Huda Report Management

Tariq Gardens Housing Scheme

HEAD OFFICE: 12-Ahmed Block, New Garden Town, Lahore. Tel: +92 42 3584 4230-3 FAX: +92 42 3584 4236 Email: info@tgardens.com.pk
Internship Report: Management
Submitted by: Huda Naeem MBA (Management)
Student ID: Mc080403110 Session: 2008-2010 Dated: July 30, 2010 Virtual University of Pakistan, Defence Road, Off Raiwind Road, Lahore.
Dedication:
I Dedicated to The HOLY PROPHET (PBUH)
Acknowledgement
In the name of Allah, the most merciful and beneficent First and foremost, I am expressing my thankfulness and praise to Allah for His guidance and blessings throughout my entire Internship training. I would also like to sincerely thank to Hesham Usama Khan CEO of Tariq Gardens Housing Scheme for giving me this wonderful opportunity to undergo internship training in their organization. My appreciation and gratitude is extended to the all Head of Department, Miss. Huma Haroon, Mr. Aman Mirza, Mr. Mohsin Khan, and Mr. Mansoor Mirza for their guidance, generosity to share their tremendous knowledge, for giving continuous and unlimited motivation from the starting of the internship until the end of the program. My next gratitude will to the all of the staffs Tariq Gardens Housing Scheme, Mr. Numan Amjed, Mr. Khurram Bhukari for their willing to accept me into their family. Then, I would like to express my gratitude to Site Staff, for their help, support and advices during my time at Tariq Gardens Housing Scheme. Last but not least, I would thank to my Parents, all of my Teachers of Virtual University of Pakistan colleagues, Friends for their comforting supports.
Executive Summary
This is the final report of the internship program. The report is on the Internship program in Tariq Gardens Housing Scheme. First of all, in the report, the introduction of Tariq Gardens is given. For this purpose a brief introduction of the Scheme is given in the start. Then its brief history, business philosophy, vision and mission statement are discussed. After introduction comes management system of Tariq Gardens in which its Organizational Chart is drawn, corporate profile and managerial policies are included. Then next its brief introduction of Tariq Gardens where I did my internship is given. Training Program is done in detail. Then the whole internship program is discussed in detail. In this section all the departments in which I have worked during my internship are explained in detail. The working of the departments is mentioned and also at the end, my analysis of the environment in that department is also mentioned. The function of Management is also discussed in detail, critical analysis is done at last and SWOT analysis of Tariq Garden is also done. Tariq Gardens Housing Scheme is providing Service to its members. Apart from its competitors; its services it is a land development organization, I join this organization for the internship of my program. Our provincial capital Lahore is the heart and soul of Punjab, a city which symbolizes the aspirations of a young and dynamic nation that looks forward to a glorious future for its people and welcomes modern ideas but at the same time recognizes and cherishes its traditional values and its history. Tariq Gardens location in Lahore augments its national value, provides a complete range of facilities to its residents. All over Asia migrants are pouring into cities with the result that every day more and more families are forced to live on rent.
Table of Contents:
1.) Brief introduction of the Business Sector. 2.) Overview of the Organization. 2.1) Brief History. 2.2) Nature of the Organization... 2.3) Business Volume 2.4) Product lines.. 2.5) Competitors 3.) Organizational Structure 3.1) Organizational Hierarchy chart.. 3.2) Number of employees 3.3) Main offices.. 3.4) Introduction of all departments.. 3.5) Comments on Organizational structure 4.) Plan of your internship program. 4.1) A brief introduction of the branch where you did your internship. 4.2) Starting and ending dates of your internship. 4.3) Names of the departments in which you got training and the duration of your training. 5.) Training program. 5.1) Detailed description of the operations/activities of the department(s) I worked in 5.2) Detailed description of the tasks/ projects assigned to me. 6.) Functions of Management . 6.1) Planning. Decision making process Organizational current strategies 6.2) Organizing. Organizational Design.. Departmentalization. Span of Control.. Chain of Command (organizational Hierarchy Chart.. Centralization/ Decentralization Formalization. Work Specialization Managing Change and Innovation.. Managing IT and Communication. 6.3) Leading.. Leadership style(s). Power and politics
Tariq Gardens Housing Scheme Motivation 6.4) Controlling Controlling approach Controlling standards. Controlling of operations Controlling of performance. Controlling of information/knowledge..
7.) Critical analysis 8.) SWOT analysis. 9.) Conclusion. 10.) Recommendations 11.) Reference and sources used 12.) Annexes.
1) Brief introduction of the Business Sector.
The business sector of this organization is Land Development. Keeping in consideration the modern trends of this urbanizing era, the owners of Tariq Gardens have developed a Housing Scheme named Tariq Gardens Housing Scheme in the vicinity of Lahore.
Tariq Gardens is comprised of Residential and commercial Plots. Every Plot yields great value. The denominations of Residential Plots are 5-Marlas, 10-Marlas, 12-Marlas, and 1 kanal This Housing Scheme is a step to facilitate people in order to meet their needs for accommodation at affordable prices. The Scheme has been developed on the innovative ideas of the planner and developer. It has been well-resourced with all the required amenities. All these endeavors have led to make this Scheme a state-of-the-art.
It deals in Land Development; a well developed and maintained Housing Scheme. Its provides services to their Members like, sewerage, road maintenance, water supply, Electricity, Cable, Sui Gas for the betterment of their living. All necessary requirements
Tariq Gardens Housing Scheme are guaranteed like an independent water distribution network has been developed in the Housing Scheme fed by two Tube Wells and an Over Head Water Tank. Highly hygienic sewerage system has been developed connected with a disposal plant for complete drainage and sanitation and to cater the needs of the Housing Scheme in rainy days.
Electricity is an essential need of the modern age. The Scheme has been energized with electricity powered with an independent Feeder. Moreover the members have been facilitated with street lights throughout the Scheme on every road. The facility of Sui Gas has been provided in order to fulfill the domestic needs of the members and for its utilization in commercial area in future.
For the smooth movement of vehicles within the Housing Scheme, the standardized infrastructure of wide and carpeted roads has been developed. Furthermore, footpaths have been made on 60 ft and 100 ft roads for the pedestrians. Every Block has an independent park for its beautification and to facilitate the members. All parks have been developed and designed as per the need of the members with jogging and walking tracks.
The area for the construction of a State-of-art Mosque has been demarcated. This mosque will facilitate the people of other surrounding Housing Societies too along with its own members. Areas for other amenities like School, Hospital and Marriage Hall have also been demarcated for the future to serve the needs of members and residents of Housing Scheme.
10
Overview of the Organization

