In Human Resource Management (HRM) cycle as well as in any organization, training and development system plays an important and vital role in achieving organizational mission and vision, goals and objectives. Organizations today consider the HR department as the critical source of making development amongst the employees to lead the organization to the success.
NATURE OF TRAINING AND DEVELOPMENT
In simple terms training and development refers to imparting of specific skills, abilities and knowledge to an employee. A formal definition of training and development is… it is any attempt to improve current and future employee performance by increasing an employee’s ability to perform through learning, usually by changing the employee’s attitude or increasing his/her skills and knowledge. The need for training and development is determined by the employee’s performance deficiency, computed as follows:
Training & Development need = Standard performance – Actual performance.
It is a subsystem of an organization. It ensures that randomness is reduced and learning or behavioral change takes place in structural format. Before starting any Training method we should state Mission, vision of the company and what are the clear objectives we are looking after the training methods get over.
Purpose and Goals
The purpose of the training and development function is to:
- Organize and facilitate the learning process.
- Expedite acquisition of the knowledge, skills, and abilities required for effective job performance.
- Provide employees with career growth opportunities consistent with corporate goals, objectives, and strategies.
Training and employee development programs are designed to be effective, efficient, and timely, using sources, methods, and strategies consistent with the following goals:
- Ensure the availability of human resources to meet present and future organizational needs.
- Ensure linkage with corporate goals and business strategies.
- Provide learning experiences that are responsive to the training and development needs of Postal Service employees.
- Make instruction timely, using the most cost-effective methods.
- Reduce organizational training costs while increasing learner retention and proficiency.
Training and development activities are planned on the basis of need and demand to enable employees to meet one or more of the following objectives:
- Upgrade or maintain proficiency in their current jobs.
- Learn new postal systems, procedures, or technologies.
- Acquire job-related knowledge, skills, and abilities after selection for or assignment to a specific position or duty.
- Develop knowledge, skills, and abilities as part of a succession planning system.
- Obtain and enhance knowledge, skills, and abilities unrelated to their present duties in order to attain self-determined goals or career objectives.
Background of The Study:
In today’s rapid changing business environment. Organizations have to respond quickly to requirements for people. Hence, it is important to have a well-defined training and development policy, which can be executed effectively to get the best performance from the employees. This case lets discuss the importance of having an effective training and development policy.
Importance of The Study:
Effective training and development system is very necessary to the organization. It enables the company to have high-performing employees who are also satisfied with their jobs. Development is the process of transition of an employee from a lower level of ability, skill and knowledge to that of higher level. This transition is influenced by education, training, work experience and environment. This will improve value of individual employees in terms of his/her self-development, career growth and contribution to the organization.Effective training and development system is not only the a step towards organizational excellence, but an important cost control mechanism as well.
Origin of The Report:
This report is an internship report prepared as a requirement for the conclusion of the MBA program. As per requirement of MBA program of International Islamic University Chittagong, Dhaka Campus of department of Business Administration, after completion of 37 credits a student has to complete an 8 weeks internship program. Mr. Md. MusharrofHossain, Faculty Member, International Islamic University Chittagong, Dhaka Campus assigned this internship report to me . This report is originated as the practical fulfillment of my MBA degree of IIUC and the topic is “The Training and Development Process of Beximco Ltd.” To prepare the report, I have taken necessary assistance from HR Department of Beximco Textile and Apparel Division.
Objective of The Report:
The main objective of this report is to find the training and development procedures of Beximco Limited. To find the main objective other supportive objectives are as follows:
- To assess the philosophy of organization’s training and development.
- To assess the job evaluation procedure of the company.
- To know the methods of identifying training needs.
METHODOLOGY OF REPORT:
The study is performed based on the information extracted from different sources collected by using a specific methodology. This report is analytical in nature. To prepare the report on training and development policy and procedure of Beximco Ltd. the information has been collected from primary and secondary sources.
Primary source: Information has been collected
- mainly through a survey on questionnaire.
- The company’s training manual.
Secondary source: Information has been collected from-
- Various study reports.
- relevent books, journal and printed materials.
- Website of the company.
Scope of The Study:
The report will mainly focus on the basis of the steps taken by “BEXIMCO LTD” for its Human Resource Development. It will also focus on their employee perception of the organization.
After studying that whole report anyone can learn and get understand about “The Beximco Ltd.” HR development level.And how they can help further their employee development.
Limitations of The study:
The study has suffered from a number of barriers:
- Time was major limitation or factor while preparing the report.
- Most of the employees are not very willing to give the answers of the questionnaire. They take it as threat for their job.
- The employees were afraid of providing the correct answer due to lack of confidentiality.
- Some of the respondents copied the answers from the other respondents.
- Given time was not enough to complete the report.
- Most of the time the officials were busy and were not able to give much time.
Taking Bangladesh to the World…
Today the BEXIMCO Group (“BEXIMCO” or the “Group”) is the largest private sector group in Bangladesh. BEXIMCO was founded in the 1970’s by two brothers – Ahmed SohailFasiurRahman and Ahmed Salman FazlurRahman. Since the early days, the Group has evolved from being primarily a commodities trading company to a leading, diversified group with a presence in industry sectors that account for nearly 75% of Bangladesh’s GDP. BEXIMCO’s corporate mission is “Taking Bangladesh to the world”.
