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School Of Business Internship

Final Report
Intern Institution: Hazrat Amanat Shah Spinning Mills Ltd.
Date of submission: 31st March 2015

Acknowledgement

Completion of anything requires supports from various sources. I am very much


fortunate to get the sincere guidance and supervision from a number of persons. My
sincere gratitude goes to Mr. Helel Miah managing director of Amanat Shah Spinning
Mills Limited for giving me the chance to do internship in his company and for giving

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me valuable advices and suggestions to complete the whole thing in a right manner.
My heartiest gratitude also goes to Mr. Emdadul Kabir Siddique CEO of the company
who was also my supervisor for his kind help and patient during my Internship period.
They helped me in every possible way even though they used to remain busy all
through the day. Their contribution towards this report is worth than ever. It was a
great honor to work with such kind, hard-working and helpful officers.

Table of Contents
INTRODUCTION..........................................................................5

COMPANY OVERVIEW.................................................................5

PROJECTS IN BANGLADESH.........................................................6

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DEPARTMENTS...........................................................................7

THE HUMAN RESOURCE & INTERNATIONAL RELATION DEPARTMENT


HASSML....................................................................................8

MY RELATION WITH THE COLLEAGUE AND SUPERVISOR................9

MY CONTRIBUTION TO HASSML...................................................9
MY WORK AREAS....................................................................................... 10
KEY LESSONS LEARNT................................................................................. 10
DIFFICULTIES I DEALT WHILE DOING INTERNSHIP................................................12

INFLUENCES ON MY CAREER PLAN............................................13

COMPARISON OF ACADEMIC LEARNING AND INTERNSHIP


EXPERIENCE............................................................................13

THINGS I WOULD DO DIFFERENTLY IF I COULD DO REDO THIS.....14

CONCLUSION...........................................................................14

APPENDIX................................................................................15
A. WEEK ONE.......................................................................................... 15
B. WEEK TWO......................................................................................... 16
C. WEEK THREE....................................................................................... 17
D. WEEK FOUR........................................................................................ 18
E. WEEK FIVE.......................................................................................... 19
F. WEEK SIX............................................................................................ 20
G. WEEK SEVEN....................................................................................... 21
H. WEEK EIGHT....................................................................................... 23
I. WEEK NINE.......................................................................................... 24
J. WEEK TEN........................................................................................... 25

Introduction
My internship experience at HASSML provided me with immense scopes of learning.
It was my first professional experience in any organization and I am fortunate to gain
that experience from one of the best of its kind. HASSML is one such organization
that values their employees pretty much and believes that the organizational people

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are the most important asset for them. In the journey lasting 10 weeks, I have
experienced how an organization creates bright leaders out of the rough and raw
human resources. HASSML maintains a standard; it follows international rules in
order to develop its employees potentials. Thus, from the perspective of Human
Resource Development, it is an excellent place for learning and earning precious
metal building blocks. Moreover, international relation department in HASSML is
also maintaining a very good standard and its also contributed in my learning.

Company Overview
HASSML is one of the fastest growing concerns of Amanat Shah Group. It is
representing a vast spectrum in textile industry. It has started its business from 2004.
Since its inception, it is engaged in building up most premium cotton yarn in
Bangladesh. It is a manufacturing business with more than 100 full times skilled and
professional employees and 2000 workers in factory. The plan has been equipped with
European machineries and raw materials are mostly procured from USA, Egypt,
South Africa and India.

Projects and Reaches


HASSML is a family business and it is successfully operating since 1880. HASSMLs
first spinning plan was in 2004 and they are producing premium cotton yarn in
Bangladesh. HASSML is a concern of Amanat Shah Group and they got reaches in
more than 16 counties in the world

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Products and services of ASG

Departments
HASSML has followed departments to perform its organizational functions:

Operations & Maintenance


Information Technology
Human Resources and International Relation

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Finance & Accounting
Supply Chain Management
Purchase Department
Administration & Services
Sales and Marketing
Legal

The Human Resource & International Relation


Department HASSML
A Human resource management system (HRMS) or Human Resource Information
System (HRIS) refers to the systems and processes at the intersection between human
resource management (HRM) and information technology. It merges HRM as a
discipline and in particular its basic HR activities and processes with the information
technology field, whereas the programming of data processing systems evolved into

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standardized routines and packages of enterprise resource planning (ERP) software.
On the whole, these ERP systems have their origin on software that integrates
information from different applications into one universal database. The linkage of its
financial and human resource modules through one database is the most important
distinction to the individually and proprietary developed predecessors, which makes
this software application both rigid and flexible.

