Table of Contents

Executive Summary ...................................................................................................................................... 4 Introduction to the Organization ................................................................................................................... 5 Vision & Mission Statement ..................................................................................................................... 5 Vision .................................................................................................................................................... 5 Mission Statement ................................................................................................................................. 6 Nature of the Organization........................................................................................................................ 6 Goals and Objectives ............................................................................................................................ 7 ORGANIZATIONAL STRUCTURE........................................................................................................... 7 Organizational Hierarchy Chart ................................................................................................................ 7 Governing Body ........................................................................................................................................ 8 Executive Board ........................................................................................................................................ 8 Administrator ............................................................................................................................................ 8 Number of Employees .............................................................................................................................. 8 Management Hierarchy ............................................................................................................................. 9 HR Department of DHA ............................................................................................................................. 10 History of Hr Department ....................................................................................................................... 10 Structure of HR Department ................................................................................................................... 10 Functions of HR Department .................................................................................................................. 11 HR Process in DHA ................................................................................................................................ 11 Forecasting HR Requirements ................................................................................................................ 11 Methods to Forecast HR Needs .......................................................................................................... 11 Planning Tools and Techniques Used at DHA ....................................................................................... 12 Strategic Planning ............................................................................................................................... 12 Tactical Planning ................................................................................................................................ 12 Operational Planning .......................................................................................................................... 12 Recruiting and Placement ........................................................................................................................... 12 Employment Selection Practice .............................................................................................................. 12 Executives and Managers.................................................................................................................... 12 Staff (From BPS-1 to BPS-16)............................................................................................................ 13 The Recruiting Process of DHA ............................................................................................................. 13 Selection Board ....................................................................................................................................... 14

Types of Interviews................................................................................................................................. 14 Job Related Interview.......................................................................................................................... 14 Exit Interview...................................................................................................................................... 14 Centralization/Decentralization Method ................................................. Error! Bookmark not defined. Sources of Hiring Candidates ................................................................. Error! Bookmark not defined. Internal Sources .................................................................................. Error! Bookmark not defined. External Sources ................................................................................. Error! Bookmark not defined. DHA Authority Enrollment Policy (For Grade 1-16) ............................. Error! Bookmark not defined. Training and Development ......................................................................................................................... 14 Cultural Maintenance at DHA ................................................................................................................ 15 Training Need Assessment (TNA) .......................................................................................................... 15 Employee Development .......................................................................................................................... 15 Performance Management ...................................................................... Error! Bookmark not defined. Setting performance standards and expectations .................................... Error! Bookmark not defined. How performance reports are written at DHA .................................... Error! Bookmark not defined. Organization Career Management .............................................................. Error! Bookmark not defined. Employee Job Changes ........................................................................... Error! Bookmark not defined. Job Changes within the Organization ..................................................... Error! Bookmark not defined. Promotion............................................................................................ Error! Bookmark not defined. Transfer ............................................................................................... Error! Bookmark not defined. Demotion............................................................................................. Error! Bookmark not defined. Separations .............................................................................................. Error! Bookmark not defined. Layoff.................................................................................................. Error! Bookmark not defined. Termination ......................................................................................... Error! Bookmark not defined. Resignation ......................................................................................... Error! Bookmark not defined. Retirement ........................................................................................... Error! Bookmark not defined. Compensation ............................................................................................................................................. 15 Pay Structure ........................................................................................................................................... 16 Benefits ................................................................................................................................................... 17 Pension Plans ...................................................................................................................................... 18 Salary Ceiling and Salary Floor .............................................................................................................. 18 Employee-Management Relationship ......................................................................................................... 18 Employee Safety Plans ............................................................................... Error! Bookmark not defined.