Brief History Nature of the Organization Business Volume Product Lines Competitors
2.1) Brief History
Background:
History of Tariq Gardens was incorporated in August 2004.Overseas Pakistanis also became members of Tariq Gardens. The balloting ceremony was held on 13th October 2004 at Sapphire Hall Garden Town. Balloting was held for 855 plots. Tariq Gardens is an LDA-approved Scheme. It is privately owned by Mr.Usama Tariq Khan, (President) and Mr. Khubaib Ahmed Khan (Chairman) are committed to develop state of art housing scheme which will meet the requirements of the modern age. The electrification work of T.G has been done by LESCO and work for Sui Gas supply has been done by Sui Northern Gas Pipelines Limited. Work of roads network, sewerage system, water supply system has been done by Habib Rafiq (Pvt) Limited.
11
Business philosophy
Excellence in Service Quality Performance Product Innovation
Message from the President

By the grace of Allah almighty, my team has performed brilliantly in materializing my vision of a developing, affordable, and easy accessible Housing Scheme.
Message from the Chairman

"I am pleased to announce that Tariq Gardens Housing scheme offers the most contemporary surrounding for living with the best possible amenities.
Message from the CEO

"We are proud to present a well-planned and well developed Housing Scheme, covering all the essential features of a successful housing project. While designing the Scheme, all possible requirements have been kept in mind. Tariq Gardens offers a fascinating and peaceful site for your residence.
12
Tariq Gardens has assumed a brand new identity plied with a spurred vision and revived commitment, following the incorporation in 2004. Since then, the management team has continued to implement the strategies and has carried out all necessary steps to ensure a complete success. On the other hand and in the process to satisfy our investors, and valued clients, the management laid foundations for implementing new ambitious plans, which aim at consolidating the Housing Scheme financial position and creating a large and diversified business base. The Scheme it's their commitment to individual service that makes the customers more than just another customer. They ensure consistent quality service with the continuous rejuvenation of their teams through training programs. They are committed to put all their energies, resources and time to bring higher value and satisfaction to their customers, employees and investors. The introduction and development of innovative Commercial area will be another major objective of Tariq Garden Housing Scheme. 2.2) Nature
of Organization
Nature of the organization is Land Development and providing services to its members HRL Developer (Pakistans best Developer) developed the scheme. Mansoor Mazhar Associates are the planner of well maintained scheme it has 40, 60, 100 feet wide roads, minimum length of the road is 40 feet wide it has its own disposal plant for sewerage system. Tariq Garden has Carpeted Roads. Tub well bore up to 600 feet. It is a small scheme and it is easily managed by its management, in the scheme. Every block has a park. It has largest and well planned Commercial Area.
13
Tariq Gardens Housing Scheme Tariq Gardens is a secure investment because of its LDA approved NOC # CMP/LDA/DMP/444-S/263 100% ownership and possession of land given by Tariq Gardens. This Scheme is located in the center of the most popular and well planned societies (WAPDA Town and Valancia) of Lahore, a fast growing zone with modern living facilities. It is a 15 minute drive from Ferozepur Road, a 5 minute drive from Raiwind Road and a 10 minute drive from the Motorway. To the east and the south is Valancia Town, to the east and north is WAPDA Town, to the west are OPF and Green Acres.
OBJECTIVES
Tariq Gardens believes in the phrase customer comes first. Tariq Gardenss objective is to please their customers by fulfilling the financial needs as best as possible. They believe in placing the client at the center of business and all of the products and services. Service excellence is one of the objectives of Tariq Gardens. Tariq Gardens strives continually on the development of new areas of activities to distinguish itself in the market place. Tariq Gardens is on Foreign Trade as primary niche of business. Tariq Gardens Training and Development program of its employees is aimed at developing skills of its employees. It makes positive contribution to the service culture of the Housing Scheme as a whole. They are committed to put all their energies, resources and time to bring higher value and satisfaction to their customers, employees and shareholders. Internship Report: Management 14
The introduction and development of innovative Commercial area will be another major objective of Tariq Gardens Housing Scheme.
2.3) Business Volume 1 square = 25 acres 1 acre = 8 kanal 1 kanal = 20 marlas Total Area of Tariq Gardens Housing Scheme = 1461 Kanal + 11.5 Marla
Division
Residential Area: Commercial Area: Parks & Open space: Public Building: Graveyard: Roads area: 730 kanals 50 kanals 102 kanals 30 kanals 29 kanals 518 kanals
Kanal
Marlas
Square Foot
Dimensions
1 5 10 12 1 20
225 1125 2250 2700 4500 25 X 45 35 X 65 33 X 81 & 33 X 100 45 X 100 & 50 X 90
15
Residential Area: 4.672 Billion Commercial Area: 0.320 Billion Other Assets: 1.35 billion
2.4) Product Lines The product line of Tariq Garden Housing Scheme is categorized in two following Categories: Development Services The details of Product line are mentioned below:
Development
