd. ....................................................................... 7 8.

Activities of Key Functional Departments in SPL ....................................................... 8 9.

Organogram of Square Pharmaceuticals Ltd ........................................................... 8 10.

10.1 Management Committee ....................................................................................... 9

10.2 The Breakdown of HR ........................................................................................ 9

10.3 The Supervision Ratio ........................................................................................ 9

Human Resource Department in SPL ...................................................................... 9 11.

Performance Appraisal ............................................................................................ 11 12.

Types of Performance Appraisal Methods: ............................................................. 11 13.

Performance Appraisal Process in Square Pharma Ltd ......................................... 13 14.

14.1 Reward and Compensation System ..................................................................... 14

14.2 Pay Structure .................................................................................................... 14

Survey Questionnaire ......................................... Error! Bookmark not defined. 15.

Recommendation: ................................................................................................... 14 16.

Conclusion: .............................................................................................................. 16 17.

References: ............................................................................................................... 17 18.

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1

Introduction: 1.

Square today is more than just an organization, it is an institute. In a career

spanning across four and half decades it has pioneered the development of the local

business in fields as diverse as Pharmaceuticals, Toiletries, Garments, Textile,

Information Technology, Health Products, Food Products, Hospital, etc. With an

average Annual turnover of over US$ 200 million and a workforce of about 3500 the

Square Group is a true icon of the Bangladesh business sector. Square Pharmaceuticals

Ltd. (SPL), the pharmaceutical giant in the country, is a trusted name in the industry of

manufacturing quality medicines for more than four decade. Square is now an active

corporate giant in the fields of business and industry. Beximco Pharmaceuticals, Incepta

Pharmaceuticals, Drug International are the direct competitor of Square

Pharmaceuticals Ltd. The pharmaceutical sector is a high-technology and knowledge-

intensive industry. The industry has a two-tier structure. The largest firms account for

the majority of the R&D investment in the industry and hold the majority of patents.

There are a large number of smaller firms producing mostly for local markets. The

pharmaceutical industry is heavily regulated.

Objective of the Report 2.

The prime objective of the report will be to evaluate the executive. Some of the

important objectives are:-

To identify directors and management position hierarchy.

To identify the responsibility of every department of the company.

To determine if they are satisfied with their work in relation to the

characteristics of work.

To identify if they are satisfied with their salaries and benefits work?

To determine the level of employee satisfaction with their work in relation to the

working environment.

To identify if they are satisfied with their work in communication.

To identify the level of employee satisfaction regarding the promotion and

growth of the organization.

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Methodology of Data Collection 3.

Both primary and secondary sources of information have been considered as a data

collection process. Primary data was collected through checklist and personnel

interview.

The secondary information of the study was collected from the web sites, published

literature, research papers and, various reports (internal and external) of the sample

firms. Qualitative technique was used to analyze the collected data.

Sample Size and Population: 3.1

Populations of this research are of two types:

I. Management of pharmaceutical companies: It includes the view of the

personnel who are involved in the performance appraisal and employee

motivation in HR department;

II. Employees of pharmaceutical companies: The general employees of some

different pharmaceutical companies include those who had undergone some

performance appraisal. It includes mainly the sales officers.

Sampling Method 3.2

There are two types of populations size, based on which different samples were

drawn. For management no sampling is needed, because there are very few HR

personnel. For employees, random sampling was chosen.

Primary Sources: 3.3

Observation: Observing the actual practice of Human Resources of the company.

Survey: Interviewing officials and executives involved in this organization. Face

to face Conversation with respective officers of the organization.

Secondary Sources: 3.4

Official records of Square Pharmaceuticals Ltd.

Relevant file study as provided by the officers concerned

Annual report

Working Papers

Office Files

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Selected Books

Printed Forms

Published & Unpublished Document.

Data Analysis: 3.5

All the data is collected through secondary sources. Data has been analyzed on

the first hand collection. So in this report we do not need to analyze data.