The function of human resources (HR) departments is generally administrative and


common to all organizations. Organizations may have formalized selection,
evaluation, and payroll processes. Efficient and effective management of "human
capital progressed to an increasingly imperative and complex process. The HR
function consists of tracking existing employee data, which traditionally includes
personal histories, skills, capabilities, accomplishments and salary.

My Relation with the Colleague and Supervisor


I am grateful to Emdadul Siddique my supervisor who has been guiding what to do,
where and when. Without his support, it would have been impossible for me to get
away with this thing. He presented me with the learning opportunities and I have
found his very cordial about me. Even if I made any mistake, he was positive with
those and rectified with those.

I got the people at HASSML as a bunch of affectionate people to me. They raised
their helping hand, whenever I faced trouble or did not get across anything. In this

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paper, I would like to thank them from the core of my heart particularly the personnel
in the securities department.

My Contribution to HASSML
I have been extremely positive to work for the promising cotton yarn manufacturing
organization in Bangladesh. HASSML provides employment opportunities for over
2,200 Bangladeshi. I joined as an apprentice having completed the academic courses
in my Bachelor of Business Administration program.

As per the academic requirement, I joined there as an apprentice. Definitely I learnt a


lot form the organization. But at the same time, I tried to provide values for the
organization. I was under the human resource and international relation department
and there I learnt about the human resource management and international relation
working as an intern at HASSML, at the same time aligning with my concentration of
study, I analyzed the functions that HASSML HRM department performs.

I shared with my supervisor every new and unforeseen type of problem I had
encountered. I tried my best to be a diligent employee offering best practice and
discipline in the works. I maintained a logbook where I noted my learning. The
analysis I made about the Human Resource Functions of HASSML might come handy
to the organization. Along with this, I prepared a recommendation list for the firm to
take the best out of the employees, which I shared with my supervisor at HASSML.

My Work Areas
The corporate head office of HASSML is situated at Motijeel in Dhaka. I was
appointed as an apprentice at the HR & IR Department. This department is concerned
with understanding the HR scenario, setting the standards and friendly environment to
the employee.

Key Lessons Learnt


My internship journey was one marked with loads of learning opportunities. Joining
there in the first week, I got in touch with people from various departments of
HASSML i.e. Operations & Maintenance, Information Technology, Finance &
Accounting, Planning & Commercial, Legal, Supply Chain Management, Facilities
Administration & Services, Affairs Government Relations and administrative support.

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As the tasks associated with Human Resource Management center around people,
their job responsibilities and their job behavior well, it was imperative for me to
understand these departments and the employees well.

It is instrumentally important to build up networks: In the professional


work areas it is the contacts and networking skills that get counted. A person
have to have the skills to get known with a lot of people in order to be updated
and have the power up his or her sleeves to do functions by different persons.
In the contemporary competitive world where everyone is used to have many
skills, it is vital to have people in ones networks.

Marketing: This is another important department of this company. This is a


small department comparing to other departments. There are some fixed orders
of our company to sell to our products in the market. So thats why the work
of the marketing department is so less. Now planning to sell products in some
remote areas like Narayongong,Shirajgong,pabna, Noakhali, Narshindi. Where
the demand of yarn is high. So as it is in an initial stage but in near future it
will be a big department.

Accounts Managements: This is one of the most organized departments of


this company. This company kept some accounting book like capital book,
cashbook, daybook, ledger book, purchase register, receipt voucher, payment
voucher, journal voucher, balance sheet and profit loss statements. I have done
some entries and helped the accounts officer to entry the data and understood
how this departments works.