PLOTS: Tariq Gardens housing scheme is comprised of residential and commercial plots. The denominations of residential plots are 5-Marlas, 10-Marlas, 12-Marlas and 1-Kanal. There are eight blocks are for residential purpose and one block is commercial block every plot is segregated. PARKS & LANDSCAPE:Tariq Gardens is enriched with greenery. In every block there are parks, which give a healthy and beautiful look to scheme. Parks in Tariq Gardens are of different sizes ranging from 2Kanals to 39Kanals.
16
Tariq Gardens gives a fascinating site for residence. At Tariq Gardens there is never a dull moment. This beautiful Landscape is waiting to be explored.
SCHOOL:Schools or educational institutes are the back bone of any society because without education, progress of any society is impossible. So keeping in view this importance Tariq Gardens has also earmarked a land for school to establish in scheme. For this purpose there is a land about 14 Kanal & 19 Marla. MOSQUE:Being Muslims to construct a mosque is the first priority of Tariq Gardens Housing Scheme, a land of 7 Kanal & 17 Marla is kept in Tariq Gardens for a mosque. The design of this mosque will reflect the brilliance of Islamic Architecture & Cultural Heritage! HOSPITAL:There is also a plan for hospital in Tariq Gardens. This hospital will be provided with qualified doctors, professionals, well occupied with modern facilities in order to provide comfort to people. The area for this purpose is 6 Kanal & 15 Marla. COMMERCIAL AREA:The commercial area of Tariq Gardens will be launched in next year. The total size of the commercial area is 50 Kanal &4 Marla. It will be named as NEW LIBERTY and this State of Art commercial area can cater all the needs of Tariq Gardens and the societies within the radius of 10 Kilometer.
17
SHOPPING MALL:Other than the commercial area a shopping mall is also designed on 7 Kanal & 3 Marla to cater the needs and wants of the scheme.
DEVELOPMENT PLAN OF TARIQ GARDENS:In the planning terms the approach of the team is logical and methodical. The master plan integrates different concepts: emphasizing the effect of the city, and the main entrances. This major urban plan on a large scale of a modern city, successfully responds to a challenge to create a significant new housing scheme. Habib Rafiq, a well known constructing company is committed to Tariq Gardens to develop the scheme. Developers of Tariq Gardens were chosen through tender procedure. Although Habib Rafiq coated 100 Million more than other construction companies but this scheme did not consider the high prices, what they considered is the repute, standard and previous projects of Habib Rafiq. They are one of the biggest and well reputed construction companies and ISO 9002 certified. They are also developing some other very well reputed societies like Behria Town and DHA. So on the cost of the company the benefit is going to end users. There is a wide network of roads of 40 feet, 60 feet and 100 feet to resolve the hurdles which come in the easy flow of traffic.
18
Services
Carpeted Roads: Habib Rafiq has fully equipped with the latest machinery and modern techniques, carpeted roads are provided by all their expertise. There are wide footpaths on the sides of roads for the comfort of people.
Sewerage: Tariq Gardens has their owned Sewerage system disposal pumping station control sewerage and there is a proper drainage system for rain water. Water Supply: Deep tube well drilling water supply system ensures trouble free usage of this immensely essential necessity. Overhead Water Tank: A beautiful mushroom shaped overhead water tank has provided to the members of Tariq Gardens shown the specialty of Habib Rafiq. Sui gass: Sui gas is approved and the department has installed the underground pipeline. Electricity: Electricity is also approved. LESCO has fulfilled its committed to provide electricity in scheme. The main roads are totally electrified. . Other services. There are also bus terminals and cab stands to overcome the problem of transportation.
19
Cable system Tariq Gardens has provided optic fiber cable system for the entertainment of their members. Plant Disposal maintenance. Plant disposal maintenance is provided by Tariq Gardens.
2.5) Competitors
The competitors of Tariq Gardens are: DHA Bahira Town Cooperative Societies All owned LDA Societies
3.)Organizational Structure
Organizational Hierarchy chart Number of employees Main offices Introduction of all departments Comments on Organizational structure
3.1) Organizational Hierarchy Chart
20
TOP MANAGEMENT HIERARCHY

Chairman
CEO
Managing Director
Head of Department
CSO
Admin
Finance
REC
MIS
21
Corporate Profile
Board of Directors
Mr.Usama Tariq Khan Mr. Khubaib Ahmed Mr. HeshamUsama Khan Mr.Waleed Usama Khan President Chairman Chief Executive Officer Managing Director
Head of Departments
Miss Human Haroon Mr.Aman Mirza Mr.Mohsin Khan Mr.Mansoor Mirza Mr.Manzoor Mirza Mr. Abdul Qadir Zahid Head of Coordination Head of MIS Head of Finance Head of Records Head of Administration Head of CSO
Other employees
Managing Coordination Officers Management Information System Officers Accounts officers Record maintaining Staff Administration Officers Client Service Representatives Exchange Operator
22
Site Office Staff

Site Engineer Supervisor Surveyor Security Staff Labors Gardeners
Auditors of Tariq Gardens:

Name of Audit Company Anjum asim shahid rehman Associates Mr. Sammar Abbass Mr. Usman Tahir Mr. Khizer Azeem Mr. Naeem Khan Mr. Amir Shezad
Bankers of Tariq Gardens:

Silk Bank Ltd. NIB bank Ltd. Atlas Bank Ltd. Faisal Bank Ltd.
23
3.2) Number of Employees:

Total employees: 105
3.3) Main offices:

