Table of Contents

Letter of Transmittal ............................................................................................................................. 2 AcknowledgEment ................................................................................................................................ 3 EXECUTIVE SUMMARY ....................................................................................................................... 4 Oracle E-Business Suite ........................................................................................................................ 5 HRIS MODULES ................................................................................................................................... 6 INTRODUCTION .................................................................................................................................. 6 PRODUCT/SERVICES ....................................................................................................................... 7 HUMAN RESOURCE DEPARTMENT AT SSGC .................................................................................. 8 HR-OD (ORGANIZATIONAL DEVELOPMENT) ............................................................................ 8 HR OPERATIONS: ......................................................................................................................... 8 STRUCTURE OF HR OPERATIONS ................................................................................................. 9 HUMAN RESOURCE INFORMATION SYSTEM (HRIS) .................................................................... 9 MAIN RESPONSIBILITIES OF HRIS ...............................................................................................10 INTEGRATION .................................................................................................................................10 SELF-SERVICE HR ...............................................................................................................................10 RECURITMENT CYCLE AND HRIS .................................................................................................... 11 RECRUITMENT PROCESS:.............................................................................................................. 11 RECRUITMENT PROCESS FLOW CHART ........................................................................................ 13 PERFORMANCE MANAGEMENT SYSTEM & HRIS .......................................................................... 14 SEPARATION CYCLE & HRIS ............................................................................................................. 15 FINANCIAL AND PAYROLL INTEGRATION ....................................................................................16 WORK SYSTEM MANAGEMENT .......................................................................................................16 LEAVE MANAGEMENT AND HRIS .................................................................................................... 17 BENEFITS ADMINISTRATION & HRIS .............................................................................................. 17 INTRODUCTION TO ONLINE BIDDING SYSTEM ...........................................................................18 CONCLUSION .....................................................................................................................................19

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Letter of Transmittal
28 Nov, 2010

Mr. Waqas Mehmood Course Teacher PAF-Karachi Institute of Economics & Technology

Dear Sir,

We are submitting the final course project of HRIS. As per your advice, the report is based on Human Resource Information System (SSGC). We are thankful to your guidance in the project, without which this could not be completed. We tried to cover both positive and negative aspect of this assigned topic. If there is any question in your mind, which requires clarification, we will be grateful to clarify it.

Yours truly, MARYAM NISAR SANA HUSSAN SUNDAS AMJAD

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AcknowledgEment
First of all we would like to thank Almighty Allah who has guided us the way for a bright future. We would like to acknowledge the help provided by our teacher to make this project a success.

Our teacher Mr. Waqas Mehmood has helped us a lot in the preparation of a project. He was always enthusiastic, energetic and eagerly teaches students the concept about HRIS with his theoretical and practical experiences.

We are also thankful to our parents who accommodated us for long hours to work in our project development and all the friends who equally encouraged us.

Last but not the least we would like to thank for the support and help we got from SUI SOUTHERN GAS COMPANY LIMITED.

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EXECUTIVE SUMMARY
Sui Southern Gas Company (SSGC) is Pakistan's leading integrated gas Company. The company is engaged in the business of transmission and distribution of natural gas besides construction of high pressure transmission and low pressure distribution systems. Being a large company it is necessary for SSGC to have an efficient system to maintain and update records efficiently so for this purpose SSGC has implemented ORACLE DBMS and ERP software.

This report helped us in gaining knowledge about different HR activities held at SSGC and software used to run these HR activities. SSGC uses integrated ORACLE e-business suite to run these processes. ORACLE is used for following HR operations: Recruitment Performance management Leave management Payroll Work system management

Oracle is integrated with financial and other heads in order to get more accuracy in information processing and up gradation. SSGC has gained many competitive advantages through implementation of oracle in HRIS. It has made the system more efficient and has helped them in satisfying their customers by providing different facilities to them. Oracle helped SSGC in reengineering their business processes.

Oracle helps human resource department to keep accurate and recent profile of all their employees and their performances that helps in further processing of activities. Integration of oracle with other functions helps SSGC to exploit many more savings opportunities and capture

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more values.

Oracle E-Business Suite

S.S.G.C is using Oracle E-Business Suite 11i as their ERP System. Modules of it are as follows: HRIS Inventory Management Financial & Payroll Billing Customer Care

1.

