Internship Report by Farah ZakaINTERNSHIP REPORT Submitted To: Mrs. Saira Farooqi (Head of Business Studies Department) Submitted By: Farah Zaka BBA (Hons.) Session 2007-2011 Kinnaird College for Women, Lahore Kinnaird College for Women, Lahore 1 Internship Report by Farah Zaka EXECUTIVE SUMMARY A 6 week Internship Program is a requirement to be fulfilled for the completion of the BBA (Hons.) degree program at Kinnaird College. The purpose is to learn and indulge in professional working environment and observe the working conditions and learn to adapt and inculcate professionalism. For my internship in a business organization, I joined Unilever HPC factory, Rahim Yar Khan on the 6th of July, 2009 as an internee. I firstly had a meeting with the HR Assistant Manager, Mr. Usman Mir who gave me a brief review of the organization and its different departments. After having discussed with me, my interest in different subjects, he decided to place me in the Planning Department and introduced me to Mr. Farhan ul Haq and Mr. Abdullah who were my supervisors for the Internship Program. They introduced me to the department managers and then gave me a review of the projects that I was to work on. During my internship tenure of six weeks, I completed two projects in the Planning department and one assignment in the Human Resource Department.The projects that I have worked on will also be valuable to the management of my respective departments and will play their role in facilitating their activities. The purpose of this report is to explain what I did and learned during my internship period with Unilever HPC factory, Rahim Yar Khan. This report is also a requirement for the fulfilment of Unilever’s internship program. This report focuses primarily on the assignments handled, working environment, successes and shortcomings that I as an intern, encountered when handling various tasks assigned to me by my project directors. I hope that this report will enable my faculty at Kinnaird College to understand and comprehend what activities I performed and how I carried out my projects in Unilever HPC factory Rahim Yar Khan. Since the various parts of the report reflect the intern’s shortcomings, successes, observations and comments, it would be imperative that the recommendations are also given. Therefore, the report gives a number of comments and recommendations on the internship program. Kinnaird College for Women, Lahore 2 Internship Report by Farah Zaka PREFACE The mandatory internship in the BBA (Hons.) program is very beneficial to have practical exposure of how things really go in the market. Being a student who wants to polish her planning and human resource skills, the best place to gain the practical understanding of both these fields is, I believe, the manufacturing industry where inventory buying and stock keeping is planned on daily, weekly and monthly basis and hundreds of employees are recruited and their databases are managed in a highly systematic and orderly way. Hence I took the internship in Unilever Pakistan Ltd. which is the manufacturer of leading brands in foods, home and personal care and stands as a prominent name in the business world. I feel very fortunate to have been given the opportunity to work as an internee in Unilever, where I can gain first-hand knowledge of how the Company works. This experience will surely help me to identify the future course of my career. The absolute guidance and concern of higher management, friendly and motivating working environment with immense cooperation of the staff of all departments especially PP Planning and HR departments facilitated in making my internship a wonderful learning experience in all aspects which played its part well in grooming my professional skills. Mr. Farhan supervised the project of ABC Classification and Mr. Abdullah supervised me while I made the Three Week Shortfall Report. Through these projects, I was able to get direct interaction with the staff of personal products, personal wash, production, buying, distribution and human resource departments.Having completed the two projects earlier than the supposed time, I joined the HR department and worked on an assignment there with Ms. Bushra Asghar. After handing over that assignment, I prepared my report so as to explain what I did and learned during my internship so that my respected faculty at Kinnaird College could understand and comprehend the activities that I had performed. The internship report also includes some recommendations for Unilever’s Internship Program.The mandatory Internship Program for the BBA degree program helped me a lot in understanding the dynamics of organizational working and professional behavior. Thank You Farah Zaka ACKNOWLEDGEMENT Kinnaird College for Women, Lahore 3 Internship Report by Farah Zaka Infinite thanks to Allah Almighty Whose eternal mercifulness has made me what I am and helped me in whatever I have done during this internship tenure as well as in all other fields and chapters of my life. I am thankful to my parents for their unconditional love, prayers and for every piece of advice they gave me. I am obliged to the faculty of my institute, Kinnaird College for Women, Lahore, especially the Head of BBA department, Mrs. Saira Farooqi and my respected teachers Mrs. Manal Talat, Ms. Farhat Iqbal and Ms. Syeda Fizza Abbas who have always been a source of consistent support and have guided me at every step of my academic life in Kinnaird College. I am highly grateful to the Works Manager, Unilever Pakistan HPC, Mr. Shahid Rafique for giving me this opportunity to work as an internee in Pakistan’s greatest FMCG organization. I am thankful to my internship coordinators and supervisors Mr. Farhan ul Haq, Mr. Abdullah Masood and Ms. Bushra Asghar for always being there to guide and motivate every day of my internship tenure. Table of Contents Topic Kinnaird College for Women, Lahore Page No. 4 Internship Report by Farah Zaka 1. Introduction of Report ……………………………………………. 