Executive Summary
The purpose of this report is to analyze the activities held in the HRM department of DHA and the effect of these activities on the whole organization. The report discusses the five different aspects which are as follows: Introduction to the organization and its HR department Recruitment and placement Training and development Compensation Employee relations

In the first segment, there is an introduction to the structure of the organization and its HR department, the functions of the HR department, and the tools and techniques used in the planning and forecasting procedures. Secondly, the organizations recruitment and selection of its new employees is discussed. In this portion there is a discussion of the organizations selection practice for the executives, managers and the staff; the steps in the selection process, the types of interviews which are conducted, and the sources used for hiring new employees. In the training and development segment, it is mentioned that how the organization provides training to its employees, what performance management and appraisal techniques are being used at DHA, and how they plan the careers of their employees. After training and development, there is a discussion that how and on what basis the organization compensates its employees, the pay structure, the benefits that are provided to each level of staff and the pension plans. In the last segment, the employee and the management relation and the safety and security plans devised by the organization for the employees are discussed.

Introduction to the Organization

Defence Housing Authority deals in real estate i.e. land and property. It is also involved in development of undeveloped areas. It is a corporation and runs under an executive body. It is a housing society and modified form of LCCHS (Lahore Cantt Cooperative Housing Society) which was established in March 1975. The business of the Society was initially carried out through a Management Committee consisting of 11-15 members. In order to improve the efficiency of LCCHS, the Society was converted into Defence Housing Authority on 2 July 1999, first through a Provincial Ordinance and finally through Federal DHA Order of 19 September 2002. DHA was originally built for army officers, but is now a popular residential area for the affluent of Pakistan. It is one of the most developed and high-end living areas in the country. Since after the establishment, this area has attracted various 'elite' residents, such as celebrities, top military officials, politicians and many foreigners of Pakistani descent. It is also the home of LUMS University (Lahore University of Management Sciences), a prestigious institution of higher learning with international recognition. The community also hosts many Western amenities including a number of McDonald's, Subways, Dunkin Donuts and Kentucky Fried Chicken restaurants, which have served as a convenience for many foreign visitors. DHA is also known for its upscale shops, corporate offices, vibrant social life, and literate elite. DHA encompasses two famous shopping centers, known as the 'Y-block' market and the 'Hblock' market, which hold all kinds of Western to Continental food shops, cafes, hospitals, fitness clinics, gyms and gift shops. Presently, Defence Housing Authority is engaged in providing the model society equipped with all basic facilities which are needed for happy and comfortable life and can match with any latest and developed housing society.

Vision & Mission Statement

Following are the Vision and Mission statements of DHA.
Vision

The Defence Housing Authority Lahores vision is to provide quality homes for the people of Pakistan, and to create a benchmark for property development in the country. In the vibrant, cosmopolitan city of Lahore, there is a demand for luxurious homes that cater to the every need of its elite. These are people who demand and deserve the best, and DHA Lahore is committed to meeting their needs.

Mission Statement

The saga of success for DHA Lahore is gaining momentum with the every passing tick, converting it into one of the most viable housing society of the era. Ever since its launch it has been providing admirable facilities of international standard to its resident members. Led by a highly professional and competent team DHA has become a name to rely upon. Selling / Purchasing of plots / houses is a continuous process and many DHA members have to go through this process at one stage or the other, therefore, DHA has established its own Property Exchange through which property can be purchased / sold directly. The aims of the Property Exchange are 1. To conduct property business in a manner so as to set an ethical code for other property dealers to follow 2. To provide secure, conducive friendly environment to DHA members/potential customers and to affect the transaction of their property assets in a transparent and fair manner.

Nature of the Organization

DHA is a governmental organization. Its an organization that has a soft corner for its employees and according to their officials, their Human Resource is their asset and the organization gives prior preference to their work force. The organization is monopolistic, since there is no direct competitor. All other organizations are private and they sell plots irrespective of the fact that they are civilians or not. Following are the main distinctive features of DHA: 1. Highly skilled & professional staff. 2. Honest advice on all property matters. 3. Conducive environment and efficient customer services. 4. Correct evaluation of property assets. 5. Special handling for overseas Pakistanis. 6. Separate counter for senior citizens, widows & disabled. 7. Fair & Transparent deals. 8. No litigation problems. 9. Speedy transaction.

