May 4, 2015 [BYCO HR REPORT]

Human Resource Management Report

Company

BYCO

Group Members
Afeef Ali
Abdul Rheman
Ahsan Adil
Ahsan Khan

Haider Ali

Submitted To
Mr Moghis jalal

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Acknowledgements
We are very Grateful to God for giving us the opportunity to be the part of Iqra University and
giving us strength to avail what is required by us.

It is our pleasure to present our Annual report to our mentor Mr Moghis Jalal, Without his
efforts, motivation and support it was impossible for us to complete this report.

We pay utter commemoration to Our Parents for their love and care

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Executive Summary
BYCO Petroleum Pakistan Limited was incorporated in Pakistan as a public limited company
on January 09, 1995. It was founded by MR Pervez Abbasi. Its major business is refining and
distribution of petroleum products in Pakistan. It has two refineries both located in HUB,
Baluchistan.

The following report concludes brief overview of BYCO’s HR system. How it works and what is
the importance of HR in BYCO

BYCO has total of 800 permanent employees in which 9 are HR personnel, There head is MR
Iqbal Haris. HR employees perform duties like recruitment, appraisal, Training, Compensation
and salary and Succession planning

BYCO’s follows a standard procedure for recruitment, BYCO do not uses outsourcing to recruit
permanent employee where as for labors the scenario is totally opposite.

BYCO has a standard appraisal system. They do appraisal twice in year and they use bell curve
and online appraisal as a tool for PMS

For training BYCO conducts Training need analysis and preserves data in TNA data base.
BYCO uses both outsourcing and IN house training programs. Most of the budget is spent on
Public programs and international training

BYCO also follows a standard procedure for succession planning. To train successors of
executives.

BYCO has developed HR system which helps it to perform his duties fluently

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Table of content

Contents
1. Introduction................................................................................................................................5
2. Head Count and Departments/ business Units ..................................................................................6
3. The Role of HR Business partner.............................................................................................7
4. Organization Chart ..................................................................................................................8
5. Industrial relation and Union ......................................................................................................... 11
6. Recruitment and Selection ......................................................................................................... 12
7. Separation Process ........................................................................................................................ 13
8. Performance Management ............................................................................................................. 14
9. Training and Development ............................................................................................................ 15
10. Succession and career planning.................................................................................................... 16

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1. Introduction
1.1 Back ground

BYCO Petroleum Pakistan Limited was incorporated in Pakistan as a public limited

company on January 09, 1995 and was granted the certificate of commencement of
business on March 13, 1995. The shares of the company are listed on the Karachi,
Lahore and Islamabad Stock Exchanges. The Company is engaged in the business of
refining of crude oil into various saleable components including Liquefied Petroleum
Gas, Light Naphtha, Heavy Naphtha, High Octane Blending Component, Motor
Gasoline, Kerosene, Jet Fuels, High Speed Diesel and Furnace Oil.
The Oil Refinery is located at Mouza Kund, Hub, Baluchistan. The Company
commenced its commercial production from July 1, 2004 and ramped up the capacity
to 30,000 bpd from February 2008 after debottlenecking of the whole plant.
The refining capacity was further enhanced by 5,000 bbl/day during turnaround in June
2010, hence making the total refining capacity to 35,000 (barrels per day).
During the year 2007, the Company has launched its fuel marketing activities managed
by the Petroleum Marketing Business (PMB) formerly known as Oil Marketing Unit.
The business has been re-launched with a new vision and has developed progressively
during this period and is now growing aggressively, more than 254 retail outlets have
been set-up, primarily focusing on retail segment and PMB is now expanding the
canvas by targeting to become a dominant player in the industrial, international and
retail segments. Going forward, PMB will be increasing its product portfolio by adding
LPG and lubricants as well.
Plans are also underway to make LPG available at the Filling Stations, as well as to
market LPG cylinders with the Company’s Brand through a distribution network and
launch branded lubricants for the automotive and industrial sectors which will be
available at the Filling Stations as well as in the commercial markets.
PMB is focusing and planning to cater to the international opportunities available in
the region where it can market petroleum and lubricant products.
With ever-increasing competition in the market today, availability of product is a
major challenge for all Oil Marketing Companies (OMCs). BYCO has a distinctive
advantage through its Refinery, to meet the product requirement in the south of the
Country.
To assist in the delivery of product to the consumers at their doorstep, to cater to the
fast growing requirements of the business in other parts of the Country, arrangements
are in place to acquire products through other sources, like the White Oil Pipeline, as
well as purchases from other refineries and oil marketing companies.