As BEXIMCO has grown over the years, the flagship platform now has operations and investments across a wide range of industries including textiles, trading, marine food, real estate development, hospitality, construction, information and communication technologies, media, ceramics, aviation, pharmaceuticals, financial services and energy. The Group sells its products and services in the domestic Bangladesh market as well as international markets. BEXIMCO is the largest employer in the private sector in Bangladesh and employs over 48,000 people worldwide.
The BEXIMCO name has now become one of the most recognizable brand names in Bangladesh. It is synonymous with innovation, trust and quality. The Group consists of four publicly traded and seventeen privately held companies. The publicly traded companies – Bangladesh Export Import Company Limited, Beximco Pharmaceuticals Limited, Shinepukur Ceramics Limited and Beximco Synthetics Limited – have a combined market capitalization of approximately $702.25 million. The Group had total revenues of $834 million in the year ended December 31, 2010.
BEXIMCO encompasses one of South Asia’s largest vertically integrated textile and garment companies. The Textile division is a fully integrated manufacturer of cotton and polyester blended garments for men, women and children, both for domestic and export markets. BEXIMCO is also the largest exporter of pharmaceuticals in Bangladesh with a presence in 45 countries. The Pharmaceuticals division manufactures and sells generic pharmaceutical formulation products, active pharmaceutical ingredients (API) and intravenous (IV) fluids. The Group is also the largest ceramics exporter and has an investment in GMG Airlines, the largest private commercial airline in Bangladesh and in Unique Hotels & Resorts, which owns the Westin Hotel in Bangladesh.
State-of-the-art manufacturing plants located in the vicinity of Dhaka provide the Group with a highly cost effective manufacturing base. A majority of its plants are in the BEXIMCO Industrial Park, a vertically integrated self-contained facility. This facility provides ready access to captive power generation, water purification, liquid nitrogen, waste water treatment and other key infrastructure. The Group’s global clients include some of the world’s best known brands including BT, BASF, Chevron, Calvin Klein, H&M, JC Penney, Macys, Zara, UNICEF, Royal Doulton and Villeroy&Boch.
BEXIMCO is well positioned to capitalize on strong growth across industries in both the domestic and global markets. Each Group company is managed by an independent, professional team with significant depth of experience. Management teams have established a clear strategic plan that will further strengthen the overall platform. BEXIMCO intends to leverage its market position and global scale, further diversify operations into highly profitable sectors, capitalize on the domestic growth opportunity and selectively pursue international opportunities going forward.
In recognition of its corporate success and creation of shareholder value, the BEXIMCO Group has and continues to make significant contributions to Bangladesh’s society. Sponsored organizations include “Proyash”, a specialized institute that works for the holistic development of children with special educational needs and “GonoSahajjoSongstha”, an institution that provides education for the underprivileged. BEXIMCO was also an official sponsor of the Bangladesh National Cricket team for the ICC Cricket World Cup 2011 and also the official title sponsor of the FIFA friendly match between Argentina and Nigeria held in September, 2011.
Thename “Bangladesh,” meaning “Country of Bengal,” is derived from a Hindu word signifying “wetland.” Located north of the Bay of Bengal, this low-lying delta in South Asia is the largest wetland in the world, having a total area of 144,000 square kilometers. With an estimated population of more than 153 million as of July 2008, Bangladesh is among the world’s poorest and most densely populated countries.
The textile industry in Bangladesh has been an important contributor to the economy for centuries, and today is one of the country’s most crucial economic sectors. According to the country’s Ministry of Textiles and Jute, its textile and apparel industry encompasses textile processes from spinning; weaving; knitting including hosiery and knit dyeing; dyeing and finishing; yarn dyeing; and sewing thread; up to the final outputs, including ready-made garments and nonwovens such as technical textiles.
Taken as a whole, the textile industry is Bangladesh’s number-one export earner, accounting for approximately 80 percent of the country’s exports and foreign exchange earnings. Although jute, cotton and other textiles constitute some of the country’s principal industries, the ready-made garments (RMG) sector is by far the largest export-oriented manufacturing industry in the country. The sector employs roughly 2.5 million workers, 80 percent of whom are women.
Beximco Apparels Limited (BAL) a member of Beximco Group started its commercial production in March 1985 under the name of Comtrade Apparels Limited as a joint venture project between Comtrade Limited of Lausanne, Switzerland and Beximco Group. Comtrade Apparels Limited name has been changed to Beximco Apparels Limited since January 01, 1997.Beximco Apparels Limited is a 100% export oriented garment industry, located at Shantibagh (Rajarbagh), Dhaka. It produces over 2.5 million pcs of high quality men’s dress/casual shirts and ladies blouses for prominent brands and retails in USA, Canada & Europe.Beximco Apparels Limited is managed by a group of professionals’ aims at producing high quality garments through an effective quality control system right from sourcing of fabric to end product. The company employed 876 employees as of February 01, 2009. The company’s largest division is Textiles, which is a fully integrated manufacturer of cotton and polyester blended garments for men, women and children, both for domestic and export markets.Over the years, BEXIMCO has developed in-house design capabilities with teams based in Bangladesh and Spain. . Furthermore it has partnered with some of the world’s renowned design institutes, including Fashion Institute of Technology, Parsons, London School of Fashions, NIFT and NID, for access to talented designers.Bextex Ltd. is the most modern composite mill in the region. Bextex Ltd. has an installed capacity of 288 high-speed air-jet looms in its weaving section and a high-tech dyeing and finishing section with a capacity of 100,000 yards of finished fabric per day. This company is located at the Beximco Industrial Park .