2. Introduction and History of Organization ……………………….. 3.Field of Activities ................................................................................ 4. Introducing the Department where I worked as an Internee…… 5. Work Done by Me.............................................................................. 6. Departments’ Description and Analysis.......................................... 5 6 12 13 31 37 7. Concluding Remarks for Analysis.................................................... 44 8. Observation about any Dilemma Faced by Organization……….. 45 9. Recommendations for Improvement…………………………........ 46 10. Conclusion………………………………………………………….. 47 1. Introduction of Report The practical training of getting firsthand experience of working in an organization is an essential exercise that all the business students are required to undergo. Kinnaird College for Women, Lahore 5 My objectives toward internship program were to broaden my horizon by applying my accumulated knowledge and skills in accomplishing my tasks. Also. This practical working experience is a complement to the knowledge acquired in classroom lessons. Moreover. Entering in the real working environment. I observed my strength and weakness while working. 2. team work and discipline. it was a time for me to learn about and appreciate the organization’s working structure. developed my socializing skills with organizational personnel especially my supervisors. Introduction and History of Organization UNILEVER Kinnaird College for Women. Lahore 6 . My first internship enabled me to gain experience and was my first step in my professional career.Internship Report by Farah Zaka The student performance during the training is assessed and considered as partial fulfilment of the requirements for award of Bachelor s degree by Business Administration in Kinnaird College’s Business Studies Department. In fact. Major brands include Knorr. The company enjoys a leading position in most of its core Home and Personal Care and Foods categories.1. Unilever PLC. In the world of consumer products Unilever Pakistan has created an indelible name for itself with brands such as Lifebuoy. Beverages (Tea) and Ice Cream. UK. Personal Wash. Unilever Pakistan (70.1 Unilever’s Mission “Unilever's mission is to add vitality to life. We meet everyday needs for nutrition. formerly known as Lever Brothers Pakistan Limited (LBPL) is a wholly-owned subsidiary of Unilever Overseas Holdings Limited. look good and get more out of life.2 Unilever Pakistan Ltd. Lipton and Magnum. Lahore 7 . UPL is a part of the consumer products giant Unilever. ice cream. Unilever Pakistan Limited (UPL). 150 million times a day. The company operates through 5 regional offices. Surf and Walls. e.Internship Report by Farah Zaka By far the largest consumer products company in Pakistan.4% Unilever equity) is the largest FMCG company in Pakistan.” 2. as well as one of the largest multinationals operating in the country. hygiene. Laundry. Unilever's foods business is the world's third largest after Nestle and Kraft. someone somewhere chooses a Unilever product.UPL was established some fifty years ago in the then newly created Pakistan. Unilever is one of the world's most successful consumer goods companies. 4 wholly owned and 6 third party manufacturing sites across Pakistan. The town of Rahim Yar Khan was the site chosen for setting up a vegetable oil factory in 1958 and that is where the first UPL manufacturing facility developed. including US-based Bestfoods. whereas its ultimate parent company is the consumer products giant.1. UK. Lux. Kinnaird College for Women. 2. and personal care with brands that help people feel good. margarine and tea-based beverages. It is a global leader in culinary foods. Personal Care. Following a series of high-profile acquisitions.g. Internship Report by Farah Zaka UPL was incorporated in Pakistan in 1948 as Lever Brothers Pakistan Limited and merged with Lipton in 1989 and Brooke Bond in 1997. It is listed on all the three stock exchanges of Pakistan. laundry. Lahore 8 . These acquisitions have further strengthened the distribution network of UPL. beverages. personal care. UPL has adapted Unilever global brands such as Lifebuoy. ice cream and spreads. Since 1998. Currently. for the last forty years. ice cream and beverage brands are offered for export. Lux. eg personal wash. UPL is the largest fast moving consumer products (FMCG) company in Pakistan. beverages (tea) and ice cream. It has increased its leading market position over the years. A wide range of home care. It is engaged in manufacture and marketing of home and personal care products. in most of its core home and personal care and foods categories. personal care. Surf and Walls to local consumer needs at affordable prices. Kinnaird College for Women. foods. Unilever Pakistan is being exported a range of products catering to the "external constituency". It became the largest ice-cream manufacturers in Pakistan through amalgamation with Polka in May 1999. the company entrusted with the responsibility of developing the Afghanistan business through a dedicated sales and distribution network. Vellani Non-Executive Director Mr. Qaysar Alam Executive Director Mr. Zaffar A. Ehsan A. Malik Chairman & Chief Executive Mr.1. Omar H. Karim Non-Executive Director Mr.3 Board of Directors Mr. Khan Kinnaird College for Women. Lahore 9 . M. Syed Babar Ali Non-Executive Director Mr. Fatehali W.Internship Report by Farah Zaka 2. 