TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING

AUTHORITY

INTERNSHIP REPORT

TECHNICAL EDUCATIONAL & VOCATIONAL TRAINING AUTHORITY

Submitted By

Abdullah Zahid

Roll NO

MEEN201101065

Session: 2020-2024

Department of Mechanical & Manufacturing Engineering

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Dedication
To my beloved parents and respected teachers whose utmost love,
care and struggle against all odds, brought me to this height of
knowledge by the benevolence of Almighty (ALLAH).

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Acknowledg ment

First of all I am thankful to Almighty ALLAH, the Beneficent, the

Merciful, for giving me so much strength and strength to work on this
internship report and complete it successfully. I would like to express my
gratefulness to all my teachers especially for giving me kind guidance and
providing me a chance to work on this project right through from t he start
my courses. I am also thankful to all TEVTA Staff and training staff for his
valuable suggestions, gentle supervision and encouragement throughout my
internship.

Along with all this I am very awful to the Human Resource Department of
TEVTA and their cooperation during my stay in the organization. Especially I am
thankful to these people of HRM Department who help in completing my
Internship in their organization.

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Table of Contents

S. Description Page
No No
Introduction Of Technical Education Sector
1-Brief introduction of the organization’s business sector 1
2-Overview of TEVTA
a. History 3
b. Nature of TEVTA 4
c. Business volume 4
d. Product lines 4
e. Competitors 9
3-Organizational Structure
a. Organizational Hierarchy chart 10
b. Number of employees 13
c. Main offices 13
d. Introduction of all departments 14
e. Comments on the organizational structure 22
4-Plan Of Your Internship Program
a. Introduction of TEVTA Secretariat Lahore 24
b. Starting & ending dates of internship 25
c. Description of the departments 25
5-Training Program
a. Descriptions of the operations/ activities of the 26
departments
b. Descriptions of the tasks assigned 28
6-Structure Of the HR Department
a. Department hierarchy 36
b. Number of employees 36
c. Descriptions of Sub Departments. 36
7-Functions of HR Department
a. Human resource planning and forecasting
 HRP process 39
 Forecasting HR requirements 39
 Methods to forecast HR needs 39
b. Employees Recruitment & Selection
 Sources of candidates 41
 Employment selection process 41

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c. Training & Development
 Training need assessment 42
 Employee development 46
d. Performance Management
 Setting performance standards & expectations 46
 How performance reports are written 47
e. Employee Compensation & Benefits
 Type of compensation & benefits 56
f. Organizational Career Management
 Employee job changes 57
 Job changes with the organization 57
 Promotion 57
 Transfer 57
 Demotion 58
 Separations
 Layoff 59
 Termination 59
 Resignation 60
 Retirement 60
g. Labor Management Relations 61
8-Critical Analysis
a. Success and failure 62
b. Future prospects 65
9-SWOT Analysis
a. Strengths 66
b. Weaknesses 67
c. Opportunities 68
d. Threats 68
10-Conclusion
Evaluation & Assessment 67
11-Recommendations For Improvement
Solution of Discrepancies 70
12-Reference & Sources Used 71
13-Annexes 72

1-Brief introduction of the organization’s business sector

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The nature of this organization is to develop a skilled workforce for

the local industry. TEVTA develops the skilled and technically experienced
workforce for local industries. TEVTA also provides business solutions to
industrial units. TEVTA playing very important role for Re- engineering and
consolidate the existing technical education and vocational training syste m
under one manage ment structure. TEVTA Established close relationships with
various sectors of econo my namely Agriculture, industry, Services and
Commerce. TEVTA Regulate and develop standards of technical education
and vocational training including internationally recognized curriculum,
examination and certification system and assess the Manpower Training
Needs in the context of do mestic and global markets. Another function of
TEVTA is Develop and offer Need Based Short Courses in the sector of new
technologies to the Industry and also to offer services for solutions regarding
associated production problems and establish a Staff Development Syste m
to offer demand oriented teacher & instructor training and upgrading
performance.

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EDUCATION & TRAINING SECTOR

Diploma of
Associate
Engineers

TEVTA is engaged in imparting technical education and vocational

training through its 411 institutions which fall under the below mentioned
categories.

 Government Technical Training Centers

 Government Technical Training Institutes
 Government Vocational Training Institutes
 Government Commercial Training Institutes
 Government Polytechnic Institutes
 Government Colleges of Technology

TEVTA in service sector also providing technical solutions to the industry. It

registers the organizations through website interface and provides the solution of
their problems registered with TEVTA. Courses of different levels and of different
duration are being offered in TEVTA institutions to address the public and

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employer’s demand. In addition to vocational / technical courses of up to 3 years.

“Degree courses for B-Com, B-Tech (Pass) and B-Tech (Honour) are also offered
in Government Colleges of Commerce and Government Colleges of Technology”.
In education sector TEVTA provides the cheapest education and training to
their students that low- cost syllabus books and practical and in some cases
TEVTA charge no fee from students, free training materials is provided by the
institutions and students are supported with stipend.
TEVTA in education sector providing technical, commerce and vocational
training education and occupied the large part of technical education sector in
Punjab.
All institutes registered with TEVTA are funded by TEVTA. TEVTA approves
PC-1 and issues the finance to the concerned institutes. TEVTA helps all
registered institutes with procurement, purchasing machinery and construction of
institute buildings. TEVTA is in direct relationship with industry sector, education
sector, agriculture, commerce and service sector. TEVTA develops the curricula
with the consultation of industry sector like leather, textile and agriculture.

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2-Overview of the organization

TEVTA is a Technical Education & Vocation Training Authority board

who is responsible for the technical education & training throughout the
Punjab. It is formed by an Ordinance No. XXIV of 1999 promulgated by the
Governor of the Punjab to fulfil the needs, wants and workforce of local
industry by utilizing t he vast network of training institutions.

a. History
TEVTA in collaboration with Chambers of Commerce & Industry,
Lahore has established its help-Desk within the premises of Chambers of
Commerce & Industry, Lahore. To assist / help the local industry by utilizing its
vast network of training institutions, qualified and experienced faculty, to
achieve the objectives of the project. Before TEVTA many technical institutes
were working independently or under PSIC (Punjab Small Industries & Export
Corporation). PSIC was established by the government of Punjab to support,
development and pro motion of all small industrial units in Punjab. In 1999
PSIC handover many technical institutes to TEVTA authority. In 1999 TEVTA
started work and start serving the all-technical institutes in the Punjab and
conduct first academic session in Punjab. In 1999 all technical institutes in
Punjab started registration with TEVTA authority.

The session was conducted of all technical institutes in 1999. The TEVTA
board was fully functional at the end of year 1999 and all academic activities
started under TEVTA board in 1999.

Mission Statement

To enhance global competitiveness in Punjab, through a quality and

productive workforce by developing demand driven standardized, dynamic
and integrated technical education and vocational training service.
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Service Volume
TEVTA’s business volume is spread throughout the Punjab serving 459
colleges. TEVTA has 17 Service Centers in all over the Punjab, providing
services to all the institutes. And PBTE (Punjab Board of Technical Education)
is also working under TEVTA. 45000 students enroll every year in TEVTA and
PBTE.

b. Nature of TEVTA
TEVTA is a vocational authority board who is responsible for vocation
training all over the Punjab. For this purpose, TEVTA board has established PBTE
(Punjab Board of Technical Education). There are 472 vocational colleges who are
working under TEVTA. TEVTA provides full funds and services to all registered
institutes. And planning, organizing, leading and controlling all vocational
institutes. The nature of this organization is to develop skilled workforce for the
local and international industry. TEVTA also provides business solutions to
industrial units. TEVTA playing very important role for Re-engineering and
consolidate the existing technical education and vocational training system under
one management structure.
c. Service Lines
TEVTA has a very long list of services providing. TEVTA offering many
type of short and associate engineering courses in all over the Punjab. The
list of TEVTA’s product line is given below. TEVTA providing Commerce
Education, Training Education and vocation Education.

d. Courses Offered
Degree Duration
B. Tech
Auto & Diesel 2 years
Chemical 2 years
Civil 2 years
Mechanical 2 years

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Refrigeration & Air Conditioning 2 years

Electrical 2 years
Electronics 2 years
Auto and Farm 2 years
B.Tech (Hons)
Auto & Diesel 2 years
Electronics and Communication 2 years
Chemical 2 years
Civil 2 years
Mechanical 2 years
Refrigeration & Air Conditioning 2 years
Electrical 2 years
Auto & Diesel 2 years
Electronics and Communication 2 years
DAE
Architecture 3 years
Auto & Diesel 3 years
Chemical 3 years
Civil 3 years
Mechanical 3 years
Refrigeration & Air Conditioning 3 years
Auto and Farm 3 years
Automation 3 years
Bio Medical 3 years
Computer Information Technology 3 years
Electrical 3 years
Electronic 3 years
Textile Weaving Technology 3 years
Foundry & Pattern Making 3 years
Instrumentation 3 years
Printing & Graphic Arts 3 years
Textile Spinning 3 years
Welder 3 years
Food Technology 3 years
Telecom 3 years
Petroleum 3 years
Petrochemical 3 years
Dress Designing & Making 3 years
Diploma