Goals and Objectives The goals and objectives of DHA are: Focus on countrys economic revival Introduce policies and practices leading the company to sustain in competitive market. Improvement in quality management services to customer satisfaction. Emphasis on human resource development for quality workmanship. Create awareness and enforce adherence to Health, Safety and Environment policy/ standards. Improve financial discipline through prudent investment / borrowing. Improve internal controls / Risk management to achieve maximum efficiency of system.

ORGANIZATIONAL STRUCTURE
Organizational Hierarchy Chart
Defence Housing Authority is ranked among the large housing organizations of the country with respect to number of employees. It has devised a distinctive Organogram. A small Organogram has been shown as under to have a fair idea about the organization.

PRESIDENT DHA ADMINISTRATOR DHA STAFF OFFICE R

SECRETARY SECRETARY PLANING & PROJs SECRETARY TECHNICAL & CIVIIL ENGINEERING

Governing Body
The following persons are in the governing body of DHA, which gives policy decision, approves the budget/audit report and reviews the progress and activities of the authority. Chairman Vice Chairman Member Member Member Secretary Ministry of Defence Commander 4 Corps Administrator DHA Two Co-opted Civilians Secretary DHA

Executive Board
The following personnel are part of Executive body. It exercises all the administrative, executive and financial powers to run the affairs of the Authority. President Member Member Member Commander 4 Corps Administrator DHA Two Co-opted Civilians Secretary DHA

Administrator
Administrator must always be the Chief Executive Officer of the Authority, who exercises all executive powers of the Authority.

Number of Employees
There are over 2000 employees working in the DHA, including executives and support staff, in 11 different departments.

Management Hierarchy
President DHA

Administrator DHA Secretary

Director

Secretary Tech & Chief Engineering

ADM
ADM officer PO MED officer MED officer
Computer

Director Legal

Director Security
Add Dir Security CEO Secy Coy

Director Finance
AD Finance Manager Accts Manager Assets

Director

HR
Assistant DIR HR

Director Maintenance
AD Director

Director
Construction COY

Director
Building control

Law Officers

DY-1 DY-2

Architect
Building Control

ME (ELEC) DY-3 ME (CIV) AD Prefeb

Factory

AD Horticulture

Hort OFFR-1

Hort OFFR-2

Hort OFFR-3

officer MTO

Secretary Technical

AD CM/AQs

PE (ELEC)

AD Signage

Secretary Projects & Planning

Implementation

Marketing

Design Cell
AD Design (Structure Eng)
DD Design (Elec) DD Design Town Planner (Elec)

AD Director
Public Relations

Director Education

Secretary Clubs
Assistant SE CYS

CEO Services COY AD Director Commercial Advertising Wing

AC TT
Manager Accounts

Manager Accounts

Assistant Director EDN

Manager (F&B)

HR Department of DHA
History of Hr Department
In DHA the Human Resource Department was made in 2007 due to an increasing need for a separate dept to cater for diversifying human resource services/operations and a variety of allied services vis--vis the rapid expansion in company/s operation network. All the HR functions were previously carried out by the personnel department. The HR team has introduced many new policies and new compensation plans.

Structure of HR Department
The following is the hierarchy of HR department of DHA.

Director HR

Assistant Manager HR

Staff-1

Staff-2

Staff-3

The hierarchy is divided into managerial and non-managerial employees: o Managerial employees include: Director HR HR manager Assistant Manager HR Clerk o Non-Managerial employees include: Staff-1: Office Boy, Peon Staff-2: Janitor Staff-3: Security Guard, Driver

Functions of HR Department
The HR department DHA believes in continuous improvement and is taking the standards of service to the utmost levels of excellence. It supports the following main functions: Recruitment & selection Compensation & benefits Training & development Organizational development

Besides that, there are also some other functions that HR department performs: POLC (Planning, organizing, leading and controlling) Keeping bio-data of all the employees Providing all other departments timely and accurate information Forecasting future requirements

HR Process in DHA
Human Resource Planning like other forms of planning is almost impossible without plenty of accurate information. Defence Housing Authority (DHA) is maintaining a modern Human Resource Information System (HRIS) in its Lahore office. HRIS refers to software packages that address HR needs with respect to planning, employee information access, and employer regulatory compliance. With the help of information extracted from Human Resource Information System, Human Resource Planning is carried out. Since inception of Human Resource Department in DHA, Human Resource Planning was assigned to HR department. The objective of work force plan is to transform DHAs current organization structure set up to an efficient and appropriately manned organization with competent and efficient people.