Bextex Ltd. has a state of the art composite knit fabric production mill, which serves the growing needs of high-quality knit garments exporters in Bangladesh. The project was set up as a state of the art knit fabric knitting, dyeing and finishing facility. During the year the Company produced and sold high quality of knit fabrics and bringing forth all the latest in hard and soft technologies in knitting, dyeing and finishing of knit fabric.
Bextex Ltd. also has a cotton and polyester blended yarn-spinning mill, with 122,000 spindles is one of the largest spinning mills of the country. The mill was set up to feed the country’s export oriented industries.
Bextex Ltd. produces specialized finishes of denim cloth for export in finished as well as cloth only form.
BOARD OF DIRECTOR:
Structure/Organogram of the Training Section
Sr. General Manager
Head of Human Resources &Training .
Ahmed Shah Alam
Human Resources & Training
M. S. Alam
Training & Development
MISSION AND VISION OF THE COMPANY
BEXTEX Ltd. is a full service vendor with strong vertically integrated production facilities as well as creative & analytical capabilities which clearly sets us apart from most other South Asian vesndors.
• Gain market leadership in high value added apparel in USA & Europe .
• Use “Innovation” & “Speed” as prime drivers, rather than cotton & cheap labour .
• Dominate these markets in high quality :
- Men’s, Women’s , Children
- Shirts ( Dress & Casual )
- Blouses ( formal & casual ) , Skirts, Jackets
- Jeans & Casual non – denim bottoms
- Knitted tops &bottoms .
Our Commitment to the Environment:
Our company is very committed to preserve a healthy and pollution-free environment. It has a very efficient waste collection and disposal system. In order to reduce air pollution by exhaust of gas from engine-generators, it maintains a costly plant that uses the exhaust gas to generate steam for chilling unit. Above measures not only help keep the water & air free from pollution but also help save cost of water treatment & air conditioning. Our company uses only AZO-free dyes and is dedicated to ensure a healthy and eco-friendly environment.
TRAINING AND DEVELOPMENT PRACTICES
IN BEXIMCO LTD.
CONCEPT AND THEORETICAL FOUNDATION:
Training refers to the methods used to give new or present employees the skills they need to perform their jobs. Training is a hallmark of good management. Having high potential employees does not guarantee they will succeed. Instead, they must know what the organization want them to do and how. If they donot, they will do the jobs their way and do nothing productive at all. Good training is vital.To achieve any company’ objectives, qualified personnel are needed to be ensured at all level in an organization.
It has been proved over and over again that for a company the most important resource is human resource. As explained in the ‘Study of Organizational Behavior’ each human is different and is valuable treasure. These qualities of the human resource are unveiled through Trainingand Development process. Without having a systematic and well-organized training and development procedure, a company cannot get the best performance.
Training is a learning experience that seeks a relatively permanent change in an individual to improve the ability to perform the job. Training is mainly present-day oriented and it focuses on individuals’ current jobs, enhancing those specific skills and abilities to immediately perform their jobs.
Training refers to the teaching and learning activities carried on for the primary purpose of helping members of an organization to acquire and apply the knowledge, skills, abilities, and attitudes needed by that organization. Training is the act of increasing knowledge and skill of an employee for doing a particularjob.Employee training tries to improve skill or add to the existing level of knowledge so that the employee is better equipped to do the present job or prepare him/her for a higher position with increased responsibility.
Purpose:The purpose of Training is to:
¨ Increase the effectiveness of the employee.
¨ Make individual employee more efficient in his/her work.
¨ Bring consistency in job execution.
¨ Help the employees in their career development. In other words it paves the path of individual growth.
¨ Increase overall organizational effectiveness.
This Specification provides guideline for training program at Beximco Textiles Division focusing on the following areas:
¨ Process for Training Requisition
¨ Training Resources
¨ Types of Training
¨ Training Method
¨ Training Evaluation and Certification
¨ Training Document Management
Training Need Identification and Training Plan
Each department identifies their minimum and maximum number of trained personnel needed for various levels of certificate; this number may vary time to time depending on the production volume and the required headcount of the area. Department identifies the training gaps based on their current certification status and the required number of certified personnel needed to effectively run the area.
Objective of the Training Plan has two folds :
¨ To ensure training program is implemented in all the units under BTD as and when required.
¨ To optimize the utilization of training resources which in turn reduces costs and increases operational efficiency.
Once a new Worker is recruited a training need is identified by the department and a Training Requisition Form, is signed by the Department Head is to be filled out and forwarded to the Training Department within 15 days of his joining date. Requester specifies the tentative training start date and the trainer to be appointed for the training though it all depends on the trainer availability. A Trainee cannot be the requester of the training.