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Diploma in Electronics Publishing Technology 1 year

Higher National Diploma (Telecom) 2 Years
Higher National Diploma (Chemical) 2 Years
Higher National Diploma (Electronics) 2 Years
Higher National Diploma (Mechanical) 2 Years
Higher National Diploma (Textile) 2 Years
Diploma in Commerce 2 Years
Diploma in Information Technology 1 year
Diploma in Office Management 1 year
Post Diploma
Bio Medical Technology 1 Year
Environmental Control Technology 1 Year
Commerce Education
Master Degree
M.Com 2 Years
Graduation Degree
B.Com 2 Years
Diploma (2 year)
Diploma in Business Administration 2Years
Diploma in Commerce 2 Years
Diploma in Information Technology 1 Year
Diploma in Vocational Girls 2 Years
Certificate
Certificate in Computer Applications 3 Months
Certificate in Computer Applications 6 Months
Spoken English 3 Months
Spoken English 4 Months
Vocational Education
Vocational Diploma (1-2 years)
Diploma in Commerce 2 Years
Diploma in Information Technology 1 Year
Dress Designing & Making 2-Year
Diploma in Vocational Girls 2 Years
Diploma in Vocational Girls 2 Years
Diploma G-II (2 years)
Diploma in Commerce 2 Years
Diploma in Information Technology 1 Year
Dress Designing & Making 2-Year G-II
Diploma in Vocational Girls 2 Years
Diploma in Vocational Girls 2 Years

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Diploma G-III (1 year)

Mechanical (G-III) 1 Year
Refrigeration & Air Conditioning (G-III) 1 Year
Auto and Farm (G-III) 1 Year
Electrical 1 Year
Electronics 1 Year
Auto & Farm Machinery 1 Year
Auto Electrician 1 Year
Auto Mechanic (G) 1 Year
Carpenter 1 Year
Commercial Arts / Graphics 1 Year
Computer and Electronics 1 Year
Computer Operator 1 Year
Draftsman Civil 1 Year
Draftsman Mechanical (G) 1 Year
Electrician 1 Year
Fitter General 1 Year
Industrial Electronics 1 Year
Machinist 1 Year
Mechanist 1 Year
Painter 1 Year
Electronics Application (Radio & TV) 1 Year
Tractor and Auto Mechanic 1 Year
Welder 1 Year
Computer Hardware 1 Year
General Mechanic 1 Year
Motor Winding 1 Year
Tailoring 1 Year
Wood Work 1 Year
Auto Mechanic (Diesel) 1 Year
Auto Mechanic (Petrol)) 1 Year
Heating Ventilation Air Conditioning (HVACR) 1 Year
Turner 1 Year
Electrical Wiring Technician 1 Year
Machine Shop 1 Year
Bulldozer Operator 1 Year
Textile Printing 1 Year
Office Secretary 1 Year
Mill Wright 1 Year

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Sports Goods Leather Work 1 Year

Sports Goods Wood 1 Year
Office Management Assistant 1 Year
Dress Designing & Making 1 Year
Machine Embroidery 1 Year
Beautician 1 Year
Hair and skin Care 1 Year
Fashion Designing 1 Year
Certificate
Refrigeration & Air Conditioning 6
Auto and Farm 6
Auto & Farm Machinery 6
Auto Electrician 6
Carpenter 6
Computer Operator 3
Computer Operator 6
Electrician 6
Machinist 6
Mechanist 6
Welder 6
Driving 3
Motor Winding 6
Plumber 3
Plumber 12
Plumber 6
Tailoring 3
Tailoring 6
Wood Work 6
Auto Cad 3
Auto Cad 6
Auto Mechanic (Diesel) 6
Auto Mechanic (Petrol) 6
Certificate in Computer Applications 3
Certificate in Computer Applications 6
Electronics Equipment Repair 3
Home Appliances & Repair 6
Heating Ventilation & Air Conditioning 6
Mason/Bricks Layer 6
Tractor Operator 6
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Turner 6
Electrical Wiring Technician 6
Machine Shop 6
Bulldozer Operator 6
Sheet Metal 6
Civil Surveyor 6
Mobile Repairing 3
Mobile Repairing 6
Certificate in Computer Graphics 6
Wireman 6
Paint Polish 6
Electrical Appliances 6
Machine Process for Wood Furniture 6
Motor Cycle Mechanic 6
Dress Designing & Making 3
Dress Designing & Making 6
Hand Embroidery 3
Hand Embroidery 6
Knitting Hand 3
Machine Embroidery 3
Machine Embroidery 6
Beautician 3
Beautician 12
Certificate Vocational Girls (1 Year Certificate) 12
Diploma in Vocational Girls (Additional) (Diploma 1 Year) 12
Handicraft 6
Industrial Stitching Machine Operator 3
Leather Work 3
Painting 3
Painting 6
Rural Poultry 6
Spoken English 3
Spoken English 4
Stain Glass Painting 3
Cooking & Baking 3
Domestic Tailoring 3
Drawing & Designing 3
Electrical Mechanical (Vocational) 6
Diploma in Vocational Teacher Training (Diploma 1 Year) 12

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Decoration 3
Printing 3
English Language 3

e. Competitors
There is not any considerable competitor in Punjab Province.

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3-Organization Structure
a. Organizational Hierarchy chart

Organizational hierarchy is the formal framework by which job tasks are

divided, grouped and coordinated. To achieve the main objective of the TEVTA
structure is designed which is given asunder.

Chairman
TEVTA

Secretary Chairman
COO
TEVTA PBTE

Chairman TEVTA has the final authority in TEVTA to make amendments in

TEVTA organization Structure. The Secretary TEVTA, COO (Chief Operating
Officer) and the Chairman of PBTE (Punjab Board of Technical Education) is
reported to Chairman TEVTA. Secretary
TEVTA

Manager Manage Manager Manager Manager

P. Relations HRM establishment Inquiry Legal
All Managers of TEVTA, 1.Manager Public Relations (PR), 2.Manager
Human Resource Management (HRM), 3.Manager Establishment, 4.Manager
Inquiry and 5.Manager Legal matters are make reports to Secretary TEVTA.
And all managers are also reported to their General Managers.

COO
TEVTA

General General General General General General

Manager Manager Manager Manager Manager Manager
Finance SCs HRM Projects Operation Academic

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Chairman PBTE

Trade Testing Board (Development Cell)

General Manager
Finance

Manager Audit Manager Finance Manager MIS

General Manager
Human Resources

Manager Career Planning Manager Training

General Manager
Projects

Manager Works Manager Planning

General
Manag er

Manager Manager Manager Manager

Operations-I Operations-II Monitoring Technical

General Manager
Academics

Manager Manager Manager Manager

AA AT Curriculum R&D

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General Manager Service Centres

Manager Service Centres

Organization Hierarchy Chart

Organization Structure Of TEVTA

Chairman
TEVTA BOARD

District Boards of
Secretary/C.O.O.
Director (R&D) (A)
Management
Chairman (PBTE) (D)

Manager PR Manager Manager Manager Manager Estt

(I) Legal (C) HRM (A) Enquiry (S) (B)

GM Finance GM (Projects) Advisor (P&P) GM Operations GM Service Center GM HRM GM Academics

(A) (N) (G) (A) (L) (K) (A)
Dy. GM
Manager Finance (L) Manager Dy. GM
(MIS) (Admin) Service Centers
(M) (Z) (O)
Manager Manager
Manager Manager Manager Service Centers Manager
Manager Manager Career
Accounts Development Works Projects (F) Training
Finance (A) (N) (N) (N) (A/R) Planning
(M)
(P/R)

Manager Manager Manager Manager

Ops.I (E) Ops. II(E) Tech.(E) M&E (E)

Manager Manager Manager Manager

(AA) Apprenticeship (A&C)
ZN-N ZM-C ZM-
(M) (K)
S Curriculum
(A) (A) (A)
07 DMs 07 DMs 07
DMs
(A) (A) (A)

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b. Number of Employees

Civil Employees. TEVTA Employees. PSIC Total Vacant

TEVTA Secretariat 155 308 2 465 145
Institutes 7830 3285 663 11778 3183
Zonal Office 24 20 0 44 21
DM Office 71 162 0 233 87
RDAT 58 12 0 70 20
Development Cell 31 2 0 33 11
Total 8169 3789 665 12623 3467

c Main Offices
Sr# Offices
1. Public Relation Office Gulberg
2. Human Resource Management Office Gulberg
3. Career Planning Office Gulberg
4. Establishment Office Gulberg
5. Operations Management Offices Gulberg
6. Inquiry Office Gulberg
7. Research and Development Office Gulberg
8. Curriculum Office Gulberg
9. Service Centers Office Gulberg
10. Training Office Gulberg
11. A&D Office Gulberg
12. Academic Audit Office Gulberg
13. Project Management Office Gulberg
14. Administration Office Gulberg
15. Examination and Certification Office Gulberg
16. Govt. Institute of Leather Technology, Gujranwala.
17. Cutlery & Small Tools Industry Service Centre, Wazirabad.
18. Light Engineering Service Centre, Gujranwala.
19. Institute of Ceramics, Gujrat.
20. Wood Working Service Centre, Gujrat.
21. Govt. Wool Spinning & Weaving Cum-Training Centre, Jhang