Forecasting HR Requirements
There was no forecasting of human resource requirements before the HR department. Only administration branch of DHA was responsible to do home work on requirement basis. There was no paper system for human resource forecasting. Now the Human Resource Department has been assigned the task to deal with the human resource forecasting and planning matters.
Methods to Forecast HR Needs

Forecasting is one of the important jobs of HR department of DHA which enables that organization to predict its future requirements for smooth and well in time planning. HR department is very much concern about forecasting the HR needs of DHA and it is effectively using two methods for this purpose: Ratio analysis Trend analysis

Planning Tools and Techniques Used at DHA

Managers at DHA have categorically defined the planning tools with respect to three tiers of planning.
Strategic Planning

It involves making decisions about the organizations long term goals and strategies. In DHA, due to its inorganic structure and centralized decision making criteria, this phase of planning is dealt at the highest managerial level. They make decisions regarding long term objectives like how much land is available, how much to give in joint ventures and how much to allocate in commercial areas. They also decide about their sales target, the issues related to building positive image of the company through various social benefit projects.
Tactical Planning

A set of procedures for translating broad strategic goals and plans into specific goals and plans those are relevant to distinct portion of the organization. As DHA is a large organization with over two thousand (2000) employees, there are equally enough number of employees in its well differentiated department like finance, auditing, Engineering, Human Resource etc. therefore after receiving strategic direction board of directors and the Director of the department, the managers translate these directions into specific orders and policies etc. therefore the formal chain of command is followed.
Operational Planning

This is more delegated and specific planning tool. Each department and division functions according to their specializations and the goals given at the tactical planning phase.

Recruiting and Placement

Employment Selection Practice
Selection of a competent employee, who can fulfill the entire required prerequisite for the required job, in todays competitive and demanding environments, is one of the most difficult and challenging job where merit is mostly effected by the element of approach. HR Department of DHA has accepted this challenge and very meticulously has achieved that standard and now DHA has very remote chances for recruiting incompetent employee against the required job. Executives and Managers Employment at this level in Defence Housing Authority is done by executive committee headed by president of DHA. Maximum effort is made for fulfilling the job requirement and prerequisite with special emphasis to higher qualification and professional skills. These officers are recruited for initial five years and depending on their performance their services can continue. They are employed on different duties depending upon their requirement in different departments.

Staff (From BPS-1 to BPS-16) This staff is recruited by HR department by job posting or referrals method or advertisement in the daily newspapers or through DHA website. The staff is also inducted on permanent basis. The recruitments include supervisors, drivers, security staff, DHA Police and peons. These recruitments are advertised only when the posts are not fulfilled through job posting or employee referrals. In this procedure the final selection is made by the Administrator of DHA.

The Recruiting Process of DHA

HR department in DHA is very much aware about the sensitivity, transparency and selection of right person for the right job. The recruitment and selection procedure can be listed as follows: Step-1: Applications / CVs are received from the candidates and are saved in folders as well as fed in the computers Screening of all the received applications/CVs is carried out very meticulously keeping in view the requirements of the job, applied for. Short listing is carried out and list of short listed candidates is prepared. Interview call letters are issued to the candidates for initial selection. The candidates are called on 25th of each month to appear for tests and interviews. First HR department conduct the interview for all categories, i.e, S-1 to S-6, M-1 to M-2 and E-1 to E-2. Executive board headed by administrator of DHA conducts the interview for all categories and for S-1 to S-6, administrator DHA is the final authority to select. Executive board headed by the president of DHA then conducts the interviews for the officer cadre starting from M-1 to M-2 and E-1 to E-2. The candidates scoring the best in all categories are than selected.