Beximco Textiles Division utilizes mainly Peer Trainers as the training resource. However, in some technical areas like Quality Assurance or Maintenance, executive trainers are utilized. The Trainers are the identified training experts within the area who are knowledgeable, skilled, and are trained as a Trainer through a ‘Train the Trainers’ workshop. Basic understanding of human psychology and relevant communication methods are taught in this workshop. They follow specific methods of training required to train the trainee considering their learning styles. After successful completion of the Trainer’s workshop, Peer Trainers are awarded with certificate which in turn authorizes them to train the trainees.
Training is to be conducted one on one, meaning one Trainer trains only one trainee at a time. Though if needed, dual training (2 trainees with 1 trainer) might be conducted or any other exception should be done upon approval of the Department In-Charge and the Head of the Training Department.
Beximco Textile Division primarily depends on “On the Job Training” to develop skills for their manpower. To facilitate this training process each area of Training follows a Training Task Checklist (TTCL). Specifications are also used as supporting document to train a trainee since it is considered to be the Standard Operating Procedure (SOP) that must be followed to do the job.
Training materials may vary from area to area depending on their training process. Each department or area of training may identify their training process and specify on the TTCL. Additional materials used for training might be as following:
¨ Training Videos
¨ Written or Verbal test materials
¨ Process Technology Handbook
¨ Equipment Manual
Beside on job training, relevant theoretical knowledge is provided through classroom sessions. These sessions actually stimulates the technical know how learned during the on job training. Training department arranges rooms for these class sessions required for on job training according to the shifts and nature of the training needed.
Training Department’s primary task is ‘training coordination’ to ensure quality training and accelerated skills development through proper resource allocation and planning.
On the basis of the Training Requisition Form forwarded by the department head, Training Department starts its planning process. The Training Coordinator, representative of the Training Department looks at the present training schedule for the area and identifies Trainer availability. Training Coordinator, Section head and the Peer Trainer agrees on a training schedule that is placed on a Planning Sheet by the Training Coordinator. This Training Planning Sheet (TPS) is then distributed to the training affected area for their information. Training Department is responsible for distributing the TPS for any changes of the training plan for the affected department’s acknowledgement as well as the acknowledgement of the trainee.
Types of Training and Certification
Beximco Textiles Division has standardized their Training & Certification types or levels in order to maintain consistency yet being flexible to the specific needs of the departments or the areas of training.
The following types of Training & Certification process have been identified by the organization :
The following are the different certification levels maintained by the specified departments:
- Level 1 Certification
- Level 2 Certification
- Level 3 Certification
- Certified Helper
- Dye/Chemical Mixer
- Level 1 Certification :
- Level 2 Certification :
- Level 3 Certification :
- Level 1 Certification
- Level 2 Certification
- Level 3 Certification
In order to bring flexibility to accelerate manpower utilization and to provide time to develop proficiency, a Conditional Certificate may be given for a particular level of certification if it is determined by the individual department, and mentioned on the Training Task Checklist (TTCL). This means that an individual can be certified to do a particular job, which is part of a complete Certification (Level 1/2/3), and specified on the TTCL as a cluster of skills. For example, if level 1 on a particular operation, say ‘ Scour& Bleaching’ involves the following 3 skills:
- Chemical Preparation
- Machine Set up
- Daily Machine Cleaning
Then if approved and specified by the department, a Conditional Certification on “Chemical Preparation” may be given to an individual if s/he is trained to do this particular job without completing the full training. In this case, certificate will be issued as “Conditionally Certified”.
Job Skills Training
The following steps are followed to train an individual at different units under Beximco Textiles Division.
Safety Tour and Guidelines
The trainee is given a tour of his/her primary work area. Trainer shows all the hazards associated with the area such as fire, thermal, mechanical, and electrical hazards. He/ she is given tips on what to do in case of an emergency. Trainer must review the Health & Safety manual for BTD (Document No. 10-202) with the trainee. Apart from this, each trainee must be informed about the dress code and code of conduct of BTD in general.
Factory Overview and Tour
The trainee is given a brief overview of the factory specifying when it was built, current production capability, and it’s management structure. Trainer then introduces the trainee with the key individuals that s/he will be interfacing to conduct the job. A factory tour is given showing different departments, offices, and production areas.
Note: Once determined, the trainer will review the Beximco Philosophy, Vision of the Industry, Goal of the factory, and Area goals with the trainee.
Job Knowledge Transfer
At this stage, the trainer and the trainee prepare themselves to focus on the specific job skills that should be acquired by the trainee. To ensure that this happens, trainer does the following:
- Reviews all related area specifications with the trainee.
- Explains the job thoroughly.
- Transfers all theories that are required to do the job.
- Provides any job aides, drawings or any other materials available.
- Checks understanding to ensure knowledge is transferred.
Trainer has the option to do the following:
- Let the trainee go through any available classes associated with the job.
- Review of related manuals and technical resources.
Next the trainer selects tasks from the Training Task Checklist (primarily one task at a time for effectiveness), and performs the job while the trainee observes. Trainer demonstrates each steps of the task and explains thoroughly to the trainee. Trainer may demonstrate the same task more than once depending on the trainee’s learning ability.