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22. Centre for Agricultural Machinery Industries,

23. Govt. Weaving & Finishing Institute, Shahdara.
24. Govt. Polytechnic Institute, Shahdara.
25. Pak German Institute of Cooperative Agriculture, Multan
26. Institute of Blue Pottery Development, Multan (Productive/Service
Centre)
27. Wood Work Centre, Kot Addu (Productive/Service Centre)
28. Wood Working Service Centre, Rawalpindi
29. Metal Industry Development Centre, Sialkot Cantt.
30. Govt. Weaving & Finishing Centre Shahdara
31. Knitwear Hosiery Centre, Faisalabad

d. Introduction of All Departments

Human Resource Management Department
The main function of Human Resource Management department is to
recruitment, conducting staff training, handling pension cases, handling
pro motion cases, enquiry matters, service matters, amendments in service
rules and union matters.

Main functions of HRM department.

 Employee’s performance evaluation
 Evaluation performance and improve organizational performance
 Job Evaluation
 Job analysis
 Develop job Descriptions/ positions according to the organization
needs.
 Staffing.
 Issuance of vacancies of civil employees.
 Employee’s promotions and transfers.
 Recruitment and selection of people.
 Record Maintenance.

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Training Department
Training department is a sub department of Human Resources
department. Training department is responsible for conducting training
programs. Training department assess the weak areas of the organization’s
employees and conduct the training program for them. If there is any
development in TEVTA curriculum and syllabus then training department
conduct the training program for teacher for effectiveness in studies.
Main functions of Training Department.
 Study gap analysis.
 Training need assessment.
 All skill up- gradation trainings.
 Pedagogy Trainings.
 Matters relating with curriculum % manuals.
 Create training or development specification.
 Plan training and evaluation.
 Prepare Annual Training Plan/ Calendar.
 Finalization of Nominations, Venue & Master Trainer
 Monitoring of Training activity.
 Proposal of nominations after short listing.
 Forward Nominations to P&D.
 Preparation of cost / budget estimates & release of funds.
 At the end of training program conducting Feedback from students.
 Data entry in MIS.
Career Planing Department
Career planning department is working under Human Resource
Management department. Career planning department is a new personnel
function. Career planning department of TEVTA is focusing on to motivate their

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employees towards their jobs with high efficiently and effectiveness. Career
planning department of TEVTA has deep focus on individual employee potentials
for promotion towards the organization needs and opportunities. Career
planning department also help and cooperate with all internees came in TEVTA.
Main functions of Career planning department

 Guidance of students, internees, and organization employees.

 Developing of job specifications and job descriptions.
 Maintaining of some sort of HR records of employees.
 Conduct of workshops/seminars for Placement Officers.
 Placement of Internees under NIP.
 Leave Account
 Termination of contract
 Control absenteeism
 Short leave and late Attendance

Fianancial Management
Financial Management department handles the all money & tax matters of
and manages the financial resources of TEVTA and also leads the Administration
department of TEVTA. Financial Management department performs the extensive
responsibilities.

Main function of Financial Management department

 Policy forming.
 Financial dicipline
 Financial analysis
 Tax matters
 Bugdeting
 Auiditing
 Internal Audit

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 Physical Stocktaking
 Preparation of financial statements
 Sanctioning of Purchase Cases
 Release of Salary
 Development of Annual Budget and all procedures till approval
 Handling Financial Assistance Cases
 GPF Advance, Marriage, Funeral Grants
 Pension of PSIC Employees
 Release of LFA
Administration Department
Administration department perform all managerial functions. It handles
three further departments, Diary and Dispatch department, Transport
department, store department and to carry out any kind of security
arrangements.

Functions of Administration department

 Recruitment of contract employees in TEVTA secretariat and institutes all
over the Punjab.
 Maintenance of time in / time out register.
 Number of approval for local vehicles
 Record keeping of diary and dispatch, LFA, store section and transport
section.
 Tenders open in the presence of purchase committee and the Bidders
 Examining demand & preparing advertisement
 Submitting advertisement to Public Relation section
 Request for interview schedule to Appointing authority
 Short listing of candidates
 Call letters are issue

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 Preparation of Marks Sheets/Files

 Consolidated marks sheet for signatures
Establishment Department
Functions of Establishment department
 Examination & Give proposal
 Final shaping of the Case for getting Approval of the Competent Authority
 Preparing summary For S&GAD / Finance etc
 Issuance of NOC to the nominee
 Decision / Minutes are put up for approval of authority to convey for
implementation
 Coordinate meeting
 Receiving Complaints
 Preparing the case for probe / inquiry
 Amendments in service rules of TEVTA
 Postings and transfers
 House building advances
 Matters relating to PBTE.
 Managing all kind of leaves such as, medical leave, earned leave, study
leave, extra ordinary leave.
 Deputation of cases.
 Marriage grants and funeral grants.
 Finance assistance cases.
 To deal with Chief Minister’s complaint cell.
 Governments Circulars and Notifications.
Legal Department
Legal department is responsible for preparation of cases and proposals on
TEVTA activities to help TEVTA to avoid from legislations. Finalize the parawise

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comments and submit to the competent authority, get signed the parawise
comments from the Authority, present the rough draft of parawise comments, file
the parawise comments in the Court, attend the Court on each date of hearing &
present/explain the case if necessary, put up the court order to the authority for
implementation, attend the Court on each date of hearing and present/explain
the in the Court and to provide legal opinions to TEVTA authorities.
Enquiry Department
Enquiry department is responsible of conducting enquiry of inefficiencies,
misconduct, corruption, absence record of teacher and employees all over the
Punjab, subversive activities and disciplinary actions. They investigate the
activities/cases against the state in TEVTA institutions and all district managers
and zonal managers.

The competent authority of Enquiry department is secretary TEVTA.

Enquiry department receive the cases of enquiry from grade 17 scale officers to
22 grade scale officers from all over the Punjab. Functions of inquiry department
is to generate enquiry report, conducting enquiry of absence, corruption,
misconduct, inefficiencies and activities against state matters, prepare the charge
sheet / penal of enquiry officers / departmental representative.

Research and Development Department

Research and development department is responsible for overall development of
TEVTA and its institutions, exercise market research, training need assessment
and to coordinate with curriculum department for in development of curricula.
Research and Development have to identify new trades and technologies in the
market and TEVTA intuitions all over the Punjab. Functions of research and
development department, approval of action plans
industry visits, meetings with the stakeholders, review of draft TNA report,
preparation of organization plans, coordinate with curriculum department and

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keep on eye on changes & development in sallybus, to plan, supervise and

coordinate research and development activities in Punjab and to identify
technologies trades at new intuitions
Curriculum Department
The responsibility of Curriculum development is to develop the curricula of
TEVTA institutions. They develop the curricula of 3 year DAE classes, B.Tech
classes, 1 year, 6 months and 3 months courses. But they have they authority of
authentication the curricula of courses below the period of 3 years. 3 years a
curriculum is approved by the NEVTEC the higher authority of TEVTA.

Curriculum department evaluates revision and develop the curricula.

Functions of Curriculum department
 Proposal for curricula development committee, curricula revision

committee and curricula evaluation committee.

 Scrutiny of Proposal
 Approval of CDC/CRC/CEC
 Proposal for manual development committee, manual revision
committee and manual evaluation committee.
 Approval of MDC / MRC / MEC
 Preparation of manual
 Approval of curricula below 3 years.
Academics/Academic Audit Department
The main responsibility of Academic Audit department is to conduct audit
of all institutions registered by the TEVTA all over the Punjab. Academic Audit
department audit the teachers lessons and the completion of lesson during the
specified time period. They check student’s practical copies, attendance registers,
institutes operating manual, training manual, playground and practical

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equipments. They are also responsible to prepare academic calendar for all
institutions all over the Punjab and for PBTE.
Functions of Academics Academic Aduit department
 Preparation of Rolling Plan for Academic Audit
 Vetting of Academic Audit Report
 Submission of Academic Audit Report to Operations Department
 Submission of Academic Audit Report to concerned institute
 Follow up of Academic Audit Reports
 Issuance of NOC to TEVTA and Non TEVTA Govt. Institutes
 Constitution of inspection committee
 Requisition of Proposals for Academic Calendar from all concerned
 Preparation of draft Academic Calendar
 Approval of Academic Audit Report
 Evaluating performance of all institutions.
Public Relation Department
A public Relation department is responsible for all kind of media
advertisements and commercials. They are responsible
Function of Public Relations department
 To attend the meetings and presentations functions of TEVTA to make
coverage in electronic & print media.
 To prepare press release for publications in media.
 To prepare interview forums of chairman & secretary TEVTA.
 To prepare reply of all anti news for publications in the concerned
newspapers.
 To make advertisement plan to promote Technical Education.
 To ensure timely circulation of newspapers to all officers of TEVTA.
Management Information System department

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MIS department of TEVTA handles all computer, hardware and software

matters of TEVTA. It handles networking, network cabling, software maintenance,
reports generation, development of software according to the organization needs
and wants, data backups, database management of all section and data entry of
all sections provided by departments.