Step-2:

Step-3: Step-4:

Step-5:

Step-6:

Step-7:

Step-8:

Selection Board
The composition of the organizations selection board is as follows:

President

Secretary Defence Housing Authority Director Administration Director Technical and Coordination

Members Director Maintenance Engineer Security

Types of Interviews
The types of interviews that are conducted in the organization are of two types, i.e. job related interview and exit interview.
Job Related Interview

In this type of interview, the candidates are asked question that are related to their job for which they are currently applying and they are tested on the basis of their qualification, knowledge, skills and any previous experience.
Exit Interview

When an employee is terminated or gets retired, the management conducts an exit interview in which the employee is asked about his experience while working in the organization and is asked to give his personal opinion about the organization as a whole.

Training and Development

Defence Housing Authority is an organization that is very much concerned with the global changes. To become an invulnerable organization, DHA has also realized the importance of training and development and thus focused on it. The efficiency of any organization more often depends on the performance of its employees. Well trained employees who have requisite knowledge, skills, work habits and attitudes can appreciably increase an organizations productivity. The technological developments, economic trends, and globalization erects have compelled DHA to adapt to the circumstance. To become a modern organization, it necessitates acquiring the skills and knowledge that help to cope with not only the present but also the future challenges/needs. The system of training and development and HR department is also responsible in this regard.

Cultural Maintenance at DHA

Culture of DHA has a great impact of Pak Army within it. Strictness to rules and orders is applied. DHA is a large scale corporation. It has a very strong culture. The rules & regulations are defined by the administrator for all the employees. The rules are strictly followed by every employee. At the time of employee selection, every employee is given a copy of rule book. To promote an ethical culture the organization hires employees with song moral values. The employees past record is taken into consideration before hiring. After employee selection, in case of any ethical issue, the concerned employee is given a warning. To ensure an ethical culture the administrator has the right to fire any employee if he is involved in any unethical activity without a warning.

Training Need Assessment (TNA)

Any move towards training and development should necessarily start from Training Need Assessment (TNA). It helps to focus on the areas critical for the organizational development. The other benefit of the Training Need Assessment/Analysis is the accurate allocation of resources. DHA has focused on object oriented training programs designed on the basis of proper Training Need Assessment. In this exercise three major areas i.e. knowledge, skills and qualities/attitudes are measured in training priority and rated in high, medium and low.

Employee Development
Employees development is one of the most responsible and sensitive job which requires lot of deliberation and dedication. This aspect is also responsibility of HR department at DHA which is being taken care off.

Compensation
Compensation refers to all forms of pays going to employees and arising from their employment. DHA has classified the compensations into different categories. Financial v/s Non-financial Payments: Financial payments can be further classified into direct and indirect financial. Direct financial payments include wages, salaries, allowances, benefits, Incentives etc while indirect financial payments include leave travel concession and insurance plans etc. Performance based v/s Membership based: These are basically related to individual performance and include commissions, group bonuses, merit pay or other forms of pay for performance plans.

Extra Compensation: This includes legally required benefits like workers compensation and job related accidents.

Pay Structure
A team from HR department decides the pay package for the employees. The department heads and the administrator himself measures employee performance on the basis of productivity. The employees with efficient performance are awarded with bonuses. There are two members from the residents of DHA who are the representatives of the society members in the executive committee do not get any basic pay rather they get only benefits like free memberships of the society clubs and their name is included in the balloting for the free plots. The old Basic Pay Structure (BPS) system in DHA has now been converted in the Executive, Manager and Staff pay scales as follows: Executives (equal to BPS-19 & BPS-20) (i) E-1 (BPS-20) (ii) E-2 (BPS-19) Managers (equal to BPS-17 & BPS-18) (i) (ii) M-1 M-2 (BPS-18) (BPS-17)