5 UPL HPC Factory.1. Lahore 10 . Syed Hashim Raza Zaidi Non-Executive Director Mr. West Wharf Road Karachi Brooke Bond Tea Factory Brooke Bond Nagar Khanewal 2.Internship Report by Farah Zaka Non-Executive Director Mr. Amar Naseer Company Secretary 2. Zarrar Haider Non-Executive Director Mr.4 Factories Home & Personal Care Factory Laghari Road Rahim Yar Khan Wall’s Ice Cream Factory 46 Km Multan Road Lahore Karachi Tea Factory 32. Rahim Yar Khan Kinnaird College for Women.1. 237 M2 BUILT UP AREA = 23998 M2 OPERATIONAL AREA = 5317 M2 STORAGE AREA MAIN HANGER (3 NOS) = 2665 M2 /HANGER OLD PRODUCTION STORE = 711M2 VIM FLOOR = 725M2 ONE HANGER AS MASTER WAREHOUSE. RAHIM YAR KHAN FACTORY TOTAL AREA = 110. UPL was established some fifty years ago in the then newly created Pakistan.SOAP = 100MT MOOSAC STORAGE = 208. It provides a pool of well-trained and highly motivated manpower to other segments and has introduced new and innovative technologies.CAPACITY. A residential estate situated near the factory is the home of UPL employees at Rahim Yar Khan. The town of Rahim Yar Khan was the site chosen for setting up a vegetable oil factory in 1958 and that is where the first UPL manufacturing facility developed. UPL is a part of the consumer products giant Unilever.4M2 RAW MATERIAL STORAGE CAPACITY SUNFLOWER OIL = 114MT Kinnaird College for Women.Internship Report by Farah Zaka By far the largest consumer products company in Pakistan. Lahore 11 . UPL HPC factory employs a large number of local managers and workers. Internship Report by Farah Zaka CNO/PKO = 600MT TALLOW 1.5R = 1240MT LIQUID C/SODA = 300MT LIQUID C/SILICATE = 155MT 3. Field of Activities Kinnaird College for Women. Lahore 12 .5R = 1400MT TALLOW 0. Internship Report by Farah Zaka Products Manufactured in HPC Factory The following UPL Products are manufactured in the HPC factory. 4. Introducing the Department where I worked as an Internee Kinnaird College for Women. Rahim Yar Khan. Lahore 13 . Managers select short.1. the plans serve to coordinate. RYK. The inventory stock is coordinated with the production or sales needs. Effective inventory planning is instrumental in reducing costs and increasing productivity. Inventory planning deals with planning the timely purchasing of ample amount of quantity of inventory that is required in the manufacturing of products in the HPC factory. the efforts of all parts of the organization toward the company's objectives.2 Functions of Planning Department Kinnaird College for Women. Lahore 14 .1. When implemented. managers in the Planning Department are primarily concerned with inventory planning. they are communicated throughout the organization. As the plans are made.1 Planning Department In the Planning Department of Unilever. 4. or meld together. In the HPC factory.Internship Report by Farah Zaka 4.and long-term objectives and draw up tactical and strategic plans to achieve those objectives. Lahore 15 . damaged and slow moving items Proposal initiation for provisioning and write off of items 4.Internship Report by Farah Zaka Planning Department performs the following functions:• • • • • • • • • Issuance of production plans Material Management Inventory Management Product Data Management Material Requirement Planning Follow-up material supplies Production reporting Identification of obsolete. support Finished goods inventory Market demand Production capacity Material inventory Number and amount of PR raised Number and amount of PO received Number and amount of PO pending Lead time Safety stock Upcoming holidays Actual sales vs.1.3 Planning Inputs • • • • • • • • • • • • • • • • Sales estimates Capacity of machines Product brand activities I. planned Schedule deliveries of material Kinnaird College for Women.T. It is sent in RF Planning department so that this department can make production plans to meet the estimated sales target. These estimates are of three types: • • • Sales estimates for the next year Latest sales estimates based on actual sales of last six months and planned sales for next six months Rolling Sales estimates (RSE) which is monthly estimates Responsible Persons Demand Planners Sales Department Kinnaird College for Women. Sales department describes its demand on the basis of product performance in the market and planning department describes its overall capacity to produce. Its objective is to achieve the ultimate goals of the organization. Sales estimate is a target of estimated/ forecasted sales. As a result of S&OP. It is a long term phenomenon. Lahore 16 . sales estimates are generated.2. Planning in RF starts when sales estimates are sent from the sales department in Head Office. 2.Internship Report by Farah Zaka 4. Sales and Operational Planning (S&OP) It is done to meet the ultimate targets of the organization. It is of long term nature. Sales and operational planning is done by collaboration of sales and planning departments in head office. it may last for many years.1 Planning Steps Standard Operating procedure of planning involves the following steps:- 1. Strategic and Business Planning Strategic and business planning is done at corporate level.2 Operating Procedure 4. MPS demands planner to have knowledge of everything regarding No. Lahore 17 .Internship Report by Farah Zaka Marketing Department Planning Department Factors under Consideration • • • • Past trends Statistical data Average sales Company target on monthly basis Master Production Schedule (MPS) Medium term planning starts here. Following major parameters are put into the system to get this MRP: On hand inventory Safety Stock Safety Time Kinnaird College for Women. MPS is updated time to time by taking inputs from sales estimates and rough-cut capacity plans. MRP is prepared on monthly basis and updated weekly. All calculated data is put into system to prepare