PROJECT MANAGEMENT

Abid Asad
Abstract
Amin

Human Resources plan of National Database and Registration Authoritys Arms

License Project

Human Resource Plan

Abid Asad Amin

01-298151-001
Project Management
HR Plan
Section
MS PM 1-A
Submitted to
Tashfeen Riaz

Introduction:
Overview
Title & Project Statement
Arms License Project (ALP) aims to revalidate/convert manual arms license
booklets issued by Ministry of Interior (MOI) to computerized arms license
card (CALC).

Mission Statement
To convert/ Revalidate manual records of registers to a central database
which could be accessed by any law enforcement agency to verify licenses
that either genuine or bogus/fake so that illegal use of weapons could be
prevented in Pakistan with the ongoing security crisis in the country.

Vision
This

project will

collect

revenue for

the organization

(NADRA)

and

Government of Pakistan. The Arms license project (ALP) will provide an easy way
of verifying arms license on the spot through online access to all law enforcement
agencies and this will prevent misuse of arms through bogus licenses. This project
will also be helpful to know the exact amount of licenses issued by Ministry of
Interior (MOI) to individuals and companies overall and to verify it with manual
record which exists in Arms branch MOI.

Description of the Project

In this project NADRA will make offices located all over Pakistan in all districts
to facilitate those individuals and companies who are MOI license holders
through advertising it in newspapers and media. People will go to these
offices with their manual booklets for conversion/Revalidation and follow the
steps structured by NADRA.

COST
As Arms license revalidation is a project of MOI and NADRA is also working
under MOI so it is given a minimal budget of 200 million PKR. NADRA will be
charging on every revalidation token including MOI fee.
Rough estimates of costs are as following:
8 Computer systems including server per site = 220,000 PKR
Stationary per site = 10,000 PKR
Office on rent it may vary district to district = 50,000 PKR
These are the rough estimates which are known other costs like pays of HR
and other related costs will be handled by Accounts Department

Scope
ALP is scheduled and will start on 1st June 2015 and will be completed on
31st Dec 2018 if extension are not made. It comprises of offices in all Districts
of Pakistan but our focus is in Punjab as it under our jurisdiction which
comprise of 36 offices per district. The purpose of Arms license project (ALP)
is to computerize manual books to computerized Arms License Cards (CALC)
and to establish offices in every district by NADRA.

Application Design

The application design should have CNIC details like Full name, date of birth
and addresses of the applicant it should capture picture of both applicant
and retainer (if endorsed on the book), capture finger prints, data entry
should be performed in front of the applicant so that all details could be
entered and applicant should get a print out of all entered detail at data
entry so that applicant could verify if there are mistakes in the entered data
modification could be done on confirmation the applicant will sign the
document and will return it to the staff so that it could be scanned. Applicant
should be provided with a certificate which would be a temporary paper
license in replacement of book which would be surrendered by the NADRA.
All ALP offices would sent those books to the ministry of interior next
morning through secure transport for verification purposes provided by MOI.

Computerized Arms license card (CALC) Design

The card printed by NADRA should be unique and should have a chip and
specific water markings with a MOI logo the card should also have details of
applicant with name, addresses, photograph of both the holder of license and
retainer and also weapon details with weapon number, weapon caliber/bore
and cartridges. CALC should have a clear differentiating marking to show
whether its Prohibited bore (PB) or non-prohibited bore (NPB) license. Red
line for PB and Blue line for NPB.

OFFICE STUCTURE
The applicant will approach the office himself to token counter by providing
his/her manual booklet with Original CNIC. Token will be issued through
online application designed by NADRA T&D (Technology and development)

Dept. on getting token steps to follow would be guided to the applicant by

Data entry operator (DEO) present on token counter. The applicant will be
called on his/her number to the 2nd counter for photograph and if retainer so
both will be captured then applicant will be called on to counter 3 for finger
prints on device then will be called for data entry of personal details which
includes name and addresses and then weapon details according to manual
book then the applicant will receive Form on which details would be printed
which were entered at the time of data entry and applicant will verify it with
manual book and CNIC the applicant will sign that form to have no objection
on the details printed which will later on be printed on computerized Arms
license (CALC) then all documents will be scanned in front of the applicant
e.g. manual book, CNIC and form duly signed by the applicant on completion
of scanning the application will print a 3 months certificate which will be
signed by the Office in charge and will be provided to the applicant in
replacement of Book and applicant will be notified of messages which will be
received on the his/her mobile number which was entered at the of data
entry these text messages will be having details of the CALC status. The
Book which is surrendered will be sent on next morning for Verification to
MOI which will be done through online application made by NADRA TND
Dept. which is connected to central serve placed in NADRA Head Quarters If
not verified it means the book is fake/bogus the applicant bearing that book
will receive a first information report (FIR), license and weapon will be
deposited at police station and if verified by MOI the card process will
automatically be exported for printing at NADRA production after 20 days
applicant will receive a message to collect his/her CALC from the office where
applied by providing the certificate and token which was given at the time of
surrendering the book.

Customer Care

Customer care is on priority as customers/applicants are the major

stakeholders of this project and any updates required or query should be
conveyed to the upper management through email services given to the
offices.
Some basic rules which cannot be violated are as follow:

Any mistake on behalf of applicant after signing the form will be

claimed by NADRA.
NADRA is not a verifying authority, ONLY MOI has the authority to verify

the license.
NADRA will send the surrendered Manual Books to MOI on next

immediate working day.

NADRA will enter data according to the book no change can be made if

it is not present on the book.