Human Resource Information System: The HRIS department uses the world famous Database Management Software Oracle to run its processes. It works on the concept of ERP (Enterprise Resource Planning), the HRIS had developed and molded the suite in order to fit and fulfill the needs of the department and Company as well.

2. Financial And Payroll Integration: The integrated Oracle E-Business Suite applications gave SSGC control over every aspect of its business. The finance department was one of the first areas to experience efficiency improvements. The automated system replaced paper-based processes and introduced a single point of data entry, ensuring information was more accurate and presented in a consistent format. SSGC went live with Financials, Purchasing, and Inventory Management in April 2005. The company is in the process of implementing the Manufacturing, Project Costing, Project Management, Payroll, Enterprise Planning and Budgeting, Balanced Scorecard, Enterprise Asset Management, Sourcing, Purchasing Contracts, and Order Management modules. It is also implementing a range of Business Intelligence tools for effective management reporting and control. Page HRIS AT SSGC |

Centralized data entries take place in system. Integrated Oracle Financials seamlessly with Oracle Utilities Customer Care and Billing to accelerate transactions and reportingimproving month end reporting from 60 to 70 days to 1 day. Provided suppliers with online tools to submit quotes via Oracle I- Supplier Portal.

3.

HRIS MODULES
Following are the modules of HRIS used by SSGC: Recruitment Performance Management Leave Management Payroll Work System Management

INTRODUCTION
Sui Southern Gas Company (SSGC) is Pakistan's leading integrated Gas Company. The company is engaged in the business of transmission and distribution of natural gas Page besides construction of high pressure transmission and low pressure distribution. HRIS AT SSGC |

SSGCL transmission system extends from Sui in Baluchistan to Karachi in Sindh comprising over 3,200 KM of high pressure pipeline ranging from 12 - 24" in diameter. The distribution activities covering over 1200 towns in the Sindh and Baluchistan are organized through its regional offices. An average of about 357,129 million cubic feet (MMCFD) gas was sold in 2006-2007 to over 1.9 million industrial, commercial and domestic consumers in these regions through a distribution network of over 29,832 Km. The company also owns and operates the only gas meter manufacturing plant in the country, having an annual production capacity of over 550,150 meters. The Company has an authorized capital of Rs. 10 billion of which Rs 6.7 billion is issued and fully paid up. The Government owns the majority of the shares which is presently over 70%. The Company is managed by an autonomous Board of Directors for policy guidelines and overall control. Presently, SSGC's Board comprises of 14 members. The Managing Director/Chief Executive is nominee of GOP and has been delegated with such powers by the Board of Directors as are necessary to effective conduct the business of the company.

CORE VALUES
Integrity Excellence Teamwork Transparency Responsibility to Stakeholders

PRODUCT/SERVICES
The organization being a Gas Company that has an autonomous body comes under semi government, under the service sector, providing the facility of natural gas that is being used on commercial basis as well as non commercial basis. It is used on daily basis in homes, factories, manufacturing plants, small shops (for welding purpose) CNG stations and E.T.C.

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HUMAN RESOURCE DEPARTMENT AT SSGC

The Human Resource Department of the organization is divided into two sub departments which are as follow along with their respective responsibilities. a) HR Organizational development. b) HR - Operations

HR-OD (ORGANIZATIONAL DEVELOPMENT)

This department deals with the organizational activities and works for the development of the employees, by arranging soft skill training program such as (who moved my cheese, high 5, Emotional Intelligence and E.T.C) which helps the manager and their heads to learn how to tackle different situations and what essentials are necessary for employees motivation and how can u implement it to get a better output. Recently yellow Hat an internal monthly magazine that is being routed via emails to everyone, it contains different pictorial sections of employees who attended the training session and participated in different activities, it also organizes movies not as source of entertainment but as a source of learning.