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Personal contacts work the best: A person might have acquaintance with
people with different level. But it is personal contacts that can save a person in
the crisis stages. In the professional world, many things are left unspoken or
covered up by the shadow of professionalism. Personal contacts break those
barriers and help a person achieve his or her goals in the critical stages even.
This is why people seem to transform the professional contacts into personal
ones.
The Human Resource Management Department: The Human Resource
Management department needs to have the knowledge about the functions and
operations of the entire department, although it is specialized at none of these
areas. The prime responsibility of the Human Resource Management
Department is to enhance the efficiency of the workforce so that they can
contribute in enhancing the collective output of the firm.
Investing in people and compensating them returns in multifold: An
organization usually takes little experienced people in its entry-level positions.
Even in the middle and top-level positions, the jobs offer window for learning
as the person gets to see new situations. HASSML pursues the strategy to
invest in people and compensating them well. Resultantly, they get a loyal
pool of employees who take the organization into the stratosphere.

I can summarize the key lessons learnt under some broad points.

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1. Gathered knowledge about the Spinning industry in Bangladesh.
2. Oriented with the office environment, which will reduce my pressure when I
will go to my real job world?
3. I had the opportunity to work in several departments, which has enhanced my
working ability.
4. I got the opportunity to work in logistics, distribution that is mostly fieldwork.
I had a team so now I know how to maintain a team, which I think, was the
most important part of my internship period.
5. I have understood the distribution channel of this company and the textiles
sectors in Bangladesh.
6. I had the opportunity to work in the accounts department and get oriented with
the accounting system and data input method.
7. I have worked some very experienced people, they have shared their some
knowledge, and experiences will be very helpful throughout my life.
8. I had some tasks where I have learnt how to keep my mind relax under
pressure. So now I can work much better under pressure.

Difficulties I dealt while doing Internship

Employees receive different salary based on performance not on designations.

Management not allows extra leave and loan for the employees.

Salary, bonus, incentives are not found very regular and in time/ year.

Generally top management not shares with employees as and when necessary.

Promotion is absolutely merit basis like salary.

Employees are department based. Very minor scope of transfer in other


departments.

Communicating with foreign people was challenge for me, as all the meetings
were arranged for negotiation.

All the above problems are minor but most of the time employees are changing their
job for this minor reason.

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Influences on my Career Plan
The journey at HASSML has shaped my thought process about my career in many
ways and I perceive myself in a different manners. Having completed my journey
here, I have decided to work in the fields where I could encounter more practical
situations. It is so because the practical situations help a person learn better.

I will prefer to work in a firm where it provides friendly ambiance that embraces
queries and meets confusion with anticipation. I have started to analyze peoples
behavior right from then and I will keep doing so in the professional life that I am
about to step in.

Comparison of Academic learning and Internship


Experience
An internship program is a platform for the students to relate their academic
knowledge in real life. Since, the students of the BBA program are engaged with very
much theoretical course work, only the internship program can give them some
practical knowledge. Before the internship I had some expectations from these
program, and hopeful that I would learn even more.

When I started my internship program, initially it was a bit difficult to understand


what was going on around me. I was trying to draw a linkage between my academic
knowledge and real life work setting. Since I was working in human resource
management department, I learned from my supervisor how an organization could get
the best output from an employee. When supervisor saw that I was having difficulties
in linking the two things he helped me to understand how evaluation process takes
place. After his explanation of the process, I saw how the things I have learned was
being implemented in real but in little bit different manner.

I expected that my jobs would give me some opportunities to actually exercise


some of my knowledge. What I understood while doing this internship program was
experience in jobs is much more valuable than academic knowledge. There were
many decisions taken only on the basis of experience.

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Things I would do differently if I could do redo this
My journey at HASSML was smooth. Still looking in the retrospect, I would have
done the following things differently if I could redo this internship session:

I would make employee portfolio for the people of the respective departments
where I was assigned.
I would meet with more people, would have mode contacts, and thus enhanced
my leadership skills if I had more time.

