Huda Report Management

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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: [email protected]

Internship Report: Management 1


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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.



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Dedication:

I Dedicated to The HOLY PROPHET (PBUH)



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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.



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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 areexplained 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.



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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 Volume2.4) Product lines..

2.5) Competitors

3.) Organizational Structure3.1) 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 ofyour 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



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Motivation

6.4) Controlling

Controlling approach

Controlling standards.

Controlling of operations

Controlling of performance. Controlling of information/knowledge..

7.) Critical analysis8.) SWOT analysis.

9.) Conclusion.

10.) Recommendations

11.) Reference and sources used12.) 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



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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.



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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 ofTariq 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.



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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.



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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.



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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 contributionto 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.



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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 GardensHousing Scheme = 1461 Kanal + 11.5 Marla

Division

Residential Area: 730 kanals

Commercial Area: 50 kanals

Parks & Open space: 102 kanalsPublic Building: 30 kanals

Graveyard: 29 kanals

Roads area: 518 kanals

Kanal Marlas Square Foot Dimensions

1 225

5 1125 25 X 45

10 2250 35 X 65

12 2700 33 X 81 & 33 X 100

1 20 4500 45 X 100 & 50 X 90



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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.



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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 ofTariq 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.



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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.



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Services

Carpeted Roads: Habib Rafiq has fully equipped with the latestmachinery 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.



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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



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TOP MANAGEMENT HIERARCHY


Chairman

CEO

Managing Director

Head of Department

CSO Admin Finance REC MIS


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Corporate Profile

Board of Directors

Mr.Usama Tariq Khan President

Mr. Khubaib Ahmed Chairman

Mr. HeshamUsama Khan Chief Executive Officer

Mr.Waleed Usama Khan Managing Director

Head of Departments

Miss Human Haroon Head of Coordination

Mr.Aman Mirza Head of MIS

Mr.Mohsin Khan Head of Finance

Mr.Mansoor Mirza Head of Records

Mr.Manzoor Mirza Head of Administration

Mr. Abdul Qadir Zahid Head of CSO

Other employees

Managing Coordination Officers

Management Information System Officers

Accounts officers

Record maintaining Staff

Administration Officers

Client Service Representatives

Exchange Operator



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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.



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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 4236Email:

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 policieswhich 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 workand disciplined



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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



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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



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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 andalso helps to coordinate their work.



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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.



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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.



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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: [email protected]

I did my internship in the Head office of Tariq Gardens Hosuing Scheme.



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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# Departments Starting

Date

Closing Date Duration

1. Administration 10 May, 2010 15 May,2010 5 days

2. MIS 17 May,2010 22 May,2010 6 days

3. Finance 24 May,2010 29 May,2010 6 days

4. Coordination 1 June,2010 5 June,2010 5 days

5. Client service 7 June,2010 18 June,2010 12 days

6. Records 19 June,2010 24 June,2010 6 Days



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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



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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. Follow-up Remarks

Transfer of plot

Possession of plot

Fard against plot

NOC for

Construction



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House Map Attestation & Issuance of RelatedDocuments

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



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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 banksBudgeting

Financial statementCost allocation

Account receivableBilling

Property inventory

Salary Slips

Administration

The Administrator department is responsible for the managing of employees. In myinternship program I perform the following functions:

Profile of the Administrator:

Managing of employees



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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 followingfunctions 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



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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.



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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



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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 sub-

units 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



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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.

Geographicdepartmentalization - 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, processdepartmentalization 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.



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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.



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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 isusually 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



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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 processreserve 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



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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.



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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



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Leadership Style

Leadership style is the manner and approach of providing direction,

implementing plans, and motivating people. Kurt Lewin (1939) led a group ofresearchers 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

MotivationMotivation is the activation or energization of goal-orientated behavior. Motivation is said

to be intrinsic orextrinsic. 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

1Control 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.

http://en.wikipedia.org/wiki/Motivation#Intrinsic_motivation_and_the_16_basic_desires_theoryhttp://en.wikipedia.org/wiki/Motivation#Extrinsic_motivationhttp://en.wikipedia.org/wiki/Hobbyhttp://en.wikipedia.org/wiki/Objective_(goal)http://en.wikipedia.org/wiki/Ideal_(ethics)http://en.wikipedia.org/wiki/Altruismhttp://en.wikipedia.org/wiki/Rational_selfishnesshttp://en.wikipedia.org/wiki/Moralityhttp://en.wikipedia.org/wiki/Deathhttp://en.wikipedia.org/wiki/Motivation#Intrinsic_motivation_and_the_16_basic_desires_theoryhttp://en.wikipedia.org/wiki/Motivation#Extrinsic_motivationhttp://en.wikipedia.org/wiki/Hobbyhttp://en.wikipedia.org/wiki/Objective_(goal)http://en.wikipedia.org/wiki/Ideal_(ethics)http://en.wikipedia.org/wiki/Altruismhttp://en.wikipedia.org/wiki/Rational_selfishnesshttp://en.wikipedia.org/wiki/Moralityhttp://en.wikipedia.org/wiki/Death


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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



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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:



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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 theScheme 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



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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 ofLahoreDevelopmentAuthority

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.



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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.



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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
http://www.google.com/http://www.google.com/