MPS. Master production schedule is prepared every month for the next twelve months by the planning department in RF. MPS is fed into the system to get this MRP. of machines Capacity of each machine Changeover time Priority in product manufacturing Material Requirement Planning (MRP) Short term planning starts here. From monthly production plans.Internship Report by Farah Zaka Lead Time Production Quantity In planning department of Unilever MRP deals with Supplier planning (vendor requirement planning) Material planning Production planning (capacity requirement planning) Machine planning Labour planning Rough-Cut Capacity Planning Capacity planning is planning about capacity of machines i. Kinnaird College for Women. The monthly order status is multiplied by the usage sheet of product and a report “Analysis of weekly shortfalls” for three months is generated on system. purchase requisition is raised by planning department. Lahore 18 . the number of units that a machine can produce daily/weekly. From these plans weekly plans are prepared. Annual production plans are used to prepare quarterly and monthly plans. weekly production plans are prepared. Purchase Requistion On the basis of MRP. MOS states how much quantity of product is planned and on what date it should be produced. In this report it is stated that how quantity of an inventory item is required for a certain product. Manufacturing Order Status is prepared. MPS is also used to prepare the long term capacity planning and short term capacity planning.e. Short term plans are used to prepare the monthly capacity plans of time station. PR states the requirement of raw material for a particular product in the manufacturing process. In these plans. Lahore 19 . on the basis of money investment in each. ABC Classification “ABC classification is an inventory management technique that divides inventory into three groups A. 4. A group contains items with the largest investment. this group consists of 20% of the firm’s inventory items but 80% of investment in inventory.3 Inventory Management Techniques Numerous techniques are available for effectively managing the firm’s inventory. 2. Advantage of ABC Classification Planner becomes aware of the value and importance of inventory items and so he makes plans and makes decisions as per importance of the item. 15% and C class consists of a large number of items that require a relatively small investment. Typically.Internship Report by Farah Zaka Purchasing Order PR is sent to buying department. Objective of ABC Classification Objective of ABC Classification is to prioritize the most important items of inventory in descending order of their value of usage. B and C. planning department uses the following techniques: 1. In Unilever.” Unilever uses ABC inventory system to divide its inventory intro three groups A. The B class consists of items that account for the next largest investment in inventory. Purchasing activity is done by buying department in head office and production activity is controlled by manufacturing department. head office where further action of purchasing the material takes place. Material Requirement Planning (MRP) System Kinnaird College for Women. B and C in descending order of value and level of monitoring. Reorder Point The point at which inventory item is to be reordered is termed as reorder point. the bill of materials. Unilever’ Planning Department uses this MRP system to determine what materials to order and when to order them.Internship Report by Farah Zaka Materials requirement planning (MRP) system is an inventory technique that applies MOQ concepts to compare production needs to available inventory balances and determines when orders should be placed for various items on a product’s bill of materials. 4. inventory status and manufacturing process are prepared. It is expressed as: Kinnaird College for Women.4 Planning Parameters Lead Time Reorder Point Safety Stock Safety Time Order Period MOQ Lead Time Time from raising a purchase requisition to receiving material in material store after quality check where material is ready to use in production process. Lead time varies from item to item. Using MRP. The bill of materials is simply a list of all the parts and materials that go into making of the finished products. Objective of the MRP System The objective is to lower the firm’s inventory investment without impairing production. Lahore 20 . Advantage of MRP System The advantage of MRP system is that it enables the firm to consider its inventory needs more carefully. MRP applies MOQ concepts to determine how much to order. Lahore 21 . Safety Stock Personal Wash =1. It is also set by the supplier. It is termed as multiple order quantity.5 weeks Safety Time Safety time is the time for which safety stock is kept and used. Order period for most prioritized items is less.5 weeks Safety Stock 3rd party = 3.5 Flow Charts Kinnaird College for Women. Company requirement above MOQ is ordered in separate lots after the first lot. There is no need for placing another order in the same period. MOQ “Minimum order quantity is the minimum quantity level set by the supplier which is necessary to order by the company as first lot of first order.Internship Report by Farah Zaka Reorder Point = Days of lead time * Daily usage Safety Stock Safety stock is the extra stock which company maintains to prevent stock outs of important items. Order Period Order Period is the period for which ordered quantity is enough.5 weeks Safety Stock Personal products = 2.” Factors affecting MOQ Supplier batch size Logistic constraint Cost constraint 4. Order period for least prioritized items is more (Priority is based on ABC classification). Internship Report by Farah Zaka Kinnaird College for Women. Lahore 22 . Internship Report by Farah Zaka Kinnaird College for Women. Lahore 23 . F Dep. MGR Planning Ice Cream Nadeem Zubairi AM Planning I.P Supply Chain Qayser Alam Planning Director Shahab M.F Mr. Bashiruddin Dep. Mubashir Wasti AM Planning B.W & L.H.H. MGR Planning PP Ashfaq Ahmed JM Planning PP Dep. Ali Demand Planning Supply Planning Dep.Internship Report by Farah Zaka REPORTING STRUCTURE OF PLANNING DEPARTMENT DEPARTMENT CHAIRMAN Ahsan Malik V. Lahore 24 .C Kinnaird College for Women.C Talha Kidwai JM Planning PW AM Planning L.C Dep. MGR Planning B. MGR Planning P. MGR Planning Mr. Abdullah Kinnaird College for Women. Farhan ul Haq JM Ms. Rafhan) LHC (Laundr y Home Care) PW Personal Wash Glycerin e JM Ms. Rubina JM Mr. Shumila Skin Care Hair Care Oral Care Deodoran ts By Product Directed by Mr.Internship Report by Farah Zaka HEIRARCHY OF UNILEVER OF PLANNING DEPARTMENT DEPARTMENT UNILEVER HPC (Home & Personal Care) Foods (Ice Cream. Lahore 25 . Lahore 26 .Internship Report by Farah Zaka Kinnaird College for Women. Internship Report by Farah Zaka Kinnaird College for Women. Lahore 27 . Lahore 28 .Internship Report by Farah Zaka Kinnaird College for Women. Lahore 29 .Internship Report by Farah Zaka Kinnaird College for Women. Lahore 30 .Internship Report by Farah Zaka Kinnaird College for Women. Internship Report by Farah Zaka Kinnaird College for Women. Lahore 31 . 2 Explanation The ABC Analysis determines the relative value of a group of inventory items & categorizes them into the ranks of A.Internship Report by Farah Zaka 5.1. 5. Farhan.4 Tasks Performed for this Project Kinnaird College for Women.1. A class inventory contains items that account for 80% of total value.” 5.1 Definition “The ABC Classification of Inventory is basically a sorting of inventory items in descending order of their value of usage. Work Done by Me 5. 1 ABC Classification of Inventory My first project was based on the ABC Classification of inventories. Lahore 32 .1 Project No. Devoting Resources The Right Way ! This project was supervised by Mr. B and C. which I call. 5.1.1. B class inventory has around 15% of total value or 30% of total items. C class inventory accounts for the remaining 5% of total value or 50% of total items. The ABC Classification of Inventory is the technique used by the Planning for managing Unilever’s inventory. or 20% of total items.3 Basis of Criteria This criteria is based on Sales for Customers Usage for inventory Items and Frequency for Problems 5. Lahore 33 . B and C. I will categorize the inventory items in the Ranks A.1. determining policies for each category 5. 2. After getting the classification approved by Mr. I updated the system mfg-pro on the basis of the ABC classification. Safety Time. Divided the raw materials into ranks A.5 Benefits of this Project for PP Planning This internship project will be beneficial for PP PLANNING as in the course of my project. setting priorities. This will be useful in 1. Aligned Planning Parameters such as MOQ (Minimum order quantity. I performed the following tasks: Comprehended the ABC System & studied previous forecasted & actual weekly & annual plans. allocating controlling efforts according to ranks and 4. 5. rank B contained items that contributed to 15% of total value and rank C item contributed 5% of total value. Order Period and Review Period. Farhan. Calculated the cumulative percentages of both raw and packaging materials based on their value. LT (Lead Time). 2 Kinnaird College for Women. B and C such that rank A contained items that contributed to 80% of total value.Internship Report by Farah Zaka In this project.2 Project No. reducing inventory investment so that money remains available for capital investment and expansion 3. Lahore 34 . can make all the difference between a business operating at a profit or a loss. Calculated weekly requirement of raw materials used in PCP. 5. From this system. Unilever needs to maintain a significant stock of inventory because controlling that inventory and keeping track of it. Calculated weekly requirement of packaging materials used in RYK Kinnaird College for Women.2 Explanation For carrying out its business activities successfully. He always keeps up his sleeve a margin for the unexpected. 5.2. Acquired required information related to raw materials used in HPC factory 3.Arnold Bennett 5. He is never late.Internship Report by Farah Zaka THREE WEEK SHORTFALL REPORT For my second project. 5. This report enables the management to adopt a pro-active approach towards the shortfalls in inventory and stay high alert by forecasting expected shortfalls. the key is finding a balance between too little and too much and that is where the shortfall report plays its role.1 Definition The shortfall report is a report in which the predicted shortfall of inventory items is recorded in a systematic manner. "A first-rate Organizer is never in a hurry. 4.3 Source of Data The Product Development Department updates the data regarding the usage of inventory items on a system called MFG-Pro. Inventory deficiencies occur at different times in manufacturing industries. 5.2.2. I performed the following tasks : 1. Captured Information regarding shortfall reports 2." . Abdullah. When it comes to inventory control.2. This project was supervised by Mr. Calculated weekly requirement of raw materials used in RYK. the data is accessed by PP Planning and used in the preparation of shortfall reports.4 Tasks Performed for this Project In this project. I was assigned the task of preparing the three week shortfall report. Updated the data that I had been provided it by verifying it from MFG-Pro.5 Benefits of this Project for PP Planning This project of mine will help planning department as the weekly shortfall report prepared by me will make inventory maintenance and accounting a much easier task for the management. Linked the BOM file with the weekly shortfall report format used in PP Planning. 