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1.2 Vision
to be a leading energy company through delivering the core business, achieve
sustainable productivity and profitability to deliver a superior shareholder return.

2. Head Count and Departments/ business Units

2.1. Number of Employees in HR Department

 There are 9 employees in HR department
 800 employees over all
 700 labors

2.2. Is there segregation of work functions or all working as generalist?

Yes there is a segregation of work functions, following are there duties.

 AM payroll and compensation
 AM performance management
 AM Recruitment
 AM Trainings
2.3. Hr Organ gram

1. Head Hr ( Iqbal Haris)

2. Managers
3. Assistant managers
4. Senior officers
5. Officers
6. Junior officers

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3. The Role of HR Business partner

3.1. How do you segregate HR,s operational and strategic roles ?

1. Strategic roles
 Advisory
 Policy Making
 Forecasting

2. operational duties
 recruitment
 compensation and salary
 Appraisal
 training
3.2. Does BYCO has HR business partner?
Yes BYCO has HR business partner

3.3. What are his duties?

The task of HR business partner is to understand the work of all the department and
developing an employee to provide his best performance. According to senior manager
HR of BYCO the function of HR is to “OWN” his decisions that is he is accountable for
employees he is hiring for company.

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4. Organization Chart

4.1. Organization Chart

Board of Directors

CHAIRMAN Vice Chairman CEO

Mr. HANIF IMTIAZ Mr M. Raza hasnani Mr Dereck Allen

HAN Hanfi

Director Director Director

Miss Diana Brush Mr Ovais mansoor, Richard Legrand Mr Marc Angst, javed AKbar

President

General manager

Managers (senior, Junior) Oficers (Senior , Junior

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3. Executives
Derek Alan Lawler
Chief Executive Officer

Iqbal Haris Wajahat Athar Jafri

Head Administration & Human Resource Head Commercial

Rana Zaheer Asad Azhar Siddiqui

Head Technical Chief Financial Officer

4. Legal counsel
Shahana Ahmed Ali (Group head legal)

5. Internal Audit
Naveed Aslam Hashmi (Head internal Audit)

6. Auditors
KPMG Taseer Hadi and Co. (Chartered accountants)

4.2. Organization Division

1. Commercial department (procurement and Insurance)
2. Admin and HR department
3. IT
4. Finance department
5. Technical department
Technical department controls the refineries at HUB Baluchistan. There are two
refineries in Hub Baluchistan which as approximately 700 employees with labors.
The major function of HR here is employee relation and become a bridge between
technical and other departments. For example if technical department required
machinery then they will submit an Application which will be accepted by Head
office.
Head office commercial department control all the procurement of company whether
it is of Head office or refineries.
The technical department is consist of
1. Maintenance
2. Oil movement
3. Operations
4. Material Management
5. IT

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4.3. Challenges which BYCO faces while developing new departments

 Workforce
 IT
 Resources
 Budgeting

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5. Industrial relation and Union

5.1. Do you have a registered workers Union at your factory?

BYCO doesn’t has a registered union at factory

5.2. How do you take care of industrial relation issues?

 BYCO uses Unitarism approach to deal with his Industrial relation issues. In which the
organization is perceived as an integrated and harmonious whole with the ideal of "one
happy family", where management and other members of the staff all share a common
purpose, emphasizing mutual cooperation. Furthermore, unitarism has a paternalistic
approach where it demands loyalty of all employees, being predominantly managerial in
its emphasis and application.
 Consequently, trade unions are deemed as unnecessary since the loyalty between
employees and organizations are considered mutually exclusive, where there can't be two
sides of industry. Conflict is perceived destructive and result as poor management.
 Any employee in BYCO has a right to present his problem to the management, They call
it the open communication system