Conclusion
To summarize the experience I received from HASSML, it was a wonderful
experience full of learning and exploring practical world. I would like to thank those
who helped me to the time easy, convenient and attractive for great learning to me. I
have worked in this company as an intern for three months and I was lucky that I have
worked in several departments. I have gathered some excellent experiences working
in this company, which will be helpful for me throughout my career. I will describe
my experiences by departments as I have worked in several departments.

Appendix

a. Week One

In the first week of my internship in Hazrat Amanat Shah Shinning Mills Ltd.
(HASSML) is to get to know about this organization and introduce myself to my
collogues. The International Relation of HASSML, they believe strong management

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system can changes whole department. To get the maximum outcome from the
human resources it is obviously necessary to implement and invent new way to
complete the work activities and systems. Human Resource Department is related to
upgrade the working system. IR helps HASSML to improve skills of their employees,
requirement policies, performance appraisals and trainings. Moreover, the HRD is
also concerns about HASSMLs International Relation (IR). As they are involved with
import and export of cotton and yarn, they need a polished team to take care of their
clients and suppliers.

Learnings:

The Human Resource Department deals with five core areas of operations. It includes
Planning for organizations, jobs and people, Acquiring human resources, Building
individual and organizational performance (training and development): Rewarding
employees, Maintaining Human Resources.

The IR Dept. maintains a very good relation with foreign clients and suppliers for
smoother communication.

Fig: Five-core operations area.

b. Week Two

The second week of my job, I came to know about the companys Human Resource
Planning and International Relation. This week I mostly worked this the HR team, as
Mission
HASSML requires few employee to recruit. It is a process of deciding in advance
what is to be done regarding human resourceand
Objectives acquisition
goals to its proper utilization. It is
obvious that without proper planning human resource activities cannot be
Strategy

Structure 14

People
implemented as per desire or the management. It deals to identify the current
manpower position and desire manpower position. It helps to forecast the future skills
and assess HR requirements, determine training levels and arrange management
development program and future accommodation. One sample framework of HR
planning is given below:

HRM Planning Framework

Logistics: This is one of the main departments of this company. The success of the
company mainly depends on this department. At the very beginning I have worked in
this department. The main task of this department is to maintain all the products that
come from the Norshingdi. I was assigned with a team to look after all the products. I
had track all the products like unloading, tracking of the products by batch number
and kept them in the storage. Timing was another important factor of this department.

I have learnt many important things working in this department. Most important thing,
I have learnt working with a team. How to manage a team, which I think, was very
much important. I have gathers knowledge about how to maintain inventories and
how logistics department works.

c. Week Three

In the third week of my internship, I came to know about the training is a learning
process whereby people skills, concepts, attitudes and knowledge to aid in the
achievement of goals. I got settled with my routine works and a whole projection of
my internship plan. The function of HRM was to be covered within the time span of
14 weeks or so. The first function that I was about to get on with has training

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development. Training is vital part of the operation plan. There are many objectives
works behind the training and development. In building technology and ideas ltd there
is a huge opportunity to get the training and nice accommodation is established for the
training process. The schedule of training and performance is excellent. General
Manager, Human Resources look after the whole process where the training and
development needed. Some of the objectives for conducting training and development
of OGL are given below:

Instruction of new employees.

Knowledge on new method.

Knowledge on company policy.

Knowledge on company customer relation.

Change of attitude.

Personal growth.

Ensuring loyalty.

Reduction of labor turnover.

To increase productivity.

To improve quality.

To help the company to fulfill its future growth.

To improve organizational climate.

I have worked in distribution department. This company is an export import oriented


company but deals with the local market sometimes. Products come from the
Norshingdi to the spinning traders company and to the garments factory. There are
some fixed orders of this company in the garments sector and the other products are
distributed to the local markets of Norshingdi,shirajgong,narayongong. This
department helps me to understand the functions of distribution department. I had to
work in this department for some time with the help of my supervisor.