Data Presentation: 3.6

We have presented the data through pie chart, which shows the corresponding

years and the required information and also the percentages.

Report Writing Technique

As this report is prepared on the basis of data collected from two sources and no

qualitative measurement is used. It is a descriptive report and includes different

segment of HR activities.

Limitations of the Report 4.

The methodological limitations include difficulty in getting people who are aware of

human resource practice properly. Respondents were unwilling to cooperate with us

for some cases and they were also reluctant for an interview. There are few interrelated

problems. These are listed below:

First, the corporate executives tend to be busy. It is difficult to get time from

corporate executives. Even though they allowed such interactions, the time given

was inadequate.

Second, the business executives have limited understanding regarding the in-

depth knowledge and scope of the study. They were not sure about the relevance

of the study in their context.

Third, some information could not be attained due to confidentiality. In those

cases, we only explained that part theoretically.

The survey is subjected to the bias and prejudices of the respondents. Hence 100%

accuracy cant be assured. The researcher was carried out in a short span of time,

where in the researcher could not widen the study.

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4

Historical Background: 5.

Square Pharmaceuticals Ltd is the flagship company of Square Group. In stark

contrast to its present stature, Square had a rather humble beginning. They have a

reputed name in the pharmaceutical industry in Bangladesh for manufacturing quality

medicines over their decades. SPL made its debut in a humble way in 1958 from a

small house of the village Ataikola near Pabna. Square today symbolizes a name a

state of mind. But its journey to the growth and prosperity has been no bed of roses. In

1958, the Company started as a small scale pharmaceutical venture at Pabna, a small

town in Northern Bangladesh. It was a partnership effort of four young and

enterprising men under the leadership of the Chairman, Mr. Samson H Chowdhury,

whose determination and passion saw it through the turmoil of the early days. In 1964,

the company was turned into a private limited company. After the independence of

Bangladesh, 1975 was quite a significant year for Square as it established a technical

collaboration with Janssen Pharmaceuticals of Belgium; a subsidiary of Johnson and

Johnson, USA. In its relentless quest for higher technology, Square signed a

technological collaboration with F. Hoffman-La Roche & Co. in 1984. In the year of

1987, Square became the first Bangladeshi company to export its product abroad. The

company stepped into a new era when it was transformed into a public limited

company in 1991 and subsequently it was publicly listed as both the stock exchanges in

Bangladesh, in 1995. Square Pharmaceutical Ltd has been successfully retaining its

market leader position in Bangladesh for the last consecutive 23 years and its current

market share is approximately 19.19%. The company is holding the strong leadership

position in the pharmaceutical industry of Bangladesh since 1985 and is now on its

way to becoming a high performance global player.

Milestones of Square Pharmaceuticals Ltd. 6.

1958 : Debut of Square Pharma as a Partnership Firm. 1964 : Converted into a Private Limited Company. 1974 : Technical Collaboration with Janssen Pharmaceutica, Belgium, a subsidiary of

Johnson and Johnson International, USA. 1982 : Licensing Agreement signed with F. Hoffmann-La Roche Ltd, Switzerland. 1985 : Achieved first position in the Pharmaceutical Market of Bangladesh among all

national and multinational companies. 1987 : Pioneer in pharmaceutical export from Bangladesh. 1988 : Debut of Square Toiletries Ltd. as a separate division of Square Pharma. 1994 : Initial Public Offering of Square Pharmaceutical Shares.

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1995 : Chemical Division of Square Pharmaceuticals Ltd. starts production of pharmaceuticals bulk products (API).

1997 : Won the National Export trophy for exporting pharmaceuticals. 1998 : Second Unit of Square Textile Ltd. is established. 1998 : Agro-chemicals & Veterinary Products Division on Square Pharma starts its

operation. 2001 : US Fda/UK MCA standard new pharmaceutical factory goes into operation built

under the supervision of Bovis Lend Lease, UK. 2002 : Enlisted as UNISEFs global suppliers.