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6. Recruitment and Selection

6.1. How do you manage your head-count planning and forecasting?

1. BYCO does Head-count planning and forecasting for one year. There fiscal year
starts from July and end in June. BYCO sends “Man Power Budgeting form”
three months before July to different departments, Man Power Budgeting form
has queries regarding to the Man Power required and Current man power. Each
department has to fill the form, Forms are collected and compared to predict the
head count for following year.
6.2. Recruitment Process
1. CV’s of candidates are collected from different mediums
2. CV’s are shortlisted on the basis of the qualification, Job experience, and
Requirement of department
3. CV’s are send to the department to have a look on it which is then send back to
HR department after affirmation to schedule time of interview
4. Shortlisted candidates have to appear in the Academics and IQ test. Successful
candidates approaches to next level
5. Screening Interview is conducted by both HR and Line manager to shortlist.
6. After Interview employees are offered Job and terms of Job.
7. Probation period in normal scenarios is three months whereas it could vary to six
months depends on designation

6.3. Recruitment Channels

1. Head Hunters
2. Referrals
3. Social Media (LinkedIn)
4. BYCO spent trifle budget on news papers advertisement. Because BYCO do not
do bulk hiring with the exception of technical department
5. BYCO has its own career portal
6. Emails
7. BYCO selects internees form Universities from Job fairs and there career portal

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7. Separation Process
7.1. What is your Job Exit procedure?
1. An employee must give resignation before 1 month notice period, In some cases
notice period is 3 months which varies from designation to designation
2. Employee has to approve his resignation form from his immediate supervisor who
then sends his request to HR department
3. HR department further sends his request to Payroll department
4. HR department issues a clearance form which the employee has to fill from whole
organization, This is to check that whether he has any damages claim over him or not
5. After submission of clearance form, exit interview is conducted by HR department. In
which questions regarding to resignation are asked
6. Employee’s funds are deducted if he resigns before Notice period
7. Company only wave off Notice period penalties if case of employee resignation is
severe
8. Termination is done only on disciplinary actions, Employees are asked for forced
resignation by choosing resignation and getting certificate
9. No severance pay are offered to employee on termination

7.2. What do you observe; people mostly refer as reasons of Job

Switching from your firm?
Mostly employees resign to get better career opportunities in regions like Dubai
and Middle East in companies like ADNOCK, GASCO etc

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8. Performance Management
8.1. What is the frequency of appraisal process and how do
employees and line managers engage themselves in setting objectives
and achievements of the same?

Appraisal are taken twice in BYCO

1. Half yearly appraisal that is Midyear which closes in December
2. Annual appraisal that is from JUNE to JULY whose results are posted on
August
3. Objectives are set in the beginning of the year, Objectives are handed over to
each employee, Objectives are of 100 marks which is further divided in to 40,
30, 20 and 10 marks based on the designation. Most marking are given to
competency of an employee
4. Immediate manager and head appraises the employee
8.2. Tools for Appraisal

1. Online Appraisal system

2. Bell curve
Bell curve system is forced ranking system in which employees are ranked as
higher, medium and lower. Employees are appraised on the basis of
performance. And employee those who ranked High are rewarded.

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9. Training and Development

9.1. What criteria do you follow for training your staff and at which
head the maximum training budget is spent?
1. BYCO conducts training need analysis by TNA forms which is given to
employees with Appraisal form
2. TNA forms have the queries regarding training requires for employees.
3. After collecting data from TNA forms the data is feed in to TNA data base
4. Each employee is then given training, following are the tools which BYCO uses
to train their employees
 BYCO has In House centre known as core skills and support development
centre, the program was initiate 8 months ago and it is situated at the back of
Marriot Hotel Karachi
 Public programs arranged by different training firms
 On the Job training e.g. in the conference room
5. Maximum training Budget is spent on Public programs and International training

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10. Succession and career planning

1. Succession and career planning form is sent with the appraisal form to the key
personnel of the company i.e. AM’s and above
2. The form identifies the successor of key personnel, The employees has to mention
name of person which could be there successor
3. Training requirements of successors are also required from employees filling the
succession form

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