HR OPERATIONS:
The HR-Ops is mainly responsible for the execution of all the policies, procedures and guidelines as laid down by the HR-OD Department. The major functions which HR- Ops is responsible to conduct are: 1. Personnel Management, Performance Management System

2. Recruitment 3. Transfer/ Posting 4. Leave Management 5. Human Resource Information System (HRIS) 6. Separations

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STRUCTURE OF HR OPERATIONS
HR OPERATION S

RECURITMENT & SELECTION

HRIS

SEPARATION

LEAVE MANGEMENT

POSTING & TRANSFERS

CONFLICT MANAGEMENT

HUMAN RESOURCE INFORMATION SYSTEM (HRIS)

The development of HRIS is one of the milestones that SSGC has achieved, because the development of HRIS department has lubricated the process and fastens them as well. The HRIS department uses the world famous Database Management Software Oracle to run its processes. It works on the concept of ERP (Enterprise Resource Planning), the HRIS had developed and molded the suite in order to fit and fulfill the needs of the department and Company as well. The HRIS department contains each and every record of the employee which includes all the employees documents, the applications send to the company, notes send by the company, the PMS ratings, the history of employees salary, his/her past performance etc. In a nut shell it contains all the information regarding the employees and can be achieved with just few clicks. Since HRIS contains the confidential records and data regarding the employee that is why the entrance of unauthorized personnel is restricted in the room, and person must take permission of GM- HR Ops in order to enter the room. In 2001, HR department was centralized on the basis of Oracle HRMS. For this purpose exercise was done to transfer correct and verified data into Oracle HRMS. The verification of employees data starts with their personal records and then their promotions. Page According to Munawar Baseer Ahmed, Managing Director, Sui Southern Gas Company Limited HRIS AT SSGC |

Oracle not only provided an outstanding business management platform but helped us reengineer our business processes according to best practice guidelines. The advice given by the Oracle team was extremely valuable in assisting us to develop a business and technical framework for the future.

MAIN RESPONSIBILITIES OF HRIS

Record maintenances Record verification. Record alterations. Preparing reports and letters.

INTEGRATION
Integration of Oracle Financials with Oracle Utilities Customer Care and Billing to accelerate transactions and reporting. Financial Purchasing Inventory Management

Systems rights would only accessible to concerned person only, not other person opened it without permission.

SELF-SERVICE HR
This service is available for Managerial level only, not for every employee. Through MSS, managers can have the (allocated) freedom to enter, edit and alter the data and can generate reports as and when required. This seems to be justified as the size of the organization does not look like appropriate to have ESS (Employee Self-Service). Since the organization belongs to E&P (Exploration & Production) Industry, it involves large number of labor which may not be competent enough to use IS packages.

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RECURITMENT CYCLE AND HRIS

RECRUITMENT PROCESS:
The first and basic step is the process of collecting the Requisition Forms means it is an official form in which request is made. These forms are received from the department who want to hire employee(s) The form covers the basic criteria about the Job Description and Job Specification, afterwards the HR department evaluates those forms whether there is a need to hire the stated number of employees or not. Then further process is initiated after getting an approval from MD. The second step includes the activities like the internal or external circulars for job postings from the (Corporate Communication Department) which publish them. Then the resumes received from advertisement or HR approved Head Hunters are complied. The third step includes the main screening of resumes that screening is basically used to check whether the resumes arrange in a line or not. Than, afterwards according to requirements posted in advertisement. Then the short listed resumes are sent to the user department who has sent request for requisition to further short list the resumes. The user department gives back the short listed resumes to the HR department which are issued as Interview Call Letters. The short listed candidates then fill the Employment Forms, then photocopies of academic and career credentials of short listed candidates are collected. According to the needs the short listed candidates are called for the pre-interview scholastic tests to judge their academic achievements and skills .the Interview Panel is comprised of heads of the user department, HR Department and independent department. Then the Interview Panel develops the Interview Matrix in which comments are been written by the Panel. The letters are issued to the selected candidates after the approval of MD. After the appointment the detailed Memo is issued to the Medical Department in order to conduct the medical examination of the selected candidates. HRIS AT SSGC |

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Another memo is issued to the Security Services Department for the Security Clearance of the selected candidates as well.