5.1 The Assignment Kinnaird College for Women. My report will result in reduction in the amount of time that needs to be allocated towards inventory management.2. 5. 9.3.Internship Report by Farah Zaka 6. Calculated weekly requirement of packaging materials used in PCP. 7. Prepared a report of bill of materials (BOM). Lahore 35 .3 Human Resource Assignment 5. 8. The report will also help in prevention of production delays. 5.3 Tasks Performed by Me for this Assignment For this assignment. xii. Sr # Token No. This file contained the following kind of information regarding each employee: i. For this assignment. v. I performed the following tasks: 1. I gathered the data regarding each employee of each contractor and compiled the information of employees of all contractors in that single file.3. vi. xiii. Name CNIC No. xiv. ix. iv. vii. viii.2 Sources of Data I was provided with separate files of third party contractors which contained data regarding the employees that had joined Unilever through these contractors. x. ii. Qualification Father's/Husband's Name Job Department Date of Joining Salary @ 2008 Service Contractor Type ESSI Status EOBI Status Date of Separation Kinnaird College for Women. 2. xv.Internship Report by Farah Zaka After completing my projects in the Planning Department. I was also provided with a file of complete reference data. Lahore 36 . Bushra who was supervising this assignment. I made a Microsoft excel based files and formatted it in accordance with the instructions given to me by Ms. I was given the task of preparing: SERVICE PROVIDER DATABASE SHEET 2009 5. xi. iii. I did an assignment in the Human Resource Department.3. Using the provided source files. Internship Report by Farah Zaka xvi.4 Benefit to HR Department by this Assignment This assignment will be useful for HR department as they will use those files to keep organized records of SP employees. which is responsible for initiating policies and Kinnaird College for Women. I updated the files.3. 5. Departments’ Description and Analysis The company is headed by the chairman who is assisted by a team of 7 members known as the manage committee. 3. Lahore 37 . 6. Remarks I made a list of the information that was missing in the provided files and after attaining that information. Arrangements of stationery and printing. the following departments are present to regulate the activities of the Unilever activities in the respective plant. Issuance and maintenance of stationery record. documents etc. Supply of product is monitored in such a way that there are minimum chances of shortage in supply. In Unilever RYK Distribution department performs following functions: Receives finished products from production departments. Kinnaird College for Women. In Unilever HPC Plant. which gives maximum results. implementation of policies and for ensuring that targets are reached. 6. Reporting to MC members are the Departmental heads who are responsible for advising the MC for planning.2 Distribution Department Unilever has a system. As well as their general management duties the MC members are each responsible for a specific function.Internship Report by Farah Zaka overall planning. Makes daily dispatch plan. Arrangements for the journey of management & non-management staff.1 Administration Department Unilever HPC’s Administration Department performs the following functions: Arrangements for providing for providing transport facility to management staff. 6. To provide entertainment to management during working hours. Lahore 38 . Receipts and dispatch of letters. Receives monthly or weekly Plans for distribution from Marketing & Sales 5partment HO. Distribution Procedure First of all production is transferred to distribution warehouse by the production department.Internship Report by Farah Zaka Arranges transport facility for delivery of products. Company has various sales depots located in different cities throughout the country. Such as: Faisalabad Karachi Wazirabad Lahore Rahim Yar Khan (central) Rahim Yar Khan (south) Dera Ismail Khan Multan Distribution department sends products directly to distributors or to sales depots as per instruction of sales department head office. Distribution department has two warehouses. Sales department makes sales Kinnaird College for Women. which are capacity wise 700+150 tons (for soap and personal products) and 500+200 tons (for cooking oil. Pays Excise Duty and arrange Provision for Excise Duty according to legalRequirements. Therefore products are dispatched according to the dispatch plan. Pays Sales Tax liability at the end each month up to 20th day of next month. Distribution department arranges the dispatch plan that is provided by the consumer services head office. Lahore 39 . One copy is sent to accounts department. and then the distributor make the product available to the wholesalers and at the end the product is transformed to the retailers to be purchased by the final customer. Rahim Yar Khan South depot covers the area of Baluchistan and Sind while Central covers the area of Punjab and NWFP.Internship Report by Farah Zaka contracts with different parties and supply by advising distribution in Rahim Yar Khan Factory. Lahore 40 . Distribution department Rahim Yar Khan Factory sends despatch plans to over flow depots. Sales department send plans for despatch to these depots which take necessary action according to plan. One copy of D. Distribution Channels Unilever has a centralized distribution system in which the products are distributed from one warehouse to the selected distributor of the company. All sales depots are