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d. Week Four

Observation:

The forth week continued to let I know how to work with the training and
development plans. From the third day of the week I started to learn the methods to
measure the effectiveness and impacts that the training and development programs
have on an individual. I went through the past data which documented the training
programs that the workforce went through in order to cope themselves up with the
organization plans to reach a certain set of responsibilities. Some of the training
methods are normally follow in HASSML. Some of the ways of training method like
power point presentation, meeting, discussions etc. The specific topic is mention for
the training like time management, computer maintenance etc.

However, this week HR teamwork with IR team, the HR manager train the IR team
about communication skill development and networking skill development. Actually,
IR team of HASSML plays important role in their business. Thus perfection is must
for IR team of HASSML.

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Fig: Trainings and development design.

e. Week Five

Having completed a month at HASSML, I recall what I have learnt here. I fitted
myself into some regular activities as an intern in the HR and IR dept. in HASSML.
Throughout the week I had to maintain the attendance file of the employee as well as
leave management under my supervisor. As the month od September is very close to
year ending, I am luck to get the opportunity to be familiar with the performance
appraisal system of an organization. Our company does performance appraisal once a
year. I assisted my supervisor in this process to help him go through the evaluation
made by each dept. head.

Observation:

Throughout the week I observed mostly about the performance appraisal process. The
every dept. head does this appraisal. His or her own dept. head rates each and every
employee and then the rating form is directly forwarded to the HR dept.

Learning:

This week I learned mostly about the performance appraisal procedure of HASSML.
Employees are rated into 5 categories. And based on these categories top management
took a decision on that particular employee. If an employee is rated as unsatisfactory
by his dept. head then the company will forcibly resign him and if he/she is rated as
marginal then the management will train that particular employee and after that
training he/she must improve himself. Otherwise he/she will be forcibly resigned from
the company after the next performance evolution. If an employee is rated as
satisfactory then he/she will get a very little training but he/she will not be promoted.
And if an employee is rated as highly satisfactory then he/she will receive a salary
increment about 5-10% on their basic. And lastly if an employee is rated as Exception
then he/she will get a promotion, will be appraised highly by the management and
also be rewarded on the basis of his designation.

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Noticeable Incident:

At the end of the week I got the opportunity to visit the project with my supervisor. It
is a pleasant journey.

f. Week Six

In the 6th week of my internship program at HASSML. I have done some regular
tasks for my dept. Like attendance maintaining, leave management and personal file
maintaining of the employees. This week I wrote an experience letter for an employee
in my company. As this task was the very first to me. My supervisor assisted me in
writing this letter. And also this week was final week of companys performance
appraisal process so I assisted my supervisor in publishing the results of the
evaluation and forwards it to every other dept. In the last few days of this week my
dept. decided to go for a recruitment process to hire some new employees.

Observation:

This week I have observed the decision making process after evaluating performance
appraisal process by the HR dept. After the meeting the company decided to dismiss
one employee from the marketing dept. because his performance was really very poor
even after the hard training given by the company. And two of the employee needs to
trained was also decided by the company. Others performance was satisfactory and
one employee's performance was very satisfactory.

Learning:

In this week I have learned some techniques about how to evaluate an employee based
on his/her performance. And also I learn how to write an experience letter for an
employee.

Noticeable Incident:

The most noticeable thing of this week was getting to know which employee is losing
his/her job. Unfortunately I had to witness an employee-losing job for his poor
performance. That incident was quieting sorrowful to me in this early stage of my
career. But it is the true reality.

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g. Week Seven

In this week of my internship program I have done my regular task for my dept. such
as attendance maintaining, leave management and personal file maintaining of the
employees. Last week it was decided to recruit one executive in the marketing dept.
So my dept. began to work for this recruiting process. I assisted my supervisor in
posting job recruitment ads in newspaper and in some online job searching websites.
My supervisor creates the ad including the qualification and job description for post
that is vacant in my company. At the end of the week CV's for the vacant post has
started to come. I shortlisted those CV's as my supervisor wanted.

Observation:

I have observed some of the early stages of this recruitment process which are going
on. Normally every dept. head knock the HR dept. about the employee requisition.
HR dept. takes the decision whether the recruitment is necessary or not with the dept.
head. And then they forward it to the top management and take the approval.