2003 : Management Agreement with Bumrungrad Hospital International of Thailand

for the management of Square Hospitals Ltd.

2004 : Signing of agreement with ROVIPHARM.

2007 : Square Pharmaceuticals Ltd. Dhaka Unit gets the UK/MHRA approval.

2012 : Awarded TGA Certificate.

About the Organization: 7.

Vision 7.1

The company views Business as a means to the material and social wellbeing of

the investors, employees and the society at large, leading to accretion of wealth

through financial and moral gains as a part of the process of the human civilization

Mission 7.2

The companys mission is To produce and provide quality & innovative

healthcare relief for people, maintain stringently ethical standard in business

operation also ensuring benefit to the shareholders, stakeholders and the society at

large.

Objective 7.3

Their objectives are to conduct transparent business operation based on market

mechanism within the legal & social frame work with aims to attain the mission

reflected by our vision.

Corporate Focus 7.4

To emphasize on the quality of product, Process and Service leading to growth of

the company imbibed with good government practices are the main corporate focus.

Goal 7.5

The goals of Square Pharmaceuticals limited are

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Develop a realistic deposit mobilization plan. Strengthen operation in domestic to

increase market share and profitability to offer more value to the shareholders

offer contract-manufacturing facility

Manufacturer and market time demanded and international standard

pharmaceutical in domestic and export market.

Association with global research based pharmaceutical company for marketing or

manufacturing their products.

Slogan 7.6

7.6.1 Business Slogan

Square Pharmaceuticals limited always uploads the dictum: Dedicated to

advanced technology.

7.6.2 Corporate Slogan

Square Group of industries has a common corporate slogan: Jibon Bachatey,

Jibon Sajatey

Square Quality Policy 7.7

Business should work against corruption in all its forms, including exportation and

bribery.

Make sure that they are not complicit in human rights abuses.

Business should uphold the freedom of association and the effective recognition of

the right to collective bargaining.

The elimination of all forms of forced and compulsory labor.

The effective abolition of child labor.

Ensure strict compliance with WHO CGMP standards and local regulatory norms in

every phase of sourcing & procuring quality materials, manufacturing, quality

assurance and delivery of medicines.

Business should support and respect the protection of internationally proclaimed

human rights with in their sphere of influence.

Elimination discrimination in respect of employment and occupation.

Business should support a precautionary approach to environmental challenges.

Undertake initiatives to promote greater environmental responsibility.

Encourage the development and diffusion of environmentally friendly technologies.

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7

Strive of SPL 7.8

Square, strive, above all, for top quality health care products at the least cost

reaching the lowest rungs of the economic class of people in the country. We value

our social obligations.

Square owe their shareholders and strive for protection of their capital as well as

ensure highest return and growth of their assets.

Square strives for fulfillment of our responsibility to the government through

payment of entire range of due taxes, duties and claims by various public agencies

like municipalities etc.

Square strives, as responsible citizen, for a social order devoid of malpractices, anti-

environmental behaviors, unethical and immoral activities and corruptive dealings.

Square strives for equality between sexes, races, religions and regions in all spheres

of our operation without any discriminatory treatment.

Square strives for an environment free from pollution and poisoning.

Square strives for the achievement of millennium development goals for the human

civilization.

Profile of Square Pharmaceuticals Ltd. 8.

Corporate Headquarters Square Centre 48, Mohakhali Commercial

Area, Dhaka 1212, Bangladesh

Factory Shalgaria, Pabna Town, Pabna

Established In 1958

Constitution Public Limited Company

Chairman Mr. Samson H. Chowdhury

Managing Director Mr. Tapan Chowdhury

Authorized Capital Tk. 1000 million

Paid-up Capital Tk. 496.8 million

No. of Employees 2703

Product Range

Pharma91 products in 185 dosage forms

Chemical Division7 products

Agro Vet Division 7 products

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11. Sales Department

12. Distribution Department

13. Engineering Department

14. Production Department

15. Commercial Department

16. Technical Services Department

17. Quality Control Department

18. Quality Assurance Department

19. AgroVet Department

20. Accounts and Finance Department

Activities of Key Functional Departments in SPL 9.