12-Ahmed Block, New Garden Town, Lahore Tel: +92 42 3584 4230-3 FAX: +92 42 3584 4236 Email:
Site Office:
Defence Road, Valancia Town, Tariq Gardens
Website: www.tgardens.com.pk
Managerial Polices
For the sake of effective performance of the organization, managers apply certain policies related to management and with the recruitment of the employees. The main policies which managers apply are as follows. In the context of cost efficiency, managers choose the least costly mix of inputs to produce a given level of output. In the context of profit efficiency, managers choose both the level and the mix of outputs and inputs to earn the highest possible profit. They give good salary package to their employees to retain their employees. They hire employees who are customer friendly and are committed to their work and disciplined
24
3.4) Introduction of all Departments:

1. Customer Service Department
It is the very important function performed by Client Service Department. It is the customer service provided by the Scheme which ensures loyalty of customers and new Transfers. Any service that a customer requires should be provided in order not only to satisfy him but also delight him. Customer Service department is the main source of the organization each department is connected with it. CSO deals walk in clients attending calls for providing information. .Attending and dealing with visitors/Clients Making & maintaining log of daily calls & visits of Clients Receiving Clients request & submitting it to Record Deptt. Handing over clearance plan to Client on request Maintaining Clients request record register Handing over Certificate of Allotment Maintaining Allotment Register Receiving of House Maps & submitting them to CEO for approval procedure Submitting 1 copy of House Map to Record Deptt. After approval from MMA Informing Client regarding the approval of his/her House Map handing over approved & attested copies of House Map & other doc. to Client Maintaining record of House Maps receiving & submission in a file Transfer documentation Entry of transfer in Transfer Register
25
Tariq Gardens Housing Scheme Receiving payments from Clients Making & issuance of receipts to Clients Making list of daily receiving (of Chq/Cash/PO) Submitting list of daily receiving to Finance Dept. Filing the photocopy of daily receiving for CEOs record Writing & composing letters Maintaining the decorum of C.S. Department
2. Administration Department
Human Resource Department Human resource is the part of Administration Department and it is supposed to be the most valuable asset at the Scheme. With its expanding branch network, the requirement of new employees keeps on arising. With an intention to recruit highly qualified employees, management has formulated a comprehensive recruitment policy The predominant management policies followed at the scheme is explicated under the following heads.
RECRUITMENT POLICY
Employees are the most precious assets of any organization. They are one of the most crucial factors, which could either raise the organization to great heights of glory or could force the organization into the depth of unprecedented failure. The top management of Tariq Gardens firmly believes in the philosophy that induction of sharp and positive
26
Tariq Gardens Housing Scheme minded people in the organization could go a long way as regards the betterment and uplift of Tariq Gardens Housing Scheme.
TRAINING
Although top notch business graduates are inducted in Tariq Gardens Housing Scheme, but still some training is needed in order to raise their knowledge to such a level which enables them to perform work efficiently the training at Tariq Gardens centre covers both the theoretical and practical aspects of the Housing Scheme.
EMPLOYEE MOTIVATION
When we talk of employee motivation in connection with Pakistani culture we come to realize the fact that the biggest motivator for the people of this part of the world is money, and Tariq Garden top management has certainly realized this fact. The management makes it a point that employees take home income is increased on periodic (yearly) basis. The basis on which this increase is awarded is a) observational analyses of the seniors / bosses and b) the extent to which the goals submitted are actualized. Non monitory rewards are also given in some cases in the shape of certifications and appreciation letters.
Managed and Administered
The Administration of Tariq Garden managed and controlled all the departments and also helps to coordinate their work.
27
3. Finance
In any type of organization accounts and finance department plays a vital role and is the backbone of overall organization. In Tariq Gardens the burden of accounts department is largely reduced because of MIS. The use of IT increases the efficiency and pace of Scheme work. Following activities are carried out in Accounts Department. This department deals with the preparation of weekly, monthly, half yearly and yearly statements and preparation of budget reports and some other reports. It also deals with the preparation of reconciliation of assets, liabilities, expenditures and income. Accounts department maintains the record of expenses of all departments. It also maintains the record of all employees regarding their basic salary, increment and benefits etc. Activity checking are also the functions of accounts department.
Role of Financial Managers

Almost every firm, government agency and other type of organization employs one or more financial managers. Financial manager oversees the preparation of financial reports, direct investment activities and implement cash management strategies. Financial managers also develop strategies and implement long-term goals for the organization. Financial manager oversees the investment of funds, manage associated risks, supervise cash management activities, and execute capital raising strategies to support the firms expansion and deals with managers and acquisitions. Financial manager also abreast the rapidly growing array of financial services and products.
28
4. MIS (Management Information System)

Marketing Information System
The team of MIS plays a vital role in collecting information from the market. The role of MIS is to introduce new strategies and help in making of decision making to management. They collect information from market and then analyze it and make the information helpful for the organization.
Decision making Use of Electronic Data in Decision Making

Customers are major for any company. To check the reliability of customer uses various electronic links linked with the government to make decision. In Tariq Gardens fully computer based system is used for decision making. The main are, Verisys: It is basically a government website linked with NADRA to check the particulars of a customer that have an ID card of Government of Pakistan. These particulars include customers name, mothers name, DOB, Expiry date and all family details. Norkom: This link is used to check the political status of a customer. Either that persons name is in Exit Control List or not or that person is involved in any fraud. The link used in this website is PEPS (Political Exposure Persons). ECIB (Electronic Customer Information Bureau): This link is used to check either that person is involved in any banks default or company default or not.
29
3.5 Comments on the Organizational Structure.