Functions of MIS department

 Data Entry / Updates
 Development of software according to the organizational needs and wants
to make data available at any time when it is required.
 Application Development and Maintenance
 Network & Software Installation and Maintenance
 Reports Generation
 Database & Server Management
 Website Update and Maintenance
 Provide hardware assistance to all departments.
 Installation of software on request.
 Receive data from departments for data entry.
Operations Department
Operation department is responsible the overall operation of the TEVTA
Secretariat and all institutions. Operations department is responsible for
examination, processing of public and private partnership as per requirements,
new construction cases, arranging special scholarships, commencement of new
short courses, monitoring the proper utilization of revenue in ADP schemes, to
process institute funds, vetting of advertisement, section of equipment and
machinery cases, competition administrative matters, process of all transfers,
demotions and posting cases, process of admission cases, issuance of minutes of
meetings of zonal managers meetings, preparing cash plans, supervision of ADP

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schemes, assessment of staff positions, collecting and updating of all kind of

records and monitor and evaluate the TEVTA and all institutes progress.

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e. Comments on Organization Structure

Departmentalization
TEVTA organization is divided into different departments on the basis of
function approach. Workforce is grouped together in departments according to
their skills and activities. Everyone in the department has separate skills and
efficient & specialized in a specific course. TEVTA organization is headed by the
chairman, COO and then all General Manager leading all departments. And all
General Managers are centralized chain of command because they are reported
to COO (Chief Operating Officer).

There are many departments in TEVTA Secretariat, Public Relation, Human

Resource Management, Career Planning, Training, Legal, Establishment, Project,
Inquiry, Research and, Curriculum, Service Centers, Academics and Operation
department. All General Managers have one Manager; Managers have Deputy
Manager and then a Computer Operator, Junior and Senior Clerks and Naib
Qasids.
Departments have this type of hierarchy system. This is the best hierarchy
system chosen by the TEVTA Board. It’s very facilitating the communication flow
from down to top and top to down. Assistant Manager & Clerk and lower scale
staff is reported to Deputy Manager and Deputy Manager is reported to General
Manager, General Manager is reported to COO and COO is reported to Chairman
TEVTA. This is the objective hierarchy where everyone is assigned with tasks and
responsibilities and everyone is reported to their senior.
TEVTA organization hierarchy is work specialization work is separated into
many steps every work is done the work specialist. This makes the work complete
quickly.

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Chain of Command
The chain of command of TEVTA organization structure is top to bottom
approach. Like chairman to COO and TEVTA secretary, both are to General
Manager, General Manager to Manager and Manager to their Assistants, Clerks,
Computer Operators and N.B.
Span of Control
In this structure all employees are specialized in their tasks
therefore they need lesser training and supervision from top management. Only
when Government passed new ordinance then employees needs some sort of
supervision. Therefore TEVTA span of control is smaller because there is 5-6
employees under top management and decision making is done by the top
management.

Formalization
TEVTA is a government organization therefore there is every work is high
formalized. All types or works are done according to the rules and regulations set
by the government and TEVTA management.

Centralization
In TEVTA all decisions are made by the TEVTA top management. Therefore
centralization is very high. All decision is made by the Chairman, COO, Secretary
and GMs. Often 90% decision is made by the General Manager.

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11-Plan of Your Internship Program

a. Introduction of TEVTA Secretariat Lahore.

An authority of Punjab Government having status of “Special Institution” is
engaged in imparting demand driven Technical Education & Vocational Training
through network of 411 institutions, in Punjab.
In Lahore TEVTA Board was established in 1999. TEVTA was formed by an
Ordinance No XXIV of 1999 promulgated by Governor of the Punjab to assist and
control all technical institutes of the Punjab. The nature of this organization is to
develop skilled workforce for the local and international industry. TEVTA also
provides business solutions to industrial units. TEVTA playing very important role
for Re-engineering and consolidate the existing technical education and
vocational training system under one management structure.
Districts Covered By TEVTA Board
1. District Attock 2. District Bahwalnagar 3. District Chakwal
4. District D.G Khan 5. District Bahawalpur 6. District Jhang
7. District Faislabad 8. District Gujranwala 9. District Jhelum
10. District Khanwal 11. District Hafizabad 12. District Kasur
13. District Khushsab 14. District Mandi Bhaudin 15. District Multan
16. District Lahore 17. District Mianwali 18. District Okara
19. District Layyah 20. District Muzafargarh 21. District Rajanpur
22. District Lodhran 23. District Nankanasahib 24. District Gujrat
25. District Narrowal 26. District Pakpattan 27. District Bhakar
28. District Rawalpindi 29. District R.Y Khan 30. District Sahiwal
31. District Sarghoda 32. District Shekhupura 33. District Sialkot
34. District Vehari 35. District Toba tak singh

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Vision Statement
 Skilled Punjab
 Poverty alleviation
 TVET at
doorsteps. Mission
Statement
Provision of quality Technical, Vocational & Commerce education to
produce skilled work force compatible with the demands of industry and
commercial sectors of the Province

Company Objective
 To provide technical education.
 To provide vocational education.
 To poverty alleviation.
 To provide education at doorsteps.
 Skilled Punjab.
 To provide cheap education.
b. Starting and Ending Dates of My Internship Program
Starting Date: __________

Ending Date: ____________

c. Departments Where I Got Training During My Internship Program
 Human Resource Management Department
 Career Planning Department
 Training Department

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04-Training Program

a. Detailed description of the operations of department I worked in

Human Resource Management Department

The main function of Human Resource Management department is t o

recruitment, conducting staff training, handling pension cases, handling
pro motion cases, enquiry matters, service matters, amendments in service
rules and union matters.
Main functions of HRM department.
 Employee’s performance evaluation
 Job Evaluation
 Job analysis
 Develop job Descriptions/ positions according to the organization
needs.
 Develop job specifications according to the organization needs.
 Staffing.
 Issuance of vacancies.
 Employee’s promotions and transfers.
 Recruitment and selection of people.
 Approving authority of all managerial functions.
 Record Maintenance.
 Compensation and benefits.
 Human Resource Development (HRD)
 Coordination & arrangements of meeting for promotions.
Training Department

Training department investigate the weak areas of the organization’s

employees and conduct the training program for them. TEVTA has established

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training department for conduction training programs for civil and contract
employees and to manage short courses. Like TSTP. If there is any
development in TEVTA curriculum and syllabus then training department
conduct the training program for teacher for effectiveness in studies.

Training Cycle diagram

EVALUATE
IDENTIFY
(INTERNAL &
TRAININ
EXTERNAL) G NEEDS

EXAMINATION & SET

CERTIFICATION

EXECUTE LIST
TRAINING KNOWLEDGE

DEVELOP
BUILD
TEACHING &
CAPACITY
LEARNING
OF STAFF
RESOURSES

For training TEVTA pays 40% of their expenses. No fee charged for
training its totally free training programs. Course is based on 10% to 20%
theory and 80% practical. Students are supported with stipend.
Main functions of Training Department.
 Study gap analysis.
 Training need assessment..
 Training process.

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 All skill up- gradation trainings.

 Pedagogy Trainings.
 Finalization of Nominations, Venue & Master Trainer
 Monitoring of Training activity.
 Proposal of nominations after short listing.
 Forward Nominations to P&D.
 Preparation of cost / budget estimates & release of funds.
 At the end of training program conducting Feedback from students.
 Data entry in MIS.
Career Planing Department
Career planning department of TEVTA is focusing on to motivate their
employees towards their jobs with high efficiently and effectiveness.
Main functions of Career Planning department .
 Guidance of students, internees, and organization employees.
 Deals with all internees.
 Developing of job specifications and job descriptions.
 Build pathways for employees.
 Conduct career planning seminars.
 Maintaining of some sort of HR records of employees.
 Development of guidelines for Placement Officers.
 Placement of Internees under NIP.
 Orientation of internees
 Leave Account
 Termination of contract
 Control absenteeism
 Short leave and late Attendance

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b. Detailed Description of the tasks assigned me various

departments.
Human Resource Management Department & Training Department
I spent first three weeks in Human Resource department. There I
worked under the General Manager of HR department Sir Asif Waseem. He is
the General Manager of HR department and leading Training and Career
Planning department. General Manager HRM assigned me many assignments
during my internship period. These assignments and its detail are given
below.
Performance Appraisal
Development and formatting of KPIs (Key Performance Indicator)
First day General Manger gave me the assignment of KPIs (Key
Performance Indicator). The whole TEVTA was caught in the fascination of KPIs.
The Chief Minister Punjab issued the order to all Punjab organization to develop
KPIs softwares to check the performance of each employee from top to bottom.
In the 60 years of Pakistan life it was the first time when every organization
tried to check the performance of each employee electronically. General Manager
instructed me the methodology of developing KPIs and its formatting in power
point and MS word.