As per the latest organogram SPL had 20 (twenty) functional departments for its

operation. The names of the departments are as follows:

1. Information Technology (IT) Department

2. Medical Services Department (MSD)

3. Product Management Department (PMD)

4. International Marketing Department

5. Market Research and Planning Cell

6. Quality Management and Audit Dept.

7. Production Planning and Inventory Cell

8. Personnel and Administration Department

9. HR Training and Development Department

10. Accounts (New Venture) Department

Organogram of Square Pharmaceuticals Ltd 10.

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9

Management Committee 10.1

The Breakdown of HR 10.2

Job Location Manager

and above

Executive Non-

Executive

Total

Corporate HQ 46 123 123 292

Chemicals Division 2 12 64 78

Pabna Plant 19 59 459 537

Dhaka Unit 14 61 168 243

Distribution 3 17 174 194

Field Force(SPL)

942

Field Force(Agrovet)

70

Field Force(Pesticide)

25

Total HR 84 272 988 2381

The Supervision Ratio 10.3

Criteria Manager Executive Span of Supervision

Supervision 84 272 1 : 3

Executive Non-Executive

272 988 1 : 4

Human Resource Department in SPL 11.

Square, with its progressive business outlook, believes and practices corporate work

culture with a classic blend of efficiency and equity. Square Pharmaceuticals Ltd, with

its progressive business outlook, believes and practices corporate work culture with a

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classic blend of efficiency and equity. SPL believes in company growth by increasing

efficiency level of employees and for that offering excellent environment and support for

skill and knowledge up gradation. SPL values productivity as the spontaneous

contribution of Human Resources. Square believes in company growth by increasing

efficiency level of employees and for that offering excellent environment and support for

skill and knowledge up gradation. Square values productivity as the spontaneous

contribution of Human Resource. Strategic Human Resource Department programs are

the energy sources for Square HR for running towards the zenith of success. Flow of

clear and specific information of queries play the vital role to ensure the market

reputation of Square as the most trusted and transparent company and it enriches the

motivation level of HR who are the real contributors and owners of his/her own jobs. At

Square, HRD symbolizes the unique blending of professionalism as well as sharing the

stress and success equally like a family where every member has concern, feelings and

pride for their own company Square. HR ensures the strong supporting role to develop

and implement HR policy guidelines for ensuring uninterrupted operation and

spontaneous participation to achieve organization objective as well as fulfillment of

employee needs. HR is maintaining an effective way to deal with labor union and still no

unrest has been recorded as dispute personnel working here are taking care of Square as

it is their own family. HR is maintaining an effective way to deal with labor union and

still no unrest has been recorded as dispute. Personnel working here are taking care of

SPL as if it is their own family. Employee-employer relation is cordial.

The major functions implemented by this department are as follows:

Job evaluations and descriptions establishment

Recruitment and staffing policies and processes

Orientation and socializing new recruits and organizational members

Employee training and development facilitations and management

Employee performance management and evaluation

Compensation and benefits determination as per job evaluation

Talent retention strategies

Facilitating career development and enrichment of human resources

Maintaining relationship and communication with past, present, and potential

employees

Going through capability and disciplinary procedures for future actions

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11

Performance Appraisal 12.

Performance appraisal is the process

through which an organization gets

information on how well an employee is doing

his or her job. The central feature of any

performance appraisal system is the

establishment of objectives against which any

assessment of the performance of the

individual is based. The supply chain

department of SPL conducts the performance

appraisal for all the employees of the department. The HR department helps in this

process. At first the employees are given the opportunity of self-evaluation. Later on the

employees are evaluated by their reporting boss and the person supervising his boss.