The Structure of Tariq Gardens is based on Departmentalization. Each department is connected with each other. They perform independently and help to coordinate to their employees. According to my opinion this system helps to perform their work efficiently and effectively. They motivate the employees and help them to perform their duties. This system helps them to achieve the goals of the organization.
4. Plan
of your Internship program

A brief introduction of the branch where you did your internship Starting and ending dates of your internship
Names of the departments in which I got training and the duration of my training
4.1 A brief introduction of the branch where you did your internship

HEAD OFFICE: 12-Ahmed Block, New Garden Town, Lahore. Tel: +92 42 3584 4230-3 FAX: +92 42 3584 4236 Email: info@tgardens.com.pk
I did my internship in the Head office of Tariq Gardens Hosuing Scheme.
30
Tariq Gardens Housing Scheme Following are the Departments. Customer service department Administration Finance MIS (Management Information System) Records
4.2 Starting and ending dates of your internship Starting Date

May 10, 2010
Ending Date
June 6, 2010
4.3 Names of the departments in which I got training and the duration of
my training
Sr#
1. 2. 3. 4. 5. 6.
Departments Starting Date

Administration MIS Finance Coordination Client service Records 10 May, 2010 17 May,2010 24 May,2010 1 June,2010 7 June,2010 19 June,2010
Closing Date Duration

15 May,2010 22 May,2010 29 May,2010 5 June,2010 18 June,2010 24 June,2010 5 days 6 days 6 days 5 days 12 days 6 Days
31
5. Training Program
Detailed description of the operations/activities of the department(s) worked in Detailed description of the tasks/ projects assigned to me
5.1 Detailed description of the operations/activities of the department(s) worked in Customer Service Department
Responsibilities: 1. Attending calls of members/clients 2. Attending and dealing with walk-in clients/members 3. Receiving members request for possession & Allotment Letter and forwarding the request according to SOP 4. Issuing Certificate of Allotment & Site Plan 5. Receiving of House Maps and their vetting & attestation 6. Handing over attested copies of House Map & other documents and issuance of related certificates 7. Submitting 1 copy of House Map to Record Dept. 8. Issuance of NOC for Construction to member after completing required documents checklist 9. Submitting 1 copy of LDA-approved House Map to Admin for Site Office 10. Submitting 1 copy of approved House Map to Record Dept. along with photocopy of sanctioned plan & form B 11. Issuance of NOC for utilities on members request 12. Issuance of NOC for Addition/Alteration to member after clearance of violation charges 13. Transfer documentation Internship Report: Management 32
Tariq Gardens Housing Scheme 14. Entry of plot transfer in transfer register & circular file 15. Submitting transfer documents to Record Dept. 16. Receiving payments against various payable charges ( Installments, Development Charges, Repossession Charges, Transfer Fee, Maintenance Charges, Water Connection Charges, NOC for Construction) 17. Making & issuance of receipts to clients 18. Making list of daily receiving (of Chq/Cash/P.O/D.D ) 19. Submitting daily receiving list to Finance Dept. 20. Filing the photocopy of daily receiving for CEO office record 21. Writing & composing letters 22. Selling the available plots (when a plot is sold, we follow-up until the documents are handed over to new member.) 23. Providing Tafseel-e-Khasra & Registry format on members request 24. Vetting of Registry
Weekly Report From__________to______

Plot No. Transfer of plot Follow-up Remarks
Possession of plot
Fard against plot
NOC Construction
for
33
34
House Map Attestation & Issuance of Related Documents

Total 5 x House Map copies to be submitted by member Rs. 300/- to be charged for House Map attestation & Documents 2 days time to be given to member Possession Certificate & House Plan Approval Certificate to be generated by MIS Manager after confirmation of receipt of payment House Map copies to be stamped and signed by C.E.O/authorized representative of T.G office 4 House Map copies to be returned to member after attestation along with other related documents (Possession Certificate & House Plan Approval Certificate)
Coordination Department
Coordination is the act of coordinating, making different people or things work together for a goal or effect. Coordination may also refer to: Responsibilities Address Change Entry of Possession Transfers Possession Violations Letter writing 35
Tariq Gardens Housing Scheme Memo writing Coordination to all department Complaints of members
Finance Department
In accounts department I worked under Mr. Khurram Bhukari who is the in charge of the department, he introduces me to the entire staff of the department. All of them are very cooperative and I never hesitated in asking questions. Mostly the kind of work the accounts department people are doing is repetitive but still it needs their full attention and efficiency. The staff is doing their work at their best and I have performed the major work as follows: Payrolls Payable coordination with banks Budgeting Financial statement Cost allocation Account receivable Billing Property inventory Salary Slips
Administration
The Administrator department is responsible for the managing of employees. In my internship program I perform the following functions: Profile of the Administrator: Managing of employees
36
Tariq Gardens Housing Scheme The administrator department is responsible for managing of employees of all departments The Office of Administration (OA) is responsible for the primary management and support programs. These include the functions of budget and accounting; human resources; procurement; information technology and office support. I did the following functions and activities:
Human Resources
Classification and Pay Administration Performance Management and Incentive Awards Recruitment and Placement Employee Benefits and Retirement Personnel Security Wellness and Employee Assistance Programs
Financial Management Services; including budget and accounting

Budget Formulation Budget Execution Funds Control Financial Reporting System for accounting for agency resources and programs
Office Services and Operations; including printing, procurement, and supply services

Maintain a simplified acquisition program for supplies and services Coordinates services and supplies
Facilities Management
Property and Space Management
37

Organization Management Physical Security
Information Technology Support

Policy for Information Technology Help Desk Function Telecommunication Distribute subsidy Maintain record of certification Reconcile funds
Functions of Management Planning
Decision making
Decision making can be regarded as the mental processes cognitive process resulting in the selection of a course of action among several alternatives. Every decision making process produces a final choice the output can be an action or an opinion of choice. Logical decision making is an important part of all organizations, where specialists apply their knowledge in a given area to making informed decisions. There basically two decision making approaches structure and unstructured approach to fit a set of indicators into the expert's experience and immediately arrive at a satisfactory course of action with out weighing alternatives. A major part of decision making involves the analysis of a finite set of alternatives described in terms of some evaluative criteria. These criteria may be benefit or cost in nature. Then the problem might be to rank these alternatives in terms of how attractive they are to the decision maker(s) when all the criteria are considered simultaneously.
38