Tasks given by the General Manager in regards to KPIs

 Developing the process flow charts in PPT slides of all TEVTA departments.
 To debate with them in meetings and correction in process flow charts.
 Correction in KPIs and other mistakes in “data item”, “data source” and
weight age columns.
 To collect KPI data from all departments of TEVTA which are over 11.
 In cooperate of all KPIs developed in PPT slides and MS Word by TEVTA
departments in a master file of MS Word & PPT.

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 To make comparison between KPI index and its heads.

 To make verification of points between Power Point slides and KPIs in MS
word format. MS word file is called Ram file.
 To find out mistakes of repetition.
 To intimate the concerned department about the mistake did by them.
 Attend the meetings of KPIs in conference hall and Civil Secretariat Lahore.
Development of KPIs
First General Manager gave me the assignment to develop the formatting
of KPIs in Power Point slides and MS word. Then we develop the procedure of
defining the procedure of functions of each department and assign the colours of
each department to develop their KPIs in provided format and colours.
Then we conduct the meeting on KPIs and describe the procedure of
developing the KPIs. Here General Manager ordered me to make minutes of
meetings and coordinate with Assistant Manager Human Resources. After
meeting we prepared the minutes of meeting.
After 10 days I collected the KPIs from all departments and incorporate
them in slides and MS word file and did formatting. Then I did comparison
between KPI and Word file index numbers. It was the long procedure it took 2
days in verification and find out some sort of repetition mistakes and technical
English writing mistakes.

Then General Manager conducted a conference meeting on KPIs and

validated the procedures of functions performed by the organization. Then we
develop the KPIs on behalf of that procedure of functions.

After this all procedures I handed over that KPI to all concerned
departments to make further development because of some vague procedure
and KPIs. Soon after that all advancements a meeting conducted in Civil
Secretariat Lahore.

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Chief Minister Punjab has established an I&C wing to cooperate with all
departments of Punjab and help them in developing the KPIs. I&C wing is a
consultant group established by the Govt of Punjab.
In Civil Secretariat Lahore meeting on KPI, I&C wing pointed our several
mistakes in slides and MS word file and guided us how to make and define the
procedure of functions of all departments, how to break-up the functions into
further steps. I attended this meeting and learned a lot about KPIs and meetings
ethics. This was my first and very goods experience in a very competitive
environment among TEVTA officers and I&C wing consultants.
After coming back we conducted the meetings on it again and the
described the mistakes to all departments pointed out by I&C wing of Civil
Secretariat Lahore.

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Developing of Process Flow Chart in Power Point slides and MS Word

Format Process Flow of Training Department in Power point

7.2.1.1 7.2.1.2 7.2.1.3 7.2.1.4

Principals/Top Manager Training General Manager Manager Training
Management (HRM)
Identify Training Prepare Annual Approval of Finalization of
Areas Training Plan/ Training Plan Nominations, Venue
Calendar & Master Trainer

Deputy Manager Deputy Manager

Provision of Issuance of
Curriculum & detailing letters &
different proformas to instructions
Principal of venue

7.2.1.9 7.2.1.7 7.2.1.8

Manager Training Principal Deputy Manager
Conduct of Preparation of
Monitoring of training at venue cost / budget
Training activity estimates

7.2.1.10 7.2.1.11 7.2.1.13

Principal Deputy Manager GM (F&A)
Corrective Analysis of Release of Funds
measures for feedback of
improvements participants

7.2.1.12 7.2.1.14
Deputy Manager Principal of Venue
Data entry in MIS Disbursement of
funds

In starting of developing KPIs, we develop the process flow of every

department; I and General Manager conducted many meetings in TEVTA
conference room and help the departments in creating accurate process flow, I
experienced manager should have good knowledge of process flows of
department as whole.

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After developing process flows of all departments, my team focused on

key activities which can be measured in terms of time, date and numbers. General
Manager HRM stated that every General Manager, Director, Manager, Deputy
Manager and Assistants should have maximum 6 KPIs; it should not more than
from six nor less.

After finalization of process flows KPIs are extracted from flow charts. It
became very easy to extract KPIs from process flow chart of a department or a
manager.

This is a process flow of training function of TEVTA Training department

that how they conduct training. First they identify the areas of training, then they
develop the training schedule accordingly, then approval from competent
authority and finalization of training venues. This is how they conduct training.

When process flow of functions is completed then the stage of KPI

development comes. During developing of KPI from process flow chart we keep
on eye on when a assignment is comes to a manager and when manager or
competent put up the case for further proceedings. From this we can extract that
only actual performance can be measured with KPIs. The performance can be
measured in KPI which is time to time or day to day. That when case is submitted
to the Manager Training and what was the due date of put up the case for further
proceedings or in how many days a case should be forwarded by him or her. How
many he spend in a case, if he or she lattes in putting up the case for further
proceedings then his/her marks or points will be deducted accordingly described
in the KPI. This is a small piece of work which I did in HRM department with the
help and cooperation of Training Department.

Key Performance Indicators:

7.2.1.2 Issuance of Training Calendar by 15th December.

7.2.1.5 In-time issuance of letters as per SOP

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7.2.1.6 Timely provision of training materials

Is Data
Sub- Measurement Data Data Presently Weight
Fn# Sr# KPI
activity Methodology Item(s) Source(s) Being age %
Collected?
Issuance
of
Prepare
Training
Annual Comparing
Calendar
7.2.1 2 Training with due Date Files Yes 20%
by
Plan/ date
5th
Calendar
December,
2009
i. No. of Monitoring Visits

ii. No. of Monitoring reports.

iii. No. of Corrective Measures taken

7.2.1.11 Feedback from the training participants

7.2.1.12 No. of trainees entered into database.

This is the key performance indicators derived from process flow chart.

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MS Word Format
Career Planning Department
Preparing of Minutes of Meetings
Manager Career Planning and General Manager Human Resources gave me
the assignments of preparing of minutes of meetings coordination and with he
help of Assistant Manager Human Resources. Assistant Manager HR gave me
samples of minutes of meetings and described me the methodology of preparing
of minutes of meetings.

In my 8 week internship period I attended all meetings conducted in

conference hall in TEVTA Secretariat Lahore and prepared the minutes of
meetings with the help of Assistant Manager HR. This assignment is required to
be attentive during meetings and note the each and every point roughly on your
paper and record all messages and orders given by the leader of the meetings
and further it required good command on English.
Circulate the Minutes of Meetings in TEVTA Secretariat
After preparing the minutes of meetings weather they are conducted in
TEVTA secretariat or in a civil secretariat I and clerical staff circulate the minutes
of meetings in TEVTA secretariat. We had to circulate the minutes of meetings
after within two days after meetings.

Development, Evaluation, screening, correction and formatting of standard Job

Description and Specifications

Along with the development of KPIs General Manager Human Resources

assigned me the assignment of to study Job Description of HRM department and
correct and point out mistakes weather they are theoretical or mistake in
technical English writing. On 3rd January 2010 GM HRM conducted a meeting on
Job Description in which all Managers and Deputy Managers and Assistant are
invited. All are direct to read the job description in front of General Manager.

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In this meeting General Manager pointed out many mistakes in JDs. After
this meeting General Manager Human Resources engaged me to work on JDs in
the light of meeting held on JDs and Deputy Manager Mr. Rafaqat attached with
me to in JDs assignment.

Then I and Deputy Manager Sir Rafaqat Ali prepared and reviewed the JDs
of Training department, Career Planning Department and Human Resource
Department. Assistant Manager Miss. Huma Kashif was newly appointed on the
post of Assistant Manager; actually she was transferred from Enquiry department
to HRM department. Assistant Manager Huma Kashif’s job description was not
prepared therefore I prepared her job description according to the TEVTA job
description formatting in the light of meetings and tips given my General
Manager Human Resources.

For this assignment I searched on internet and downloaded sample job

descriptions and other job descriptions of Assistant Managers and prepared the
Job description of her.
Record Maintenance of Employees
1. Personal file
2. Service book maintenance
3. Earned leave record maintenance
4. Casual leave record
maintenance Personal File
Maintenance
I have also maintained personal file of employees which is consist of
educational documents, appointment orders, joining orders, promotion
documents, pay fixation sheet, explanations on misconduct and negligence to its
duties and other service documents.