controlled by head office. production is transferred to this depot. For all the despatches a despatch advice is prepared in which the full detail of the products are maintained. One copy is sent to consignee through transporter.A is sent to customer service head office. This depot arranges the supply accordingly. One is for distribution department Rahim Yar Khan One copy is given to transporter that is called acknowledgement. Five copies of despatch advice are prepared. SKETCH OF DISTRIBUTION CHANNELS Manufacturer Company warehouse Distributor Wholesaler Kinnaird College for Women. There is another depot named “over flow depot” in Rahim Yar Khan. When there is shortage of space in factory warehouse. Y. DFA.4 Finance Department Following functions are performed by Financial Accounts Department of R.Internship Report by Farah Zaka Retailer Customer 6. Traveling expenses vouchers and their record up to management staff Maintenance of working capital sheet on monthly basis Kinnaird College for Women.Khan Factory: Maintenance of fixed assets records including related reports Calculation of depreciation. Lahore 41 . Liquid Caustic Packing and Raw Material 6.3 Material Store Two main functions of material stores are: Receipt of Material Issue of Material MATERIAL RECEIPT PROCESS Material store receive two type of material Oil and Fat. Gross Book value (GBV) and Net Book Value (NBV) Capitalization and other schedules on yearly basis Allocation of manpower cost and depreciation to different location on monthly basis Maintenance of medical expenses. Journal Vouchers and their records Preparation of Reconciliation Statements 6. This department does the yield calculations of the followings: Soapery fatty acids Crude glycerin Refined glycerin Edibles For the calculation of yield.5 Costing Department This department provides very useful services to the company and is responsible for costing of the products. Lahore 42 .Internship Report by Farah Zaka Month wise preparation of sheet of credit sales of estate Shop Overhead Expenditure statement on monthly basis Month end work order report To keep record about the details of debtors and creditors of the company Preparation of various Debit and Credit notes. these elements are taken into consideration: Storage loss/gain Bleaching loss/gain Packing loss/gain Un-accounted loss REPORT OF COST DEPARTMENT Kinnaird College for Women. 7 Cash Office The objectives of cash office are: Provide payment facility to company’s employees and their parties (suppliers) Maintain the cash book and then reconcile it with bank statement Kinnaird College for Women. repair etc. When goods are bought from outside R. When any department of the factory want to purchase any item for production. Payment Department is also called APV (Accounts Payable Vouchers).Y. The purpose of this department is to make the arrangements for the payments of the factory liabilities.Internship Report by Farah Zaka Cost department looks into the yield and performance of the factory with the help of various reports.K. then it sends requisition to the buying department. These items can be purchased from R.K. which are purchase from RYK. Those items. 6. are called “local purchases” and the payments of such items are known as “local payments”. These are following: Daily stock report Production accounts Daily production report Power & Steam production report 6. Payment Department is one of them.6 Payment Department Different department of Unilever Rahim Yar Khan factory is working under Commercial Department. Procedure of Payment All payments have the similar procedure.Y. as well as from other cities of the country and some items are also imported. such purchases are known as “outside purchases” and payments of such purchases are called “outside payments”. Lahore 43 . controlling.8 Buying Department Following functions are performed by the buying department of RahimYar Khan Factory.O.S. To buy all engineering requesting items (all types of machinery & spare parts). Functions include Employment Transfer and Promotion Training Compensation Administration Health and safety Benefits and Services Kinnaird College for Women.Internship Report by Farah Zaka 6.9 Human Resource Department This department is responsible for appointing. Lahore 44 . motivati and training employees. seasonally for Karachi & Rahim Yar Khan Factory.C. Sales of scraped or surplus items of various department relating capital goods 6. To buy administration department requesting items. Purchaser of W. All types of factory purchases through buying department. Purchase of medicine for surgery. To buy all production raw materials including all types of material and packing material. purchasing and resource management are covered adequately in their respective departments. Kinnaird College for Women. Every issue and concern of the plant is given detailed attention and handled properly in the most organized way possible. Information flow is kept smooth within each department and team work is promoted. manufacturing.Internship Report by Farah Zaka Maintain relations with labor Human Resource planning 7. Concluding Remarks for Analysis The different departments in Unilever HPC are very well organized and structured such that all aspects related to planning. All organizational rules are strictly followed in each department. Safety and Hygiene concerns are given prime importance in each department. Lahore 45 . Observation about any Dilemma faced by Organization The only dilemma that I. Lahore 46 . created troubles for management as employees from one department would not allow an employee from another department to use their department’s computers. Kinnaird College for Women. This. as an intern. This creates ill-feelings between employees of different