1
Objectives must first be established Objectives must be classified and placed in order of importance Alternative actions must be developed The alternative must be evaluated against all the objectives The alternative that is able to achieve all the objectives is the tentative decision The tentative decision is evaluated for more possible consequences The decisive actions are taken, and additional actions are taken to prevent any adverse consequences from becoming problems and starting both systems (problem analysis and decision making) all over again.
Organization Current Strategies

Strategic or institutional management is the conduct of drafting, implementing and evaluating cross-functional decisions that will enable an organization to achieve its long-term objectives. It is the process of specifying the organizations mission and vision and objectives, developing policies and plans, often in terms of projects and programs, which are designed to achieve these objectives and then allocating resources to implement the policies, and plans, projects and programs. A balance Score card is often used to evaluate the overall performance of the organization and its progress towards objectives. Strategic management is a level of managerial activity under setting goals and over tactics Strategic management provides overall direction to the enterprise and is closely related to the field of organizational studies In the field of business administration it is useful to talk about "strategic alignment" between the organization and its environment or "strategic consistency". Strategic management is an ongoing process that evaluates and controls the business and the industries in which the company is involved; assesses its competitors and sets goals and strategies to meet all existing and potential competitors; and then reassesses
39
Tariq Gardens Housing Scheme each strategy annually or quarterly to determine how it has been implemented and whether it has succeeded or needs replacement by a new strategy to meet changed circumstances, new technology, new competitors, a new economic environment., or a new social, financial, or political environment. Strategic formation is a combination of three main processes which are as follows: Performing a situation analysis, self-evaluation and competitor analysis: both internal and external; both micro-environmental and macro-environmental. Concurrent with this assessment, objectives are set. These objectives should be parallel to a time-line; some are in the short-term and others on the long-term. This involves crafting vision statements (long term view of a possible future), mission statements (the role that the organization gives itself in society), overall corporate objectives (both financial and strategic), strategic business unit objectives (both financial and strategic), and tactical objectives. These objectives should, in the light of the situation analysis, suggest a strategic plan. The plan provides the details of how to achieve these objectives.
Organizing
Organizational Design
Organization design involves the creation of roles, processes, in an organization. One can distinguish between two phases in an organization design process: Strategic planning, which establishes the overall structure of the organization, (its main subunits and their relationships), and operational design which defines the more detailed roles and processes. The field is mainly practice-driven and many consulting firms offer organization design assistance to managers. However, there is also a substantial academic literature. It is important to distinguish between organization design and organizational theory. The latter is a descriptive discipline, mainly focusing on describing and understanding organizational functioning. Organization design is (as
40
Tariq Gardens Housing Scheme the name suggests) a more normative, design-oriented discipline that aims to produce the frameworks and tools required creating effective organizations.
Departmentalization
Departmental refers to the process of grouping activities into departments. Departmentalization of a personal administration: Functional departmentalization - Grouping activities by functions performed. Activities can be grouped according to function (work being done) to pursue economies of scale by placing employees with shared skills and knowledge into departments for example human resource IT, accounting , manufacturing logistics marketing and engineering Functional departmentalization can be used in all types of organizations.
Product departmentalization - Grouping activities by product line. Tasks can also be grouped according to a specific product or service, thus placing all activities related to the product or the service under one manager. Each major product area in the corporation is under the authority of a senior manager who is specialist in, and is responsible for, everything related to the product line
Customer departmentalization Grouping activities on the basis of common customers or types of customers. Jobs may be grouped according to the type of customer served by the organization. The assumption is that customers in each department have a common set of problems and needs that can best be met by specialists.
Geographic departmentalization - Grouping activities on the basis of territory. If an organization's customers are geographically dispersed, it can group jobs based on geography.
Process departmentalization - Grouping activities on the basis of product or service or customer flow. Because each process requires different skills, process departmentalization allows homogenous activities to be categorized. For example, the applicants might need to go through several departments namely validation, licensing and treasury, before receiving the drivers license.
41
Tariq Gardens Housing Scheme Owing to the complexity of tasks and the competitive environment in which organizations operate, they often use a combination of the above-mentioned methods in departmentalization.
Span of Control
Span of control is a term originating in military organization theory, but now used more commonly in business management, particularly human resource management. In the hierarchical business organization of the past it was not uncommon to see average spans of 1 to 4 or even less. That is, one manager supervised four employees on average. In the 1980s corporate leaders flattened many organizational structures causing average spans to move closer to 1 to 10. That was made possible primarily by the development of inexpensive information technology. As information technology was developed capable of easing many middle manager tasks tasks like collecting, manipulating and presenting operational information upper managers found they could hire fewer middle managers to do more work managing more subordinates for less money.
Factors affecting span of control

These are the factors affecting span of control: 1. Geographical Location, if the branches of a business are widely dispersed, then the manager will find it difficult to supervise each of them; as such the span on control will be smaller. 2. Capability of workers, if workers are highly capable, and do not require much supervision and can be left on their own, eg: Theory Y type of people, need not be supervised much as they are motivated and take initiative to work, as such the span of control will be smaller. 3. Similarity of task, if the task that the subordinates are performing is similar, then the span of control can be wider, as the manager can supervise them all at the same time. However, of course the capability of the supervisor has to also be taken into consideration.
42
Chain of command (Organizational Hierarchy chart)