Personal file of every employee is maintained separately personal file is

consist of educational documents, appointments, joining order, earned leave orders,
earned leave record sheets, new appointments and
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promotion documents. It also include explanation orders on misconduct or non-

professional behaviour of employees and subsequent answers to explanations.

Service book maintenance

I have also little bit maintained of service book of employees. Service
book is maintained of every employee individually. These contains the records
regarding intial appointments, pay scales, annual increments, pay fixation after
promotion, any leave without pay and earned leave records which are verified by
the head of accounts departments and countersigned by the HOD.

Dispatch & Mail received register maintenance

I have also maintained Dispatch Register of letters. Dispatch register is
used to record the address and subject of the letter that is being send and mail
received. This register is used to record mail received from external organizations.
Assistant Manager told me that how to maintain dispatch register and recording
of mails.

Daily Attendance and Casual Leave /Register Maintenance

In TEVTA I have also maintained Daily Attendance. Daily Attendance
register is used to record the presence absence of employees then from the daily
attendance register, casual leave record is maintained accordingly to the rules of
the organization. The punctuality, regularity and absenteeism and turn over of
the employee can also be derived from daily attendance register. Assistant
Manager provided me all information that how to do these all work happens.
Response to the Mails Received
It’s a very important duty of the admin staff to respond to the mail
received from the different departments. During my internship period I have also
read emails of General Manager and took print the print of important emails.

Maintenance of Commercial/Official Files

General files/commercial files that are maintained to put the documents
relate to the different mail sent to different organization, offices, individuals of

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institutions and also the documents regarding payment sanctions to the Gas,
Electricity and Wasa. Authorities and general orders relating to admin or official
tours etc.

05-Structure of HR Department

a. Department Hierarchy

COO

General
Manager
(HRM)

Manager Manager
(Training) (Career Planing)

D.M D.M D.M D.M

General Manager Performs all functions with the help of three managers.
b. Number of Employees

There are 10 employees in Human Resource Management department.

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c. Sub departments
Career Planning Department
Assistant Junior Clerk Manager Assistant Junior Clerk
Career Planning

Personal Staff
Steno /C Operation,
Driver and N.B
Deputy

Assistant Manager Assistant Manager

Manager Career Planning leads the CP Department, Deputy Manager

Reports to Manager Career Planning, and then all subordinates work under
the supervision of Deputy Manager. In subordinates there are two Assistant
Manager who then have two subordinates like Assistant and Junior Clerk.

Career planning department is working under Human Resource Management

department. Career planning department is a new personnel function. Today’s
most progressive organizations adopting career planning departments who really
want to boost their employee’ careers. Career planning department of TEVTA is
focusing on to motivate their employees towards their jobs with high efficiently
and effectiveness. Means right man for the right job with the right skills at the
right time. In starting days General Manager (HRM) assigned me a assignment to
study the Job Descriptions (JDs). This Job Descriptions were prepared the career
planning department to find out the people with the right skills for the vacant
jobs in TEVTA. Career planning department of TEVTA is has deep focus on
individual employee potentials for promotion towards the organization needs

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and opportunities. Career planning department also help and cooperate with all
internees came in TEVTA. Guidance of students, internees, and organization
employees, deals with all internees, developing of job specifications and job
descriptions, conduct career planning seminars, maintaining of some sort of HR
records of employees, placement of Internees under NIP, orientation of internees,
conducting seminars.

Manager Training

Deputy Manager Deputy Manager Deputy Manager

Assistant Assistant Assistant Assistant Assistant Assistant

Manager Manager Manager Manager Manager Manager

Training Department

Manager Training has three Deputy Manager and t hen further each
Deputy Manager has 2 Assistant Managers.

Training department is a sub department of Human Resources

department. Training department is responsible for conducting training
programs. Training department investigate the weak areas of the
organization’s employees and conduct the training program for them. If
there is any development in TEVTA curriculum and syllabus then training
department conduct the training program for teacher for effectiveness in
studies. Training programs are conducted for various topics. In year 2010
TEVTA has settled a target of training of 200 employees. Training department

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has special focus on employee’s performance and get feedback from the m
on regular basis.

Functions of HR Department and Forecasting

a. Human Resource Planning and Forecasting

Human resource planning means a process by which managers ensure

that they have right numbers and kind of employees in the right place and at
the right time, who perform their duties with efficiency and effectiveness.
Human resource planning and forecasting is done with the help of two steps.
(1) Assessing current human resources and (2) Assessing future human
resource needs.

In TEVTA General Manager (HR) distributes a pro forma for getting

knowledge about vacant post. With the help of this information knowledge
about vacant posts are 129 at all the institutions and other department of the
TEVTA. According to current assessment now a day total number of
employees in TEVTA are working 11000. With the help of Human Resource
Planning and Forecasting higher authority will be in a positio n that they fulfil
the future need of human resource for achieving the organizational goals
and strategies. No- doubt demand for employees is the result of demand of
the institutions in all over the Punjab. Day to day number of institutions is
increasing as a result human resource will be increased. Another cause for
new hiring is that already most of sanctioned posts are vacant.

So after getting full information about vacant posts and new posts for
new institutions then authority will be in a position to fulfil the future
demand. So Human resource planning in TEVTA is a good sign for getting
future objective/ goals. For this purpose a pro forma is established by the HR
depart ment which is given as under.

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b. Employee Recruitment and Selection

Sources of Candidates
 Internal Sources
Internal source of recruitment and selection is the employees already employed in the
organization through promotion, skilled development etc. Recruitment and selection
of employees from sub-offices is the internal source of recruitment.
 External Sources
In external sources TEVTA recruit the employee from labor market and by
advertising its posts in electronic and print media.
 Employment selection process
1. Examining demand & preparing advertisement by Deputy Manager Admin
2. Vetting of Finance Section for Budget availability by DGM Finance
3. Accord of approval for advertisement by Chairman
4. Submitting advertisement to PR Section by Deputy Manager Admin
5. Advertisement of the post by Manager Public Relation
6. Applications received in D&D by Manager/Incharge (D&D)
7. Short listing of candidates by Assistant Manager Admin
8. Request for interview schedule to Appointing authority by Deputy Manager Admin
9. Interview schedule is finalized by Appointing Authority
10. Call letters are issued by Assistant Manager Admin
11. Preparation of Marks Sheets/Files by Assistant Manager Admin
12. Arrangements for interviews Assistant Manager Admin
13. Interviews of the candidates are conducted by Committee
14. Consolidated marks sheet for signatures by Assistant Manager Admin
15. Signatures of members by Committee
16. Issue orders by Deputy Manager Admin

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c. Training and Development

 Training Need Assessment
Training needs for staff shall be identified by the Head of Depart ments each
year based on t he following records:
o Background of the employee, which includes job descriptio n
and individual training record.

o Performance analysis.

o Behaviour of the employee

o Counselling record

Identification of TEVTA’s
Problems

Tracing Problems to t heir

Main Causes and

Recognizing Individual
(Group) Performance
Problems

Job Analysis

Performance
Performance Appraisal
Standards

Determining Performance
Improvement Needs

Separating Training from

Non-Training Solutions

Training Needs Non-Training Needs

and Solutions and Solutions

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Explanation of the model Step 1:

Step 1 is to identify the existing organizational problems regarding
Productivity, Profitability, and Quality.

Step 2:
Step 2 is to trace and identify the main causes and locations of
problems. However we could identify causes such as lack of communication,
discipline, poor morale, wrong or inefficient equipment and facilities.
At the same time we could identify precisely the main locations
including technical, functional, geographic, etc.
Step 3:
This step enables us to avoid total analysis of the training needs of all
the management teams in an organization, and to concentrate only on those
individuals who are the sources of the problems.

Step 4:
Step 4 analyses job requirements and t he actual behaviour of the jo b
holder. Actually Job Specification and Job Description have a good link with
each other. J.S and JD should be match otherwise performance of the perso n
will not be well. With the help of the step we can identify the problem.

Step 5:
The results of this co mparison will show the performance gap between
performance standard and actual achievements. We have to identifying and
comparing two levels of performance: the standard/ desired performance
level and the current/real performance. The difference between these two
levels is the performance gap. This gap may remove with the help of training
and non- training need assessment.
Step 6:

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This analytical exercise will be pursued in step 7 by separating non-

training needs from training needs and suggesting the required non- training
solutions in addition to training solutions.
Step 8:
In step 8, the conclusions reached are translated into specific
objectives and Programmes for training and actions.

 Employee Development
Training department conduct the skills up gradation programs of
TEVTA civil and contract employees. For this purpose Research and
Development department forecast the new trends in the market and
give proposal to Training depart ment then training department
conduct training program to upgrade t he skills of employees.

d. Performance Management
 Settings performance standards and expectations
Discipline and accountability act 2006, (act xii of 2006)
An act to provide for proceedings against the employees in government and
corporation service in relation to their efficiency, discipline and accountability, this
Act was passed by the Punjab assembly on 2 October 2006, assented to by the
Governor of the Punjab on 13 October 2006; and, was published in the Punjab
Gazette (Extraordinary,) dated 17 October 2006. It provides measures for
improvement of efficiency, discipline and accountability of employees in
government and corporation service and matters connected therewith or ancillary
thereto, it is hereby enacted as follows
1. Short title, extent, commencement and application
 This Act may be called the Punjab Employees Efficiency, Discipline and
Accountability Act 2006.