Learning:
In this week I have learned some of the steps of recruitment and selection process that
my company follows for recruiting new employees. Here I present the steps below
that ABL follows:

Need identified in accordance with Area operating plan

External Vacancy advertisement placed (if necessary)

Candidates short-listed according to job Criteria match

Candidates undertake ability tests

Candidate undertake customer service questionnaire

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Candidates are interviewed by Human Resource Panel

Candidates are offered a position dependent on satisfactory

Candidate is appraised ruing the probationary period

References and medical examination

Candidate is appointed to the permanent staff

Fig: Recruitment framework

h. Week Eight

This is the last week of my second month internship program at HASSML. As usual I
did attendance maintaining, Leave management and personal file maintaining of the
employee. This was the second week of the recruitment which was going on.
Company stopped receiving CV's for the vacant post at the second day of the week.
So my CV short-listing task finished after that. After that my supervisor told me to
call some of the candidates to let them know about the personal interview and the
written exam dates. And I did so.

Observation:

In this week I observed the candidate selection process from the CV's. And also I did
observe the written exam for the recruitment, which took place in the last day of the
week.

Learning:

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This week I have learned and experienced how to talk with the candidates and invite
them to come for a written exam and personal interview. My supervisor guided and
motivated me to do this task. At first I was nervous but after talking with some
candidates it became quite comfortable for me to communicate with them.

Noticeable Incident:

This week was very regular except the recruitment process. No such noticeable
incident took place to me

i. Week Nine

Works Done:

At last week of second month of my internship program at HASSML. Throughout the


week I did attendance maintaining, leave management and personal file maintaining
of the employee as a regular work. In this week the recruitment of my organization
has finished. I help my supervisor marking the scripts of the written exam. And I put
those mark in the mark sheet. These were the noticeable work I have done for my
company in this week.

Observation:
All through the week I have observed the marking criteria of my company very
carefully. After the marking process the file goes directly to the HR head of our
company. And then the dept. calls every candidate for a personal interview. Then the
recruiting committee selects his or her desired candidate according to the performance
of each candidate in the recruitment process.

Learning:

In this week all I have learned is about the personal interview process and the marking
process of our company. I requested my supervisor cordially to give me a chance to be
in the interview room for a while. And he give me this opportunity to witness a

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candidates interview. It was a great new experience for me. I have never been in any
interview room before but from now I have this experience but not as a candidate.

Noticeable Incident:

In this week I visited HASSMLs another concern Hazrat Amanat Shah Securitas Ltd.
to consul with their HR team for performance appraisal.

j. Week Ten

Works Done:

My last week of internship program at HASSML came up so quickly. I did my regular


job in the HR and IR dept. throughout the week. In this week a new employee joins to
our office. I helped my supervisor to arrange the orientation program of the employee.
In this week my supervisor helped me to write a 'salary certificate' for one of the
employee. That was also a very new experience to me. And my supervisor also talked
some of the compensation rules of our company very briefly to me.

Observation:

Compensation of HASSML is very much liberal and flexible. Employees works in the
marketing dept. is more compensated than the employees works in other dept. if they
sell more spinning cone for the company they will get more compensation as a
commission. This system works a motivational factor for the employee. So they will
sale more flat for the company. But their basic salary is lower than the basic salary of
an employee works in other dept.

Learning:
The performance evaluation of each employee is done in the monthly departmental
meeting. After the performance evaluation of each employee in the monthly meeting
the dept. head forward this evaluation file to the HR dept. The HR dept. finds out the

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compensated amount for every employee. And then forward the file to the Accounts
dept. The compensation amount is very confidential.

Noticeable Incident:
Most noticeable thing of this week, it is the last week of mine in this company. It is
really a great experience to me. Each and every staff and employee of this company
was so much helpful towards me and specially my supervisor. He is really very
humble guy. He helped me a lot during this internship program. He never gets
annoyed for a moment for my so many questions and curiosity. At the last day of my
program every employee of the company give me farewell and wish me luck for my
future career.

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