Staff (from BPS-1 to BPS-16) (i) (ii) (iii) (iv) (v) (vi) S-1 S-2 S-3 S-4 S-5 S-6 (BPS-16) (BPS-14 to 15) (BPS-10 to 13) (BPS-6 to 9) (BPS-4 to 5) (BPS-1 to 3)

Benefits
Benefits are an entitlement of the employees as per the rules of an organization and these differ from organization to organization. The following are the benefits that are provided to the employees at DHA. Transport Every DHA employee is entitled of free transport. In case of employees from S-1 to S-6 get the pick and drop facility from their houses to the organization. Executive and managerial cadres are entitled with car for their conveyance facility. Accommodation Facility Every DHA employee is entitled of accommodation facility. Considerable accommodation is available for the employees and at the same time employees are also allowed to draw house rent if they can manage the accommodation at their own. The decision is with the employees discretion. Food DHA employees, starting from S-6 to E-1 (BPS-1 to BPS-20) are entitled with free lunch facility. Mess facility is available and the good point of this facility is that same food of the day is served to employees irrespective of their appointment, scale and status. Loan Every employee has the facility of interest free loan for his/her personal needs. The limit of loan varies as per the pay scale. Marriage/Death Grant Financial help in the shape of marriage and death grant is also available to DHA employees. If any employee needs financial help for the purpose of marriage of his/her daughter, that support also provided to some limit depending upon the requirement and compassion or in case of death some financial help is also provided. Medical Facility DHA has its own medical center with a dedicated duty doctor which is available to the employees. Initial medical treatment is provided in that medical center and in case of serious patient the matter is referred to the hospital and the employee is entitle for treatment as per their pay entitlement. Incentives Incentive is a tangible or intangible reward that is designed to motivate a person or group to behave in a certain way or to get maximum output from him/her. For example, in an

effort to reduce accidents, a best driver incentive is given or for better performance in security a best soldier incentive is given and so on. Optional Benefits (a) Paid vacation/Annual leave/sick leave. (b) Health care. (c) Club membership. (d) Company discounted items (e) Employers stock ownership plan.

Pension Plans The pension plans are made on the exact guidelines provided by the government of Pakistan.

Salary Ceiling and Salary Floor

The organization has set a salary ceiling and a salary floor. The salary pay to the Executives is the same as the pay of a Brigadier serving in the army of Pakistan. While the minimum pay is the same as the salary floor set by the government of Pakistan.

Employee-Management Relationship
The basic concept of labor and management relation is the improvements in lives of employees, realized through the prosperity of the organization. Labor and management thus share the same goal for organizations prosperity as a common value; the management of DHA takes into consideration to the greatest possible extent stable employment and continuously strives to improve working conditions; and employee cooperates with the organization's policies in order to promote the organization's prosperity. The organization is striving hard not only to improve living standards and working conditions of its employees but its also equally taking care of its society members. This has made DHA an attractive place to work where a neat, clean and comfortable working environment is available to all the employees. These good labor and management relations has not only improved the output of DHA, rather it has also improved the over all image of the organization by making it one of the most prestigious and dependable housing authority in Pakistan.

Violation of Code of Conduct (COC)

If the code of conduct is violated in DHA a Warning Letter is issued while in severe cases the employee is suspended until a proper investigation takes place by the governing body.

Unions and Workforce

DHA is an organization led by army personnel so it is impossible of formation of any kind of employee union. Union formation is strictly banned and serious actions are taken against the defaulter. But it should be clear that DHA is an organization that protects the rights of the employees at all levels and provides job benefits and incentives.

Resolving Conflict
Conflict being a major part of HR activities is greatly focused by DHAs HR department. DHAs HR team applies different methods and techniques for Conflict Resolution. During the interview to the HR director he gave us some situations where conflict often rises.

Conflict with clients & other organizations

This is one of the main areas where DHA faces conflict. During the land acquisition process, DHA faces resistances form the landlords and communities that lie under the targeted area. For resolution of such conflict, DHA first prepares a negotiating team comprising of a law officer, land branch representative, security guards and