The chain of command, sometimes called the scalar chain, is the formal line of authority, communication, and responsibility within an organization. The chain of command is usually depicted on an organizational chart, which identifies the superior and subordinate relationships in the organizational structure. According to classical organization theory the organizational chart allows one to visualize the lines of authority and communication within an organizational structure and ensures clear assignment of duties and responsibilities. By utilizing the chain of command, and its visible authority relationships, the principle of unity of command is maintained. Unity of command means that each subordinate reports to one and only one superior
Centralization/ Decentralization
Centralization is said to be a process where the concentration of decision making is in a few hands. All the important decision and actions at the lower level, all subjects and actions at the lower level are subject to the approval of top management. According to Allen, Centralization is the systematic and consistent reservation of authority at central points in the organization. The implication of centralization can be:1. Reservation of decision making power at top level. 2. Reservation of operating authority with the middle level managers. 3. Reservation of operation at lower level at the directions of the top level. Under centralization, the important and key decisions are taken by the top management and the other levels are into implementations as per the directions of top level. For example, in a business concern, the father & son being the owners decide about the important matters and all the rest of functions like product, finance, marketing, personnel, are carried out by the department heads and they have to act as per instruction and orders of the two people. Therefore in this case, decision making power remain in the hands of father & son. Decentralization is not the same as delegation. In fact, decentralization is all extension of delegation. Decentralization pattern is wider is scope and the authorities are diffused to Internship Report: Management 43
Tariq Gardens Housing Scheme the lowest most level of management. Delegation of authority is a complete process and takes place from one person to another. While decentralization is complete only when fullest possible delegation has taken place. For example, the general manager of a company is responsible for receiving the leave application for the whole of the concern. The general manager delegates this work to the personnel manager who is now responsible for receiving the leave applicants. In this situation delegation of authority has taken place. On the other hand, on the request of the personnel manager, if the general manager delegates this power to all the departmental heads at all level, in this situation decentralization has taken place. There is a saying that Everything that increasing the role of subordinates is decentralization and that decreases the role is centralization. Decentralization is wider in scope and the subordinates responsibility increase in this case. On the other hand, in delegation the managers remain answerable even for the acts of subordinates to their superiors.
Implications of Decentralization
There are fewer burdens on the Chief Executive as in the case of centralization. In decentralization, the subordinates get a chance to decide and act independently which develops skills and capabilities. This way the organization is able to process reserve of talents in it. In decentralization, diversification and horizontal can be easily implanted. In decentralization, concern diversification of activities can place effectively since there is more scope for creating new departments. Therefore, diversification growth is of a degree. In decentralization structure, operations can be coordinated at divisional level which is not possible in the centralization set up. In the case of decentralization structure, there is greater motivation and morale of the employees since they get more independence to act and decide. In a decentralization structure, co-ordination to some extent is difficult to maintain as there are lot many department divisions and authority is delegated to maximum possible extent, i.e., to the bottom most level delegation reaches. Centralization Internship Report: Management 44
Tariq Gardens Housing Scheme and decentralization are the categories by which the pattern of authority relationships became clear. The degree of centralization and de-centralization can be affected by many factors like nature of operation, volume of profits, number of departments, size of a concern, etc. The larger the size of a concern, a decentralization set up is suitable in it.
Formalization
Degree of formalization is the extent that roles are independent of specific personal attributes of individuals occupying the roles. Formalization tries to standardize and regulate behavior. Prior formalization can also reduce the stress of trying to build relationships between participants, and make roles and relationships more objective and external to participants. Formalization is an alternative to the information sociometric structure. It can in some instances separate personal feelings between participants from the work activities (in fact, some companies actively try to separate the two).
Work Specializations
Division of work or specialization The entire philosophy of organization depends on the concept of specialization. In specialization, various activities are assigned to different people who are specialists in that area. Specialization improves efficiency. Thus, organization helps in division of work and assigning duties to different people. Orientation towards goals Every organization has its own purposes and objectives. Organizing is the function employed to achieve the overall goals of the organization.
45
Tariq Gardens Housing Scheme Composition of individuals and groups Individuals form a group and the groups form an organization. Thus, organization is the composition of individual and groups. Individuals are grouped into departments and their work is coordinated and directed towards organizational goals. Differentiated functions The organization divides the entire work and assigns the tasks to individual in-order to achieve the organizational objectives each one has to perform a different task and tasks of one individual must be coordinated with the tasks of others.
Managing Change and innovation

Managing change and innovation means the organization how to settle their change and bring new innovation in order to meet the organization objectives.
Managing IT and communication