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 It extends to the whole of the Punjab.

 It shall come into force at once.
It shall apply to
 Employees in government service.
 Employees in corporation service.
 Retired employees of government and corporation service; provided that
Proceedings under this Act are initiated against them during their service or
within one year of their retirement.

 How performance reports are written

ACR is the most important record for the assessment of an officer/ official .At
the same time quality of ACR is a measure of the competence of the
Reporting Officer and Countersigning Officer. Format of performance report
is given as under.

BENEFITS AND SERVICES

Included under this category are pensions, group life insurance,
hospital and medical insurance, sickness leave pay plans, supplemental
unemployment compensation, loan funds, credit unions, social programs,
recreational programs and college tuition refunds plans. The actual decision
to establish or to expand these programs is nearly always made by top line
manage ment upon t he advice and consultation of the HR department. The
actual design of pension and insurance programs requires a great deal of
technical knowledge. These programs are generally worked out in
conjunction with insurance companies or insurance consultants. After these
plans are installed, the day- to- day processing of claims is handled by the HR
department

e. Organizational career management

Job Changes within the Organization

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Promotion
For this purpose I met with Mr. Muhammad Riaz Niazi, Deputy
Manager (Promotion) and t he following information get from him.
Promotion of civil employees in TEVTA is described with the help of the
following methods given as under.
1. BPS- 19 to BPS 20 (Punjab Selection Board - 1

2. BPS- 18 to BPS 19 (Punjab Selection Board - I1

Working paper prepared by the HR Department of TEVTA and sign d the

Secretary TEVTA and forwarded to Service & General Administration
Department, Civil Secretariat for further process i.e. the incumbents are
pro moted by the approval of Chief Minister, Punjab.

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2. BPS- 17 to BPS 18 DPC (Depart mental Promotion Committee)

4. BPS- 16 to BPS 17 DPC (Departmental Pro motion Committee)

Working paper prepared by the HR Department of TEVTA and signe d

by the Manager HR TEVTA and forwarded to Department Promotion
Committee for further process.

5. BPS- 1 to BPS 15 DPC (Departmental Promotion Committee)

Working paper prepared by the HR Department of TEVTA and signe d
the Manager HR TEVTA and forwarded to Department Promotion Committee
for further process.
Transfer
Transfer procedure of the employees of TEVTA is performed by t he
Admin Department where I met with Mr. Amjad (Deputy Manager Admin and
get t he following information mentioned as under.

For transfer the following procedure will be adopted by the employee.

First of all he will he will have to fulfil a Proforma in which he provides full
information about him.
 Recommendations of relieving Principal with certificate that no
enquiry, no demand, no complaint, no audit para etc. Is lying pending
against the application.
 Collection of Personal Data / Service Record by Assistant Manager
HRM
 Scrutiny of Record by Assistant Manager HRM
 Preparation of Tentative Seniority List Assistant Manager HRM
 Approval for issuance of tentative seniority list by Secretary TEVTA
 Correction of Seniority List in the light of observation received to
submit for approval of issuance by Assistant Manager HRM
 Approval for Issuance of Final Seniority List by Secretary

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 Issuance of Final Seniority List by Deputy Manager HRM

 Preparation & finalization of Working Papers Deputy Manager HRM
 Approval of competent Authority by Competent Authority
 Decision /Pro motion in Meeting by Members
 Issuance of orders Manager HRM
Demotion
For this purpose I met with Mr. Muhammad Asghar Malik Manager
(Establishment –II) TEVTA, Government of Punjab Lahore. There will be no
hard and fast rule for demotion but Demotion is a Major penalty by the
higher authority to those employees who will be involve in any illegal
activities. Mean those activities which are not allowed by the
law/ depart ment. The following ways with which an employees be demoted.
 Reduce the scale of the employee mean a person who work as Manager
BPS-19 if this person transfers fro m Manager to Deputy Manager BPS-18.
 Compulsory retirement: If a person be retired by the higher authority
before time but under this condition get benefits.
 Forfeited: Under this higher authority can cancel the 5 years service to an
employee. But under this condition 5 year benefit will not provided to t he
employees.
 Removal from service: If an employee is removed fro m service before
time under this condition there will be no benefit to the employee.
 Dismiss from Service: Dismiss from Service mean dishonourably dismiss
to an employee. Dishonourably mean this person is not liable to get any
job in other department.
Separations
Layoff

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Layoff means Temporary involuntary termination; may last only a few

days or extend to years. There is not rule for layoff in TEVTA.

Termination
If any employee of TEVTA is not performing his duties according to his
job description higher authority has a right to terminate to this employee
with procedure.

Termination procedure is given as under in case an employee is not

interested with his job.
First of all issue a explanation to the employee is he give a reaso n
answer of this explanation then a warning issue to him that he will not
perform again such kind of mistake. If an employee failed to give proper
justificatio n against this explanation t hen further two explanations are issued
to this employee. After that a Show Cause notice issued to the employee.
After 15 days of issuance to show cause notice personal hiring conduct with
this employee and after that termination letter issued to the employee.

Resignation
The procedure of resignation in TEVTA is given as under.

The employee wants to resign from his duty. First of all he will give
resignation letter to his immediately officer. In case of civil employee
concerned officer forwarded his application to the Manager HR and in case
of TEVTA contract employee concerned officer forwarded his application t o
the Manager Admin. After that both managers forwarded resignation letters

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to the Secretary TEVTA. Secretary TEVTA accept/reject the resignation on his

own behalf.
In the case of BPS-6 and above t he managers forward the resignatio n
lett er to the TEVTA Secretary and less than BPS-6 Manager has the power to
accept/reject the resignation.

Retirement
The procedure of retirement in TEVTA is given as under.

Employees of TEVTA can get retirement after 25 year of his service. For

this purpose he will have to take so me necessary actions mentioned as

under.
 Service verification from A.G. Office.
 Application for retirement to the Secretary TEVTA for BPS-17 and above.
 All employees under BPS-17 can apply for retirement after 25 year by
through proper channel.
 After 60 year of his age all employees of TEVTA can apply for retirement
otherwise TEVTA authority has a right for retirement of any employees.

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f. Labor Management Relations

Labor Management Relations in TEVTA is performed by the association

which is named by ACPA. APCA stand for (All Pakistan Clerk Association) this
association play a very important role for a good relationship between higher
authority and employees of the TEVTA. For getting information about this
association I met with Mr. Rana Muhammad Ilyas who is President of APCA
in TEVTA Secretariat. Total 300 employees of TEVTA Secretariat are the
me mber of APCA.

At the time of any problem t he following procedure is adopted by the

association. First of all members of association arranged a meeting and
discuss the main problem after that the president of the association arrange d
the meeting with concerned officer and discuss the problem verbally with
him if the problem not solved then the problem will be in written shape
that is called Charter of Demand. In which all issues written and present to
the concerned officer. If the problem still remains the problem will come o n
district base and in this way this matter will move from district to province
level.

The principal tasks of APCA involved in handling labor relations are

contract negotiation, contract interpretation and administration, and
grievance handling. The HR department plays very significant role in labor-
management relations. The president of the association usually serves as a
key member of the bargaining team often acting a chief management
spokesman. In operating on a day-to- day basis under the terms of the labor
agreement, line supervision often finds frequently occasion to consult the HR
department regarding such matters like allocation of over time, handling of
transfers and layoffs, and t he application of contract work rules.

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1. Critical Analysis
TEVTA is established to provide Technical Education in all over the
Punjab. TEVTA covering all four sectors agriculture, service, industry and
commerce, and providing all resources and services to these sectors. TEVTA
is one of the leading and voluntary institutions in Punjab offering technical
education.

Reasons of Success
 TEVTA is fully supported by Government of Punjab, Chamber of
Commerce and Board of Management.
 Funded and supported by the government and industry because it s
serving 4 sectors and provide skilled man power to the industries.
 472 institutions all over the Punjab.
 Launching new series of short courses.
 TSTP (TEVTA Special Training Programs)
 Over 12000 employees.
 Establishment of new intuitions and up gradations of existing
insitutions.
 TEVTA supports and provides funds to the registered institutions and
provide sophisticated machinery and buildings.
 Recruitment of HCN theoretically and technically experienced experts.
 International level certifications.
 Geographically located in the huge population province.
 Increasing demand of skilled man power.
 Increasing availability of students due to technical education concept
theory + practicals.
 Much formal communication.
 Providing relevant skills required by the industries.

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 Providing very cheap affordable education and free short courses.