SELECTION PROCESS:
Maintenance of the complete record of the employee as the employee joins the service and this record in maintained in the files of that employee and also in the Oracle Database; as well this record keeps maintained and upgraded as well as there is need to required. Issuance of Posting Order to successful candidates: Then Posting Orders are issued to the final selected candidates along with the Duty Assumption Forms. Memo to the Finance Department is also issued with copies of Appointment Letter, Duty Assumption Form through HRIS Orientation Programs are arranged and organized for the guidance of candidates Confirmation of employees after satisfactory completion of probation period: Memo is sent to each departmental head for the assessment and then response and feedback is collected from the user department either in positive or negative feedback through HRIS. And finally letter is issued by the HR department confirming the employee CC to the other respective departmental heads. Integration: The SSGC is integrated with other departments as well like the finance, marketing department etc

Observation:
The process of Recruitment is going on manually, until the Candidate would be finally selected. After that Employee ID would created and start recording and maintaining the data of him/her.

Recommendation:
Page Online recruitment and selection system should be implemented. Screening of applicants should be done through IS. As the process is too lengthy, so it should be precised and the HRIS AT SSGC |

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easiest way of doing this is, to convert it to automated process as Organization has the Database System.

RECRUITMENT PROCESS FLOW CHART

HR Plans

Manager/ Department Requirements

Job Opening Identified

Employee Requisition Form

Identification of Establishment Vacancy

Selection of Recruitment Channel

Job Postings

Advertisin g

Head Hunters

Preparation of Job Posting & Obtain Approval from User Department

Preparation of Advertisement & Obtain Approval of from User Department Obtain Approval from Competent Authority for Publication of Advertisement

Provision of Job Description, Job Specification & Departments Requirements

Obtain Approval from Competent Authority for Job Posting

Evaluation of Applicants by Head Hunters

Corporate
Job Posting on Bulletin Boards / Intranet Communication Department Publication of Advertisement in the Leading Newspaper

Receive Screened Applications along with Evaluation by Head Hunters

Receipts of Applications

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Data Entry of Applications in DBMS

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PERFORMANCE MANAGEMENT SYSTEM & HRIS

The PMS department takes into account three forms which are listed and described below: a) Performance Plan: This is a sort of an agreement that takes place between the employees and the departmental head. Under this form the employee list down the main tasks and objectives which he/she is responsible of doing and has to achieve in a certain period of time, these objectives in turn describes the employees overall job responsibilities of an employee. The departmental head takes into consideration these objectives and signs which shows that the departmental head agrees with the listed tasks and objectives. b) Mid Year Review Plan: The tasks and objectives on which both the employee and departmental heads agrees are reviewed on the Mid Year basis, the performance is reviewed in June-July. In the Mid Year review forms the half year had passed based on that the employee is evaluated that whether he/she is on the right path, whether he/she is achieving the desired targets or not. c) Annual Performance Review Plan: The Annual Performance Plans are reviewed and collected in June-July in which the annual performance of an employee is evaluated that whether the employee had achieved listed targets, whether he/she lacked behind or whether that employee exceeds the targets based on the weightage (points) against a specific target. The employee is given points which accumulates and forms a total percentage on which the employee is given remarks of whether BE, ME, EE or SEE. Comments on the Performance Review Form are given by (i) Initiating Reporting Officer, (ii) Senior Reporting Officer, (iii) Geographical Head, (iv) Departmental Head and (v) Divisional Head. Once the Performance Review Form is filled then all the promotions, increments in salary etc are done according to the points, not on the basis of any favoritism or biasness.

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Obersavtion:

Unfortunately, this system is also being done manually. When the process was ended the final data would entered in the system in each employees account.

SEPARATION CYCLE & HRIS

There is link between separation and HRIS, as whenever there is any appointment finalized, the entry made in the system from the date of joining and date of end of employment. The system takes all things in it pertaining employee data, while at the end of employment the system suspends employee, so that no benefits/salary etc can be availed by him/her.

Maintenance of salary record: According to Grade, employee is supposed to get per year increment and its responsibility of HRIS to make required amendments in employee data.