Once trainer feels that the trainee has grasped the knowledge and is able to perform the job, then trainer allows the trainee to perform the same task under his/her (trainer’s) guidance. Trainer must take full responsibility for the task that the trainee is performing. The number of times trainee practices a skill under observation depends on the trainer’s discretion.
Developing proficiency to perform a task or a job depends on the nature of the job/task and on the ability of the person’s adeptness. Once the trainee feels comfortable performing a task and also when the trainer has the confidence on the trainee’s ability to perform the task without any mistake, trainee signs on the Training Progress Report (TPR). This does not mean that the trainee is certified to perform the task independently without the guidance of the trainer.
Each area or department may wish to define proficiency period on their TTCL for each task but the ultimate decision lies on the trainer’s judgment based on the trainee’s confidence and comfort level for performing the task(s).
Ad hoc Training
Whenever any change is made or some new tasks are included in the TTCL based on the new process or a part of the Standard Operating Procedure (SOP) is changed then Ad hoc training is arranged upon the request of change initiator. The change initiator specifies it on the Change Notification Form (F10-101-02). Objective of this training is to facilitate the changes in different processes immediately and effectively by educating the employees involved in that particular area.
Whenever a need is identified for ad hoc training the Training Requisition Form is filled out as specified in section 2.2 of this manual. The Training department takes the initiative to arrange an ad hoc training session by consulting with Trainers and relevant Section Head.
To continuously monitor the progress of trainee a training progress report viz. Ad hoc Training Progress Report (ATPR), (Form No. F20-501-04) is maintained by the Trainers after completion of the tasks introduced in that particular area where the change has been made.
Training monitoring and follow-up:
Assigned peer trainer is the primary person responsible for monitoring the progress of the training. The trainer is to submit a progress report to the Training Coordinator and to the section head every week or as it is agreed by the Training Department and the Section head prior to the training. Any issues regarding the trainee or the training must be communicated to the Training Coordinator promptly for quick resolution. Besides this to ensure task by task monitoring, trainee uses a Training Progress Report (TPR) Form, which includes all the levels and tasks. Peer Trainer’s responsibility is to collect signature of trainees for each of the task after successful transfer of knowledge related to a particular task. Peer Trainer bears the ultimate responsibility for the training performance.
Training Program Coordinator
Training Program Coordinator (TPC) maintains good communication with the Peer Trainer and follows up with the training progress. Training coordinator ensures all barriers are removed in order to create an environment for effective training. TPC is responsible for upward communication ensuring stakeholders are well informed of the factory Training and Certification status.
Training Evaluation & Development Coordinator
Training Evaluation & Development Coordinators (TEDC) are responsible for monitoring the training progress, evaluation, accepting feedback for any training or training related improvements, development of training resources, etc.
Training Evaluation and Certification:
When training is complete, Peer Trainer informs Training Evaluation & Development Coordinator (TEDC). For wrapping up the training, the TEDC sets up a meeting with the Trainee and the Trainer with prior approval of the Section Head. During this meeting the trainee is evaluated based on the criteria stated on the Training Evaluation Form, (Form No. F20-501-03). After evaluation, the team recommends either to continue training or authorizes to certify the trainee. If authorized for certification, TPC processes the paper work as per section 7.2 of this specification.
Issuance of Certificate
Once the Evaluation Team (consist of TEDC and Trainer) recommends to issue a Certificate or a Conditional Certificate, TEDC documents training information on Training Department’s file. Training history including Peer Trainer’s name, training period, and tasks on the TPR that had been signed are entered into the Training Database.
After completion of all documentation, Training Program Coordinator (TPC) issues a Certificate or documents to support Conditional Certificate.
The following is done by the TPC for FullCertification:
- Updates Training Department’s documents.
- A certificate is issued to the Section Head for department filing.
- Trainee is notified of the effective certification date.
Training Program Coordinator (TPC) does the following for Conditional
- Updates Training Department’s document.
- Issues a document to the Area In-Charge to support Conditional Certification.
- Informs the Trainee on the Conditional Certification and the specific task/ tasks that the trainee is certified to perform.
A certificate is valid as long as an individual continues to do the job with satisfactory performance. If performance slips, Area In-Charge and Training Evaluation & Development Coordinator (TEDC) may decide to pull the certificate and de-certify the individual. It may be required to re-train the individual for re-certification.
An individual is to be de-certified if s/he does not perform the job longer than the time period specified below. Area In-Charge must inform the Training Coordinator to de-certify the person for such cases. Once the person returns to the job, s/he is retrained and re-certified before the individual independently performs the job. During the re-training, Peer Trainer must observe the trainee performing each tasks and also update the individual on any new changes or revision of Standard Operating Procedures (SOP).
The following are the area specific de-certification criteria:
|All Operations Certification||Performance is poor. Area In-charge discretion or Job break > 3 months|
|All Maintenance Certification||Performance is poor. Area In-charge discretion or Job break > 6 months|
Since Training Department of Beximco Textiles Division introduced a new and unique training system in different units under BTD, it will be going through a continuous improvement path. As the Department matures and employee’s concept of training and its importance flourishes, new and advanced ideas will lead this effort to be the most needed business partner at our job. For this continuous improvement, input and helping effort is needed from each department.