Thus all the employees including the AGM and EDA are evaluated. The MD evaluates

the EDAs performance. For this evaluation purpose there is a specific performance

appraisal form. Then the AGM, EDA and MD sit together to take decisions based on the

employee evaluation. If any employee's performance is not satisfactory then they decide

about how the performance of that employee can be improved. If any employees

performance is outstanding then he gets a promotion (Personal communication. 2006).

Types of Performance Appraisal Methods: 13.

There are so many methods which are include in comparative method but the

most important and most popular are

i. Straight ranking method

ii. Grading method

iii. Graphing rating method

iv. Forced choice description method

v. Forced distribution methods

vi. Check list method

vii. Critical incident method

viii. Free from easy method

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I. Straight Ranking Method: It is the oldest and simplest method of

performance appraisal, by which the man and his performance are considered as

an entity by the rater. No attempted is to made to fractionalize the rate; the whole

man compared with the whole man; that is the ranking of a man in a work group

is done against that of another. The relative position of each man is tasted in

terms of his numerical rank.

II. Grading method: Under this system, the rater consider certain feature and

marks them accordingly to the scale, train categories of worth are first established

and carefully defined. The selected feature may be analytical ability,

cooperativeness, dependability, self-expression, job knowledge, leadership, etc.

they may be [[A-out standing B-very good C-average D-fair E-poor]]. These

are used in the selection of candidates by the public service commission.

III. Graphic Rating Method: This is the most commonly used method of

performance appraisal. Under it a printed form one for each person to be rated.

The factors which are including in this method are employee characteristics and

employee contribution. In employee characteristics are included are leadership,

attitude, enthusiasm, locality creative ability, analytical ability, co-ordination. In

the employee contribution are include the quantity and quality of work, the

responsibility assumed, specific goal achieved, regularity of attendance. These

traits then evaluated on continuous scale where in the rather place a mark

somewhere along a continuum.

IV. Forced Choice Description Method: It attempts to correct a rater tendency to

give consistently high or low rating to all the employees under this method the

rating elements are several sets of pair phrases or adjective relating to job

proficiency and personal qualification the following statement are illustrative of

the type of statement that are used. Organize the work well Lacks the ability to

make people feel at ease. Has a cool even temperament Is punctual and careful. Is

a hard worker and co-operative.

V. Forced Distribution Method: This system is used to eliminate or minimize

raters bias so that all the personnel may not be placed at the higher end or lower

end of the scale. It requires the rater to apprise an employee according to a

predetermined distribution scale under this system it is performance and promo

ability. For this purpose a five point performance scale is used without any

descriptive statement. Employees are placed between the two extreme good or bad

Report on:

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job performances. For ex 10% given to outstanding, 20% given to good and 40%

given to satisfactory.

VI. Checklist Method: Under this method the rater does not evaluate employee

performance; he supplies report about it and the final rating is done by personnel

department. A series of question are presented concerning an employee to his

behavior. The rater then checks to indicate if the answer to a question about an

employee is positive or negative. The value of each question may be weighed

equally or certain question may be weighed more heavily than others.

Example- Is the employee really interested in job? Yes/No

VII. Free Essay Method: Under this method the supervisor makes a free form, open

ended appraisal of an employee in his own words and put down its impression

about the employee. He takes note of these factors, Relation with fellow

supervisor, General organization and planning ability, Job knowledge and

potential, Employee characteristics and attitude, Production, quality, and cost

control, Physical condition and Development needs.

VIII. Critical Incident Method: The essence of this system is that it attempts to

measure workers performance in terms of certain events and episode that occur in

the performance rates job. These events are known as critical incident method.

The supervisor keeps a written record of the event that can easily recalled and used

at the time of performance appraisal.

Performance Appraisal Process in Square Pharma Ltd 14.

The supply chain department of SPL conducts the performance appraisal for all the

employees of the department. The HR department helps in this process. At first the

employees are given the opportunity of self-evaluation. Later on the employees are

evaluated by their reporting boss and the person supervising his boss. Thus all the

employees including the AGM and EDA are evaluated. The MD evaluates the EDAs

performance. For this evaluation purpose there is a specific performance appraisal form.