 Upcoming trends of Technical Education.
 Technical solutions to industries and providing services to industries.
 Availability at every Corner of the country
 Accessibility of technical education almost in all areas of Punjab.
 Strong management.
HRM association with corporate strategy
 There are a lot education tours students do from 472 institutions.
Industrial sector provides students technical support in educational
tours to enhance them theoretically and technically.
 Human Resource Management sends visits to industries to take feedback
and suggestions from them and also help TEVTA certified students in the
placement of jobs.
 TEVTA Research and Development department sends visits to
industries to assess the new trends in technology and develop the
curricula accordingly to new trends.
 Industries send t heir jobs vacancies in TEVTA HRM department for the
recruitment of skilled manpower.
 HRM department gets feedback and suggestions from industrial sector
and directs the organization according to the skills required by the
industrial sector to match the skills required by industries and
produced by the TEVTA.
 Industry point out the discrepancies in curricula.
 Industries also send technical experts in TEVTA institutions to provide
necessary training about sophisticated technology.

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Reasons of Failure
 Recruitment policy.
 Low utilization of factors of production.
 Less adoption of information t echnology.
 More rely on old procedure of communication.
 Implementation of old curricula in institutions and delays in accepts of
revised curricula.
 Poor compensation system.
 Absence of performance appraisal.
 Absence of proper training system of TEVTA employees.
 Low paid t eaching staff.
 Unavailability of sophisticated machinery.
 Unavailability of newly introduced technological study.
 Mixed employees i.e contract and per manent employees.
 No healthcare facility for employees.
 High turn over because of delaying in new recruitment.
 Low attention to welfare of employees.
 Less advertisement.

Recruitment & selection

Long and complex recruitment procedures and mixed employment is a
failure factor of TEVTA. Mixed employment and delays in recruitments cause
high turn over of employees. There is job dissatisfaction among employees
because of mixed employment.

No advertisement of vacancies on TEVTA website.

TEVTA dost not publish their job vacancies on its website. TEVTA
prefer to publish vacancies only in newspapers. This is not a good way of
recruitment. TEVTA must give an add on its website and should consider the

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applications online via email. This will enhance t he reach of TEVTA in all areas
of Pakistan for recruitment.

Long Selection Process

All the steps of selection process are followed. Selection process which
includes selection test documentation and interviews is very trouble some for
the candidate belonging to far off areas because all these stages are done by
TEVTA Secretariat Lahore.

Absence of performance appraisal system

Absence of performance appraisal is also a big factor of failure of
TEVTA.

Future Prospects
TVET at doorsteps
TEVTA has programmed to provide Vocation Education Training at
doorsteps. Currently TEVTA providing education at institutes lat er TEVTA will
provide education at doorsteps.

Capacity Building
 Consolidation

 Up- gradation
 Horizontal Expansion
Future Prospects in Quality Improvement
 Accreditation & Certification of institutes.

 Curriculum Standardization.

 Benchmarking with emerging trends in TVET.

 State of the Art institutions.

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Future Prospects in Marketing Focus

 Public Private Partnership.

 Labour Market Information System.

 International Linkages & equivalences.

Short term Future Plans (Financial Year 2008-2010)
To build new institutes described below.
 Vocational 50

 Technical 5
 Commerce 23
Long term (financial year 2013 -2020)
To increase institutes and to build new buildings with following numbers

 Vocational 131

 Technical 6

 Commerce 22

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6. SWOT analysis

Strengths
 Fulfilment of Local industry needs, TEVTA is an authority established to
pro mote Technical Education and produce skilled manpower to meet
local industry needs in Pakistan.
 Sufficient Funds, TEVTA authority have sufficient funds to run, upgrade
and develop institutions estimated last time 2.4 billio n funds issued by
government of Punjab to TEVTA. TEVTA authority is fully supported
and funded by the government of Punjab.
 Assets and Resources, Large No. of institutions over 472 institutions all
over the Punjab are working under TEVTA. Controlling Technical
Education throughout the Punjab.
 Large No. of employees, large number of employees working under
TEVTA is considerable. It around about 12,000 employees working
under TEVTA.
 Fully supported by Government of Punjab, Government of Punjab is

willing to provide all needed resources to TEVTTA to undertake

technical education.
 Covering 4 sectors, TEVTA covering all four sectors agriculture,
industry, service and co mmerce.
 TEVTA authority, TEVTA authority is established by the government
and sponsored by the industrials depart ments.
 Capabilities, TEVTA is capable to run and develop existing institutions
and establish new institutions according to international standards.
 Competitive advantage, TEVTA has full monopoly in Punjab and there is
no any considerable competitor in the Punjab.

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 Location geographically, there are 472 institutions and 11 service

centres in heart of the cities.
 Certifications, sole authority to promote technical education and issue
the vocation education certificates in all over the Punjab. TEVTA is only
institutions in the Punjab who issued t he recognized certificates.
Weaknesses
 Lack of staff training programs.
The training program in TEVTA is not running managed/ properly.
There are lot of employees in TEVTA institutions who do not have
skills according to their jobs assigned. That is why there is a gap
between job descriptions and t he capability of employees.

 Unemployment of factors of production.

TEVTA is not utilizing its resources fully. Like many intuitions have lot
of land and capital but merely on waste. It shows an improper use of
institutional land, labour and capital.

 Lack of training mechanism

Insufficient training mechanism and lab facilities. There are insufficient
instruments in TEVTA institutions; students don’t have pro per tools for
experiments and practicals.

 Less use of information technology

In the era of information technology where everyone forced to get
into information technology and computerizing their manuals but
TEVTA Secretariat and its institutions are somehow deprived from such
a fruitful technology.

 Poor communication process.

Mail routing from one station to another have to stop at my stations
to gets to its destination. Because of which much of the time is

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wasted and unnecessary mail is sent to the offices not concerning t o

it.

 Mixed employment of regular on contract bases.

TEVTA has dual policy in regard to compensation system in
connection to regular and contract employees as well as there is jo b
dissatisfaction among contract employees because of uncertainty
about future. The compensation system regarding contract employees
is miserable.

 Unemployment of Man power certified from TEVTA institutions.

 Implementation of old curricula in TEVTA institutions.
 Lack of research and development.
 Wastage of resources i.e. time and money.
 Low attention to welfare of employees.
 Low salaries and low paid employees.
 Poor and late responses to employee grievances.
Opportunities
 Development of new technology.
 Expected availability of students willing to get vocational education.
 Increasing demand for technical education.
 Upcoming trends of vocational and training education on national and
international level.
 Market demand of trained and skilled man power in local industry
 The nature of work and demand for skills in changing in Pakistan and
employment.
 Opportunities are shifting across industries and occupations.
 Needs of technical education in Pakistani (Chairman slides)

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Threats
 Instability of economy of Pakistan.
 Entrance of new co mpetitors like NEVTEC.
 Non- availability of skilled employees.
 Braindrain from Pakistan of skilled labor like contract employees may shift
to other countries because of low wages and unsatisfied employees.

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07. Conclusion

It was a good experience working in all depart ments and

understanding t heir procedures of handling their work and to do given
assignments. I came across various experiences in HRM, Career Planning and
Training department. It was a great opportunity to work in a big organization
leading 472 institutions.

Overall the TEVTA organization is doing well to provide technical

education all over the Punjab. A competitive culture is followed by the TEVTA
Secretariat. TEVTA organization has much strength and opportunities by
which TEVTA organization can boost its performance and many weaknesses
to be improved discussed in critical and SWOT analysis.

I have spent a memorable time in TEVTA Secretariat and learned a lot

from them. In the end I wish a prosperous and bright future to TEVTA
Secretariat.

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Recommendations for improvement

The TEVTA in 21st Century must drive their decisions and t heir actions
according to the new trends technology. The following recommendations are
made for further betterment.
 To improve the image TEVTA should review its contractual policy.
 TEVTA should establish work friendly policies.
 Pay system must be such t hat create satisfaction among employees.
 TEVTA should utilize all its factors of production.
 Employee welfare must be understood by the authority.
 Use of information technology can add more to the job performance
and efficiency and also will speedup the communication.
 Employee turnover cab is reduced by regularizing the contract employees
or by increasing the pay considering the prevailing inflation rate in the
country.
 The quality of technical education can be improved by the revision of
old curricula and developing it according to the needs of the new era
of developing technologies.
 Better performance appraisal system will improve job satisfaction of
employees and in turn TEVTA will ultimately achieve its goals.
 Improving curricula according to the new technologies and providing
of sophisticated machinery to institutes for students practical will
improve TEVTA performance in production of skilled man power.
 By direct mails to the concerned department will increase efficiency of
TEVTA, indirect mails are big cause of delays in actions.
 Government has regularized all government contract employees from
scale 1 to scale 15. In this regard TEVA has taken no action, not

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regularizing the employees nor increasing t heir

salaries. This is annoying TEVTA employees and
creating dissatisfaction among employees and it is a
one reason of high turnover. In this regard TEVTA must
take a final action so that the uncertain environment in
TEVTA closes up.

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