Because this concept of Training and Certification is new to this industry, intention is to develop a fairly simple system to support this effort. As we go along, Training System will be improved based on the feedback from the system users and other experts. Training Program Coordinator (TPC) is to collect the feedback and take necessary actions for improving the current conditions.
Resource Materials Improvement
Beximco Textiles Division has adopted the simplest process for training the manpower. The present process will be enhanced as we develop new training materials and curriculum based on area- specific needs. Each area of training is to give cognitive thinking and work with the Training Department for the training materials improvement. Training Evaluation & Development Coordinators (TEDC) will ensure continuous improvement of the resource materials.
The Trainers Program
Besides materials development, Training department also concentrates on improving the training skill and knowledge of the trainers. To ensure continuous improvement of the Trainers, Training department arranges “Train the Trainers” workshops, meetings, discussion on Training System Improvement and other technical and management related subject.
Training Department is responsible to maintain information regarding Training and Certification for all employees.
A database by area is managed by the Training Department where information on Training and Certification, De-certification, Correction (if any) on the issued certificate etc. is kept. Record of Training Requisition, Training Evaluation, and Certification issue dates and all other required documents are maintained for each area.
As noted in Section 7.2 of this specification, one copy of certificate is issued to the Area In-Charge for their record. A photocopy of the Certificate is kept in the Training Department’s Area-specific file. If the Area/Department looses their issued certificate, then the Area In-Charge requests for issuance of another certificate using the Duplicate Certificate Request Form (F20-501-05) and Training Department honors their request by issuing another certificate or providing a photocopy of the old certificate and documents they issued.
All necessary forms and documents such as Requisition Form, TPR, Training Task Checklists or Training Materials required is to be available at the Training Department to facilitate Training and Certification.
To maintain details record of training program and generate reports for top management as and when required different need specific Training database(s) are developed using Ms Access and MS Excel. These databases help Training Department to monitor continuously different training programs which increases operational efficiency. The TEDC and TPC are responsible to update on time data, modify or design different reports or develop new database as and when required.
Applicable Forms & Documents
Forms & Documents Used
Following forms and documents are used to ensure smooth performance of Training System at different units under BTD :
- Training Requisition Form (TRF) (Form No. F20-501-01)
- Training Progress Report (TPR) (Form No. F20-501-02)
- Training Evaluation Form (TEF) (Form No. F20-501-03)
- Ad Hoc Training Progress Report (ATPR) (Form No. F20-501-04)
- Duplicate Certificate Request Form (DCRF) (Form No. F20-501-05)
- Error Rectification Form (ERF) (Form No. F20-501-06)
- Training Task Checklist (TTCL)
- Training Materials (TR)
- Standard Operating Procedures (SOP)
- Manuals, Handouts, and other Technical documents (e.g. Drawings, Operating Manuals, etc)
Document flow of the above mentioned documents are as follows :
The Training Requisition Form (TRF), (Form No. F20-501-01), signed by department head is submitted by concerned department to Training Department. This form is submitted prior to the training start date.
During Training, Training Progress Report (TPR) (Form No. F20-501-02) is used by the Trainers to get the acknowledgement of specific job knowledge transfer. This form is supplied to the Trainees along with the training materials and they are instructed to put their signature upon completion of each task satisfactorily. At the end of the Training program, this form is submitted to the TEDC for evaluation scheduling. Based on this report, TEDC updates the Training database.
When the training session is over, the evaluation team evaluates the trainee by using the Training Evaluation Form (TEF), (Form No. F20-501-03) and sends it to the Training department. This form also acts as a Certificate Requisition Form.
Based on the Training Evaluation Form (TEF), Training Department issues certificates to the Area-In- Charge. A photocopy of the same is kept in the Training department.
Ad hoc Training Progress Report (ATPR), (Form No. F20-501-04) is maintained by the Trainers after successful completion of transferring the knowledge of newly introduced/changed task(s) in TTCL or area specific SOP.
In case of any loss or damage to the original certificate the concerned Area-In-Charge can request for a duplicate copy by filling up and submitting the Duplicate Certificate Request Form (DCRF), (Form No. F20-501-05) to the Training department. Training department issues a duplicate copy or a photocopy of the original certificate based on this request form.
Correction (if required) on any issued certificate is done by Training department using Error Rectification Form (ERF), (Form No. F20-501-06).
Apart from the above mentioned forms, different documents like, Training Task Checklist (TTCL), Training Materials (TR), Standard Operating Procedure (SOP), Manuals, Handouts, Technical documents (e.g. Drawings, Operating Manuals, etc.) are used to ensure proper job knowledge transfer. All these documents are available with the Training department and can be obtained with prior requisition.
FINDINGS AND INTERPRETATION
FINDINGS OF DATA AND INTERPRETATION
I interviewed 12 employees of BEXIMCO LTD. where I found the following comments regarding Training and Development Policy and Procedure:
INTERPRETATION: According to the given information most of the interviewed employees are not much old in the company. But yet they are well known about the HR practices of their organization.
