Reports

Jaffarsons Pakistan – Company Profile and Information Systems Study

by Ravi Magazine · Published 31st May 2015 · Updated 31st May 2015

COMPANY BACKGROUND

Jaffer Group of Companies (established in 1948) is a consolidation of 5 Companies

Jaffer Brothers (Pvt.) Ltd.
Jaffer Business Systems (Pvt.) Ltd.
Commercial Builders (Pvt.) Ltd.
National Insecticide Company (Pvt.) Ltd.
Shoa (Pvt.) Ltd.

We have selected Jaffer Business Systems (Pvt.) Ltd. for our term Project/Report in which we will be developing their Employee Training Application.

Jaffer Business Systems

The Automated Business System Division was incorporated as an independent company early this year. Some of the systems of the Jaffer Business Systems.

Systems and Allied products
- digitalâ’s scaleable Alpha System combined with Intelâ
- Applications from digitalâ’s worldwide partners, Oracleâ and Microsoftâ.
- Dataproducts’ printer to UPS’s from Exide Electronics.
Document Management
- Solutions from Xeroxâ the Document Company.
Consulting
- Commercial-off-the shelf (COTS) Financial and Manufacturing Applications from Oracleâ and other world class companies.

PROBLEM STATEMENT

The Project is of the Human Resource department where the database is divided into four main parts:

Employee Information
Application Information
Medical Information
Training Information

Our Project deals with the database for Employees’ Training Program. The company has recently done a study of the Training Application for its client Pakistan Petroleum Limited (PPL). The idea has also been proposed to and approved by the management for developing a similar system at Jaffer Brothers.

The existing manual system the HR department was following failed to organize and schedule courses for its employees as suggested by the department supervisors for their subordinates.

The company faced problems in keeping track of the employee training information. The information was kept in files, which were difficult to handle for each particular employee. It was also very difficult to check whether the candidate could do a particular course or not. The training information is also used in the career development of the employee.

It was also difficult for the HR department to keep track of all the trainees and courses in a particular session and to find particular information, for example which courses a particular employee had done, which was a real hassle.

LIST OF SPECIFIC PROBLEMS AND JUSTIFICATION OF NEW SYSTEM

Specific Problems

Difficulty in record keeping and retrieving
Existing system was time consuming and inefficient
Training program was not very effective
Manual procedures were difficult to follow and hard to manage
Difficulty in checking whether the candidate fulfilled the basic requirements for a particular course
It was also difficult to retrieve information about a particular course held some time back

Justification of new system

The new system will help the HR department in keeping records and will save time in retrieval of information. This will make it easier for the HR department to arrange courses and check whether a particular employee is eligible to take a particular course or not.

The candidates can be given priority based on whether they have appraisals from their supervisors. This makes it easier for the HR department to make a decision on which employees to enroll for a particular course. With this system the company can information of previous training courses held, when they were held and who were enrolled for them.

STATEMENT OF PURPOSE

“This system maintains a training schedule and a database for employee training records.”

LIST OF FEATURES & EXPLANATION

Features for logging important information

Logging information of two types of data records – Static & Dynamic
Static Data:
To maintain trainee’s information
To maintain Training course list
To maintain list of Pre-requisite
To maintain trainers list
To maintain list of training centers

Dynamic Data:
To enter post test results of the trainee
Logging information of course schedule

Features for conducting business

To register trainee tentatively in the course as recommended by the supervisor
Check whether vacancy is available for a particular course
Check pre-requisite of a particular course for a particular employee
To make a schedule for a particular course as specified by the user

Features for analyzing business results

To Assess trainees’ performance
To check for institution offering the course
To assess the trainer performance quantitatively (i.e. observers comments)

Features for working with interacting system

There is just one manual system that the company uses to enroll employees in a particular course

Appraisal

EXPLANATION OF THE LIST OF FEATURES

To maintain trainee’s information

The trainee information will be maintained to keep track of the courses that a particular employee does after joining the company.

To maintain Training course list

This will help the company keep track of all the courses that they offer and the various courses offered in different training centers.

To maintain list of Pre-requisite

This information is needed to check whether an employee can take a course or not.

To maintain trainers list

This will help in maintaining the information of the trainers in an organized manner.

To maintain list of training centers

This keeps the information of the training centers that are usually hold the training courses. These include the training centers in Pakistan and outside Pakistan.

To enter post test results of the trainee

To help the HR department in keeping the information of the trainee ‘s progress in a particular course.

Logging information of course schedule

Information of the courses, that are scheduled for a particular session, that are scheduled for the year.

To register trainee tentatively in the course as recommended by the supervisor

The supervisor of a particular department gives an appraisal for the registration of a particular employee for a course. The trainee is then tentatively added to the list if there is available space in the course.

Check whether vacancy is available for a particular course

The space is checked in a particular course by subtracting the number of enrolled students by the maximum number of students that can be enrolled in a course.

Check pre-requisite of a particular course for a particular employee

For particular courses the employees are supposed to do pre-requisite courses and it has to be checked whether the employee has done the pre-requisite course or not.

To make a schedule for a particular course as specified by the user

The schedule for a particular course is to be made by the HR department, the training center, trainers are also finalized and a report generated.

To Assess trainees’ performance

The performance of the trainees is done through the grades that they receive in a course. The HR department keeps this record and also information regarding their completion of the course.

To check for institution offering the course

To report which institutes offer this course and who have offered it in the past.

To assess the trainer performance quantitatively (i.e. observers comments)

The trainer is evaluated after each course tentatively by an observer who gives his remarks, which are added to the trainer’s records.

System Interaction – Appraisal

The system interacts with a manual system i.e. the Appraisal system, which is used by Supervisors of particular departments to recommend their employees for a particular course. They basically fill out a comprehensive form, which gives information on which course to arrange for a particular employee, sometimes the course is arranged due to submission of one or more Appraisal forms.