departments. observed was that information was kept so strictly confidential that information of one department wasn’t allowed to be conveyed even to another department of HPC Plant. at times.Internship Report by Farah Zaka 8. Recommendations for Improvement Although the internship program at Unilever is highly commendable but as they say that there is always room for improvement so there are a few things that I would like to recommend so as to make the internship program even more challenging. creative and useful. Lahore 47 . Kinnaird College for Women.Internship Report by Farah Zaka 9. all internees should be asked to attend a session in which a representative manager from every department gives the internees a brief review about his/her department so as to help the internees in deciding in which department they are more interested in working. At the beginning of the internship program. There should be weekly presentations where students may share their experience in Unilever to enhance their confidence and make them feel more of a part of Unilever. if any. Conclusion I feel that the internship program at Unilever helped me a great deal in learning the way work is done in organizations and also in understanding organizational culture and behavior. I am highly satisfied with the projects and assignment assigned to me as they were very knowledgeable. Most students are not much familiar with using Microsoft Excel. there should be a discussion session of the internees with the all the department managers where they may verbally express their successes and shortcomings and the problems encountered. 10. There can be some kind of fun activity once every week where students from different institutes may interact and develop their social and creativity skills.Internship Report by Farah Zaka The factory tour should be arranged in the first week of the internship session so that the internees have knowledge of the way the factory works to help them in their internship program. I observed that the Planning Department of Unilever HPC factory is responsible for:1. Managing material supplies processes and integrated sub-processes to ensure material supplies are in right place at the right time to meet commitments and deliver required levels of customer service. It was my first experience in the practical business world and I tried my level best to avail this experience to the maximum to enhance my skills. They should be given a training session for it in the first two days as all the working in Unilever is based on Microsoft Excel based files. At the end of the internship program. Kinnaird College for Women. Lahore 48 . Lahore 49 . Evaluating risks and opportunities and contributing to creation of costed contingency plans and scenarios with support of the finance team. There are three JMs in PP Planning. 5. Mr. materials stock holding policies and assumptions. The HR assignment was just as knowledgeable and it also had an element of creativity as I was given the chance to experiment and decide for a format that would best fulfil all the requirements of the assignment. The PW Planning is handled by Ms. 3. Kinnaird College for Women. the planning team in Unilever possesses objective analytical power. Deriving and influencing planning parameters. From what I observed. has market orientation. Through these projects. Rubina Naz performs follow-up activities. executing agreed manufacturing run strategy. Mr. product & customer knowledge and gives attention to details. learns from experience. influences others. I saw success every time my supervisors approved of my work. Abdullah deals with the planning of packaging materials. Their encouragement and motivation always boosted up my spirits and urged me to work more and more passionately and keenly. Creating rough cut capacity plans. Shumaila Sattar. Ms. I also got to know of some of my strengths and shortcomings. Understanding the inputs and components of inventory planning and using inventory planning models to derive stock policy for Finished Goods and Raw materials while also optimizing production and inventory to deliver demands plans.Internship Report by Farah Zaka 2. 6. Developing and communicating the master production schedule. Farhan ul Haq deals with planning of raw materials. The ABC classification and the shortfall report made me realize how important it is to keep things in a systematic and organized way and how useful it is to predict expect problems and shortfalls so that one stays prepared to take corrective actions. is committed towards its team. 4. materials requirements plans and consequences to the business. managing and communicating exceptions. I learned a lot through these assignments and thus I am highly grateful to my supervisors. Lahore 50 . working in Unilever was a highly learning experience. I learned it pretty quickly. My experience in Unilever as an internee was so wonderful that I find it very difficult to explain it in words. Overall. The managements’ hospitality. I learned a lot and enjoyed a lot as well. Mission & Strategy Building Custom Distributors Retailers Consumers Kinnaird College for Women. I learned the importance of being punctual. talking in low voices in the departments and keeping the organization’s internal information confidential.Internship Report by Farah Zaka My shortcomings included my inexperience of working and my unfamiliarity with using Microsoft Excel and mfg-pro but with the guidance and support of my supervisors. I observed the way managers communicate and work. politeness and support are highly commendable and it made the time spent there very memorable indeed. Their dedication and devotion for the organization really inspired me. I also learned the importance of discipline and abiding by organizational rules.