Then the AGM, EDA and MD sit together to take decisions based on the employee

evaluation. If any employee's performance is not satisfactory then they decide about

how the performance of that employee can be improved. If any employees performance

is outstanding then he gets a promotion.

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14

Reward and Compensation System 14.1

The reward system of an organization includes anything that an employee may

value and desire and that the employer is able or willing to offer in exchange for

employee contributions. The reward system consists of a compensation and non-

compensation system. Compensation refers to all forms of financial returns and tangible

services and benefits employees receive as part of an employment relationship.

Pay Structure 14.2

Pay structure is the relative pay of different jobs (job structure) and how much

they are paid. The pay structure for the employees of the supply chain department of

SPL is shown: Basic Salary + Home Rent + Transport + Medical Allowance

Recommendation: 15.

As Square Pharmaceutical Ltd. is one of the leading national companies of

Bangladesh its human resource policies are much more competent and well organized

than any other organization of Bangladesh. Even many Multinational companies are

falling behind in the means of human resource practices than Square Pharmaceutical

Ltd. those are competing with the mentioned company. The training process of Square

Pharmaceutical Ltd. is very widely spread to fulfill employees need to be more

competitive. Each level of employees are facilitate with the training and development

programs of Square. 24 Employees are trained both on the job training along with off

the Job Training. Both internal and external trainers are available to train employees in

the organization. The great feature of its development process is that it provides

allowances according to the company rules to the employees when they are going for an

external training. But the lacking of Square Pharmaceutical Ltd. development system is

that it does not have any Training Institute of its own. Square Pharmaceutical Ltd. has

the structural support to establish a training institute to build its employees as it

requires. In the selection process of Square it does not have any physical examination of

the selected employees. There is no specified process of the Background Investigation of

the selected employees. It is recommended that it should adopt these steps also in the

selection process which will help them to have more competent employees in the

organization. Compensations and benefit programs are standard enough in Bangladesh

to retain employees in the organization but as Square Pharmaceutical Ltd. is a company

which is competing with many global companies so it should develop a compensation

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program which will be competitive enough to attract not only Bangladeshi candidates

but also the candidates those are globally competitive.

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16

Conclusion: 16.

Square Pharmaceutical Ltd. is a very well-known national figure in Bangladesh. They

are the biggest organization in Bangladesh. Square Pharmaceutical Ltd. has a very well

reputation for this working environment. Usually they only recruit people for all-level

jobs, because they believe in the internal growth of their current employees. So it is

easily understandable that Square Pharmaceutical Ltd. prefers their current employees

first. That is why employees do not leave this organization. It is also true that Square

Pharmaceutical Ltd. has a number of good employees who are talented as well as

committed to the organization. They have very good communication skills. This is

because of Square Pharmaceutical Ltd.s strong recruiting and selection process. Before

taking employees they analyze on those position. They find out what are the

responsibilities they should perform and what is the recruitment to perform those

activities. Square Pharmaceutical Ltd. has a structured planning for those processes.

They conduct the processes in different steps. For this reason they have to spend time

but finally they are being able to get the most prefect employees for their organization.

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References: 17.

Class note and journal provided by course instructor Farhana Rashid

Personnel/HRM - David A. Decenzo/Stephen P. Robbins

HRM - Cynthia D. Fisher/Lyle F. Schoenfeldt/James B. Shaw.

HRM by Garry Dessler

Strategic Management and Business Policy by Thomas L. Wheelen, J. David

Hunger

www.squarepharma.com.bd

Nurul Islam, Executive, Human Resources at Square Pharmaceuticals Ltd.

Ekramullah Shamsul, Sr. Executive, Human Resources at Square

Pharmaceuticals Ltd.

Square Pharmaceuticals ltd annual report 2012-2013

Booklets published by Square Pharmaceuticals ltd

rapcollection.blogspot.com

en.wikipedia.org/wiki/square pharmaceuticals