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FINANCIAL AND PAYROLL INTEGRATION

The integrated Oracle E-Business Suite applications gave SSGC control over every aspect of its business. The finance department was one of the first areas to experience efficiency improvements. The automated system replaced paper-based processes and introduced a single point of data entry, ensuring information was more accurate and presented in a consistent format. SSGC went live with Financials, Purchasing, and Inventory Management in April 2005. The company is in the process of implementing the Manufacturing, Project Costing, Project Management, Payroll, Enterprise Planning and Budgeting, Balanced Scorecard, Enterprise Asset Management, Sourcing, Purchasing Contracts, and Order Management modules. It is also implementing a range of Business Intelligence tools for effective management reporting and control. Centralized data entries take place in system. Integrated Oracle Financials seamlessly with Oracle Utilities Customer Care and Billing to accelerate transactions and reportingimproving month end reporting from 60 to 70 days to 1 day. Provided suppliers with online tools to submit quotes via Oracle I- Supplier Portal.

WORK SYSTEM MANAGEMENT

Record maintenances Record verification. Record alterations. Preparing reports and letter. Schedule assessments Track assessments Discovery management Record and close of employees data update HRIS database Document performance HRIS AT SSGC |

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Schedule repairs/improvement

LEAVE MANAGEMENT AND HRIS

Following activities takes place in leave management through ORACLE HRIS: Leave entries of employees in the databases Verification of the leave entries Development of Advices Dis-patchments of the leave advice This process keeps employees and executives updated about leave status of employees and help them in processing other HR activities.

BENEFITS ADMINISTRATION & HRIS

There is link between HRIS and Benefits administration. As basic salary, increments, allowances, attendance, leave, promotion cycle all are inter connected with the system, e-list would generated by system, all the criteria related to benefits are being updated in system, if not then salary/bonus/increments will not be released.

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INTRODUCTION TO ONLINE BIDDING SYSTEM

The company has successfully implemented significant international packages for business solutions such as; Oracle E-Business Suite (EBS), Customer Care and Billing (CC&B) and Geographical Information System (GIS). The company in its Endeavour for continuous improvement in technological updates now desires to extend technology through e-commerce with Oracle EBS to facilitate more than 2,000 local and foreign Suppliers, to eliminate manual collection and refund process of significant volume of Suppliers earnest money and to support the strategic sourcing by Online Bidding System. The Oracle Sourcing module is designed to work in tandem with the Oracle Sourcing Supplier module to perform all activities related to purchase of items for Sui Southern Gas Company Limited. Oracle Sourcing is the enterprise application that drives more and better sourcing through online collaboration and negotiation. It is a key component of Oracle Advanced Procurement, the integrated suite that can dramatically cut all supply management costs. After its implementation in SSGC, Oracle Sourcing has increased the sourcing bandwidth of procurement professionals, so they can exploit many more savings opportunities and capture more value from each. Online collaboration and negotiation makes it easy for experts from multiple organizations to exchange information, define requirements, conduct negotiation, and create new contracts. Buying professionals, business experts, and suppliers can all collaborate to create agreements that provide the best terms. As electronic commerce continues to grow, the company is about to launch business processes of Suppliers Bidding System Online with Oracle EBS through SSGCs official website. It is the first e-Procurement program that allows Public Sector (SSGC) buyers to conduct business electronically with their suppliers using a common technological platform; therefore this will

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lead SSGCs suppliers to participate in the bidding process globally via internet.

CONCLUSION
The Oracle Database (commonly referred to as Oracle RDBMS or simply as Oracle) is a relational database management system (RDBMS) produced and marketed by Oracle Corporation. SSGC implemented oracle e-business suite in their HRIS in order to get efficiency and accuracy in their business processes. It helped them get many competitive advantages as well as helped them in reducing their costs. SSGC faced following challenges before implementation of ORACLE: Provide a stable, scalable enterprise resource planning system (ERP) to support a rapidly

growing public utility Achieve a quick return on investment (ROI) with the much needed efficiencies in key business processes Standardize on industry best practices

SSGC faced these challenges successfully by adopting following strategies: Implemented a comprehensive ERP system from Oracle to automate manual processes,

eliminate duplicate efforts, and provide a unified system for key business data Achieved ROI for the entire system in 185 days, based on cost savings related to

acceleration of financial processes, decentralization of data entry, better control over budgets, staff reduction, and ability to drill down into data Integrated Oracle Financials seamlessly with Oracle Utilities Customer Care and Billing to

accelerate transactions and reportingimproving month end reporting from 60 to 70 days to 1 day Provided suppliers with online tools to submit quotes via Oracle i-Supplier Portal

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