1 Communications management is the systematic planning implementing, monitoring, and revision of all the channels of communication within an organization and between organizations; it also includes the organization and dissemination of new communication directives connected with an organization, network or communication analysis Aspects of communications management include developing corporate communication strategies designing internal and external communications directives, and managing the flow of information including online communication. New technology forces constant innovation on the part of communications managers. As a manager, one must take a contingency approach to communicating with their employees and communicate on a personal level. Its the managers responsibility to determine if their employees personality falls under the following: Reactors, Workaholics, per sisters, Dreamers, Rebels, or Promoters.
Leading
46
Leadership Style
Leadership style is the manner and approach of providing direction,
implementing plans, and motivating people. Kurt Lewin (1939) led a group of researchers to identify different styles of leadership.
Power politics
Power politics is essentially a way of understanding the world of international relations: nations compete for the world's resources and it is to a nation's advantage to be manifestly able to harm others. It prioritizes national self-interest over the interest of other nations or the international community
Motivation
Motivation is the activation or energization of goal-orientated behavior. Motivation is said to be intrinsic or extrinsic. The term is generally used for humans but, theoretically, it can also be used to describe the causes for animal behavior as well. This article refers to human motivation. According to various theories, motivation may be rooted in the basic need to minimize physical pain and maximize pleasure, or it may include specific needs such as eating and resting, or a desired object, hobby, goal, state of being, ideal, or it may be attributed to less-apparent reasons such as altruism, selfishness, morality, or avoiding mortality
Controlling
Controlling approach 1 Control is one of the managerial functions like planning, organizing staffing and directing. It is an important function because it helps to check the errors and to take the corrective action so that deviation from standards are minimized and stated goals of the organization are achieved in desired manner according to modern concepts, control is a foreseeing action whereas earlier concept of control was used only when errors were detected. Control in management means setting standards, measuring actual performance and taking corrective action. Thus, control comprises these three main activities.
47
Controlling Standards Controlling is a four-step process of establishing performance standards based on the firms objectives, measuring and reporting actual performance, comparing the two, and taking corrective or preventive action as necessary. Control of operations Control of operations provides the complete control on all the procedures. Control of performance Control of performance has its object to control all the performance of the organization. Control of information and knowledge It control on all information and knowledge of the organization
Critical analysis
Contribution of Employee in decision making Motivation to employees Reward system Reduce the burden of work to shifting burden to others
SWOT ANALYSIS
48
Tariq Gardens Housing Scheme Tariq Gardens is one of the most thriving Housing Scheme at present in Pakistan. The organization is in the process of building itself into a force to consider. The Scheme is doing all sorts of new things in order to accumulate a set of distinctive competencies that could later on be transformed into a competitive advantage of considerable value. In this process of developing, striving, facing minor set backs and striving with even more zeal, the scheme enjoys some strengths, needs to improve upon some weaknesses, can exploit some opportunities and is hampered by few threats. This SWOT analysis of Tariq Gardens takes into consideration the external as well as the internal environmental structure of the Scheme and covers the following four aspects: Strengths Weaknesses Opportunities Threats
STRENGTHS:
Tariq Garden is considered to be a very sound Scheme in the financial circles. Word of mouth advertisement Bad debt rate is low Excellent customer service Phenomenal Growth Goodwill and trust Crucial Location Of site office Foreign investors
WEAKNESSES:
49

Tariq Gardens also has some weaknesses. But their number is much less than the
strengths of the Scheme. Following factors need attention of the management. Lack of advertisement through electronic media Few promotions Employees feel over burdened
OPPORTUNITIES:
Tariq Gardens has grown up its business with a very high pace and it has got tremendous popularity, even with in a very short span of time. There are many opportunities for the Scheme and by availing that it can stand amongst the other Scheme Capitalizing on IT Government patronage Growth in development
THREATS:
Excessive documentation Political Instability Competition from other scheme Terrorist image of the country Expectations of general public are very high. Slow product development process
50
Conclusion
The conclusion of Tariq Gardens is as follows:
Good Image:
Tariq Gardens has the benefit of having better reputation and image because of having the strength of privileged facilities and services and under the leadership of The Highness of Lahore Development Authority People feel lesser risk for investing their money with the Scheme.
World Class Services:

The Scheme is providing its customers world class and excellent services. This is the main reason for the growth of the scheme.
Coordination:
Meetings are held very frequently which keeps the head-office well informed about the performance of its Scheme and Site office and also provides officials with the opportunity to communicate, discuss and deals with different situations as they arise.
Employee Behavior:
The employees of Tariq Gardens Housing Scheme are very committed to their work. They are very hard working and punctual but some of them have problems with he environment of the Head office and they feel that the Head office environment is not very encouraging.
51
Recommendations
After doing internship of six weeks in Tariq Gardens Housing Scheme I have analyzed some problem in the Scheme. Following are my recommendations:
Web Site:
Tariq Gardens Housing Scheme has the web site, which has not been updated. The web site is very less informative and it wont leave a good impression on the visitor. So I suggest that it should be updated to meet the requirements of the visitors.
Marketing:
Tariq Gardens is not very prompt in its marketing like its competitors. Most of the people in Pakistan know nothing about the Scheme or its services so the Tariq Gardens should spend and concentrate more on its marketing through various communication channels.
Misdistribution of work:
In Tariq Gardens, there is misdistribution of work; some people are over burdened with the work. So I suggest that there should be fair distribution of work in all the departments.
Participative management:
Participative management concept should be adopted, where ideas from the employees should also be taken, not only for developing products but also on service, efficiency, employee morale etc. in order to improve them.
52
Split Units:
Tariq Gardens is a very well established scheme, but the number of air conditioners they have in the whole Head office is very less. Tariq Gardens should increase the number of its Split units, because summer stays longer in Lahore.
Appropriate Dinning Hall:

The major problem which I have faced in the office is of the lunch. In the surroundings of the Head office, it didnt have restaurants so the Tariq Gardens has its own dining hall. But there was no arrangement for the lunch in that dining hall so I think that there should be an appropriate dining hall.
Reference and Sources used

Different Website Sources www.google.com Secondary Data collected from different internship report
Annexes
53

Huda Report Management

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Huda Report Management

Uploaded by

Copyright:

Available Formats

Tariq Gardens Housing Scheme

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Submitted by: Huda Naeem MBA (Management)

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

1) Brief introduction of the Business Sector.

Internship Report: Management

Internship Report: Management

Tariq Gardens Housing Scheme

Overview of the Organization

2.1) Brief History

Internship Report: Management

Tariq Gardens Housing Scheme

Message from the President

Message from the Chairman

Message from the CEO

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

225 1125 2250 2700 4500 25 X 45 35 X 65 33 X 81 & 33 X 100 45 X 100 & 50 X 90

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

3.1) Organizational Hierarchy Chart

Internship Report: Management

Tariq Gardens Housing Scheme

TOP MANAGEMENT HIERARCHY

Internship Report: Management

Tariq Gardens Housing Scheme

Internship Report: Management

Tariq Gardens Housing Scheme

Site Office Staff

Auditors of Tariq Gardens:

Bankers of Tariq Gardens:

Internship Report: Management

Tariq Gardens Housing Scheme

3.2) Number of Employees:

3.3) Main offices:

Internship Report: Management

Tariq Gardens Housing Scheme

3.4) Introduction of all Departments:

Internship Report: Management

Weekly Report From____to