- Do you have any policy that states the organization’s philosophy on employee training and development?
Yes 12 No 0
INTERPRETATION: They are all aware of their HR planning about training and development procedure which has been talked in the ‘Training Manual’ that is mentioned here on chapter 4.
- Does your HR Department conduct JOB ANALYSIS to identify the job’s needed skills?
Yes 12 No 0
INTERPRETATION: From the given information it suggests that most of the employees (from officers to top) are well aware that they have job analysis process. This is also good for the organization. Here we found two major things e.g. i) they have job analysis process and ii) most of the employees are informed about the matter. If each employee knows that what the minimum competency is required for his post and what are the duties and responsibilities for his then he/she will be able to achieve the organizational goal.
- Which groups undergoes most of the training?
New comers 8 Everyone is given equal importance 4
INTERPRETATION: It is very important to conduct a good orientation program and give training to the new comers. An orientation program helps an employee to understand basic matters, know organizational culture, to be familiarize with the colleagues and to avoid first-day jitters.A new person feels welcome and at ease and the orientation also makes the person knowledgeable about rules and regulations which prevent them from making time-consuming and dangerous errors.
- Do you have any process for assessing the organization’s (immediate and future) training needs and individual development needs?
- Yes, by Human Resource Department 1
- Yes, by outside consultants 9
- Both 2
INTERPRETATION: From the above data it has been found that consultants, trainers and the HR department along with employees participate in the assessment of training needs. As they have job related all information from Job Analysis according to which they conduct recruitment and induction training. But yet every employees need to be updated for various reason. Employees also need attitude development training to be motivated toward the goal achievement. Beximco Ltd. HR department conducts this assessment once in a year. The consultants along with the HR department survey the current job statement, identify lacking and show the management where training is needed.
- Are there any methods to identify training needs in your organization?
Yes 12 No 0
INTERPRETATION:According to the given information the company is conscious about identifying the training needs. It interprets that they are active in their way of performance appraising, monitoring and they are trying to be better in every task.
- What are the methods to identify the training needs in your organization?
- Individual interviews 0
- Performance appraisal & opinion surveys 10
- Both 2
INTERPRETATION: Data reveals that most of time they prefer individual interviews and opinion surveys beside performance appraisal as methods to identify the training needs in the organization. It is not only a good method of identifying the training needs and a scope to get correct information but it also gives opportunity of employee participation.
- How many training days per employee provided in a year?
INTERPRETATION: There is no fixed duration of training program for the employees. Actually they make the program according to the need of each employee and it also depends on the type of training the time needed to adopt that skill or lesson.
- What is the method of training adopted in your organization?
- Classroom lectures 0
- Audio visual based training & on job training 1
- All of above 11
INTERPRETATION: It is well known that the method of training adopted by the organization plays an important role on learning. The HR department of Beximco Ltd.uses indeed on job training along with classroom lectures and audio visual based training. Classroom lectures has several advantages. It’s a quick and simple way to provide knowledge to large groups of trainees. Audiovisual based training techniques like films, power points, video conferencing, audiotapes and videotapes can be very effective and now is being widely used. Audiovisuals are more expensive than conventional lectures but offer some advantages like they usually tend to be more interesting.
- Besides developing job required skills, does the training includes personal attitude development training like:
- Grievance handling 9
- Conflict avoiding 0
- Adjusting organizational culture 0
- All o above 2
- Both a & c 1
INTERPRETATION: An organization will move toward its goals if it got efficient employees who are also very much willing to give service of their level best. They must be highly satisfied with their job and they might be loyal. For this purpose training must include some lessons which will develop one’s attitude, such as training on discipline and grievance, conflict avoiding or ways to adjust with organizations culture etc. According to given data Beximco includes such training. That is a good sign for the company because it shows that the HR department is conscious about making satisfied employees to gain competitive advantage.
- What is the percentage of trainers esteemed in your organization?
- 20% internal, 30% external, 20%training
Institute, 30% consultant 10
- 20% internal, 20% external, 30%training
Institute, 40% consultant 2
INERPRETATION: From the above data it is can be seen that the company takes both internal and external trainers. They bring consultants and trainers from training institute. It will help them to be updated with outside environment and get new ideas and styles on training procedure.
- What are the important parameters considered for selection of trainers?
INTERPRETATION: From the above data it is assumed that the most important parameter for selection of trainers is to be highly experienced on relevant matter and a solid hand on expertise. Another two points have also been mentioned, those are high educational qualification and good communication capability. Most of the employees are agreed on expert knowledge and practical experience in the relevant field. Thus the parameters are:
- Educational Qualification
- Practical Experience
- Expert Knowledge
- Communication Capability
Is there a continuous evaluation of training provided?
Yes 0 No 12
- How does your organization evaluate training process in terms of :
INTERPRETATION:The trainer is the key person who will be mostly liable for the outcome of the training. Beximco ltd. gives emphasize on hiring the best trainers on the relevant field.A skilled and experienced trainer gives importance on skill development through training. How effective the training is for the organization it depends on the trainer’s experience in related field and it is evaluated through the effectiveness of the employees after the training program.
INTERPRETATION: The quality of training is a vital part in training without which training has no value. Without ensuring the quality, training is invalid. Quality is an inevitable element towards reaching a successful outcome of training. As the training is required to improve the employees’ skill, Beximco Ltd. tries to develop employees standard in the relevant field to be highly competitive to its competitors. Best quality requires effective training. That is why it is significant.
- Does your company have any system of observing or monitoring whether the trainees are implementing the given knowledge of the training on their job or not?
Yes 12 No 0
INTERPRETATION: Observation or monitoring is a part and parcel of training process. It gives information about whether the trainees are implementing the given knowledge of the training on their job or not. On the other hand it also shows how effective the training was or the errors in training procedure.In Beximco Ltd. the responsibility of monitoring is on departmental headand trainer team jointly through their line supervisors’ progression report. HR department is monitoring and evaluating the yearly appraisal by consulting the related departmental heads. That means the company gives emphasize on monitoring and thus they will be able to bring correction in their training process.
- Does your organization conduct performance analysis to know the deficiencies of training and try to correct them?
INTERPRETATION:Every employee’s answer was positive in this question. They said that it is usually performed by the organization consulting with outside consultants and through HR audit.
- Do you think training helps to increase the motivation level of employees and enable them to be more productive?
INTERPRETATION: Training is futile if the trainee lacks the ability or motivation to get benefited from it. In terms of ability, the trainee needs the required educational level, intelligence and knowledge base. Effective employee selection is obviously useful here.From survey data I found their opinion on this. They said, of course training is very important to increase one’s motivation level and enable to be more productive because training develops knowledge, skills, thus makes people smarter and confident. Training helps employees to perform better and add value to them, make them able to work more efficiently. In this way motivation level rises and productivity increases. It serves as a tool for success.
- What does your organization do to make the training meaningful?
- Use familiar examples 0
- Provide a bird’s eye view 0
- Organize the information to present it logically and in
meaningful units 12
- Or any other………………. 0
INTERPRETATION: The HR department can take several steps to increase the trainee’s motivation to learn. Providing opportunities for active practice and letting the trainee make errors and explore alternate solutions improves motivation and learning. Feedback including periodic performance assessments and more frequent virtual critiques is also important. The department should also make the matter meaningful. For example, provide an overview of the material and ensure that the program uses familiar examples and concepts to illustrate key points. From the gathered data I have got that Beximco Ltd.’s HR department organize the information to present it logically and in meaningful units. It’s a good step, it helps trainee to easily understand the material and adopt soon. But there are more terms which will be of more help for them.
- What do they do to motivate the trainees?
- Provide adequate realistic practice 12
- Let the learners pace themselves 0
- Or……… 0
ITAINTERPRTION: The Company should also try to make the skill transfer easy to motivate the learners. According to the data revealed the company provides adequate realistic practices for the trainees. It is a useful tool to motivate learners because it will increase their decision making skill, it will be a practice of working under pressure and encourage them to be really confident.
- Do you have any other comments about the Training and Development process?
In this question I found lot of opinions from employees some of which are stated below:
- Training and development forms the basis of creating a successful career.
- Training and development is very important for any organization because it improves one’s efficiency and only an efficient employee is able to achieve the organizational goal.
To improve the present “Training and Development Process” of Beximco Ltd. the following recommendations have been suggested:
- In training need identification the department should monitor employees’ work status because it will be insufficient depending only on certification status. It is also should be according to Job Analysis report.
- Trainers need to be updated frequently.
- On job training is not just for nonmanagers. In technical fields any mistake can be proved dangerous.
- Some behavior or attitude development training should be included like stress management;motivate them to feel organizational mission and vision by heart and to be eager to work maintaining unity.
- Survey said that they do not have continuous evaluation of training but it was mentioned in the training manual. That means the planned Training and evaluation system is not properly implemented.
- To make the training meaningful the company should use familiar examples, terms and concepts and provide a bird’s eye view.
- To motivate the trainees the learners should be given chance to pace themselves, have quick response and training classes should not be of long hours at a stress.
Now a days business does not mean just selling and purchasing the products or services. This is very important to conduct the business in an organized and effective manner. A well running business needs strong, efficient, skilled and talented and a loyal workforce, who arealso to be satisfied with their job. They are to do their job in the ways the organization wants to achieve its goal. This is why, the concept of Training and Development originated. In present era all big and small business organizations give emphasize on having a trained and developed workforce so that they can compete strongly in both inside and outside the national boundary.As we all know in the business world things move on the will of impression. Beximco Group is the largest private sector group in Bangladesh and it is the duty of this company to continue the business holding that image. Behind this successful journey of Beximco Ltd. their training and development system has large contribution.Beximco Limited definitely has a good training and development system and to maintain this scenario in a more efficient and prospective manner the company can surely accept this project in a cordial way.
- Class notes; Md. MosharrofHossain
Adjourned Profesor, IIUC, Dhaka Campus, Head of HR,ICDDRB& President BSHRM.
- A text book on Human Resource Management,
Author: Gary Dessler.
- Personal management and Industrial Relations by N.G. Nair and Latha Nair.
- Training manual of Beximco Ltd. (Apparel Division).
- Website: www.beximco.org