Gratis or free of fee will be checked in the application IF it is present on

the book else it would be considered as normal.

NADRA processing fee is to be paid by every individual and

company/institute.
For gratis/free of fee licenses Govt fee will be waved off.
NADRA will deliver the CALC only to the holder and IF applicant is
unable to collect CALC then the applicant will give authority to the
receiver on a stamp paper attested by oath commissioner.

List of major milestones

To advertise the starting of computerization of Arms license booklets

issued by MOI by NADRA

Design suitable application for the processing of ALP
Hire suitable place for All the offices before 1 may 2015
To test run application designed for ALP before march 2015
Creation of bank accounts at nearby HBL to deposit daily cash
Procurement to provide systems for configurations
Acquire sites where ALP activities can be performed
Installations of networks, systems, and other infrastructure on the sites

Stakeholders:
The following is the list of stakeholders of the ALP

Government of Pakistan
Ministry of Interior
DC offices
PA/APAs
National Bank
Habib Bank
Applicant

Work Breakdown Structure (WBS):

Arm s License
Project

Adm in/HR

Tech

Field

Hiring

Installations

Finding/Acquiri
ng Sites

Payroll

Co nfigura tions

Site Layout
Planning

Training

Testing/D ebugg
ing

Site
Requirem e nt
Planning

Procurem ent

U pgradations

Resolution of
Site Issues

Supply/Logistic
s

Netw orking

M aintenance

Technical
Support

Reporting/Reco
rd Kee ping

Organizational chart:
Director
General

Director

Deputy
Director
Admin/HR

Assistant
Director

Assistant
Director

Site Office Chart:

Deputy
Director Tech

Assistant
Director

Assistant
Director

Deputy
Director Field

Assistant
Director

Assistant
Director

Supervis
or

Office Incharge
Jr/Sr
Executiv
e

Jr/Sr
Executiv
e

Se
cu
rit
y
G
ua
rd

Jr/Sr
Executiv
e

O
ffi
ce
B
oy

Jr/Sr
Executiv
e

S
w
e
e
p
er

Jr/Sr
Executiv
e

Roles & Responsibilities:

This project would be headed by the Director General, under his command is
the Director (Projects) who has 3 Deputy Directors under command. Each
Deputy Director has 2 Assistant Directors and several other officials under
their command. The three Deputy Directors are divided into three categories
Admin/HR, Tech, and Field.
Director General (DG): is the project manager and is responsible for the
whole project and its every activity.
Director: is there to provide DG the necessary backup and support that is
required for his day to day working. Also acts as DG in the absence of the DG
himself.
Deputy Director (DD) Admin/HR: is responsible for the administration and
human resources related issues of the project. He looks after the

procurement, maintenance of offices and site offices, overall reporting,

payroll, postings and transfers, and other related matters.
Deputy Director (DD) Tech: is responsible for the technical side of the
project. As the project focuses on the computerization of records, therefore
requires a large amount of technical work and the usage of servers, clients,
databases, and networking. This person provides the expertise for the
installation of all the technical things, resolving the technical problems of the
project and providing technical support to the project.
Deputy Director (DD) Field: is responsible for all the site offices of the
project. All the requests, demands, grievances of the field staff is routed
through this person. All the instructions that needs to be disseminated to the
field offices is also done through this person. Is also responsible for the
efficient working of the site offices.
Assistant Director Mgt: is subordinate to Deputy Director and is
responsible for the management related issued that arises in their respective
section. Provides backup and support to Deputy Director.
Assistant Director Tech: is subordinate to Deputy Director and is responsible

for the systems and networks related issued that arises in their respective
section. Provides backup and support to Deputy Director.

SITE OFFICE
Officer Incharge (OIC): also known as the site incharge is an Assistant
Director level person who is responsible for the overall working that takes
place in that office. Looks after both management and technical issues of the
site office. Has to coordinate with the project headquarters.
Supervisor: is responsible for making reports and letters in their respective
office and managing the lower level staff members.

Jr/Sr Executives: are the low level employees who are placed on the
counters and are directly interacting with the applicants during the
processing of the applicant. Responsible for carrying out their assigned duty
at the counters.

Project organizational Chart:

Project
Manager(
DG)

Senior
Middle
Manager(Direc Manager(D
tor)
.D)

Line
Managers(
AD)

Requirement
s Gathering

Contracting

Planning

Organizing

Monitoring & A
Controlling

R - responsible for completing the work

A - Accountable for ensuring task completion
C - Consulted before making any decisions are made
I - informed of when an action/decision has been made

Junio
r
Staff

Staffing Management Plan:

Developing a project staffing plan involves selecting and assembling a
project team. The staffing plan specifies when and how to meet the
requirements for staffing the project. The staffing plan builds on the highlevel staffing needs identified in the Initiate Stage.
Following items are to be considered in Staffing Management Plan:

Staf Acquisition:
As NADRA already has a project management office, most of officers are
already present there. According to need and requirements NADRA adjusts
its staff from project to project. But some projects like ALP requires additional
staff to be hired on temporary basis for the offices which has be made in
districts. The process of this is that the posts are advertised in daily
newspapers for situations vacant on temporary basis and CVs are called in.
After scrutiny of the CVs, shortlisted candidates are called for tests. On the
basis of the results of the tests and the number of vacancies a select amount
of top position holders are called for interviews which is conducted by a
panel of 3 people. After interviews the selected candidates are issued
appointment letters and according to the nature of their work, they are either
trained and then send to their working place or are provided on job training.
Latter part is usually observed more. The following figure shows a clearer
picture

 Job vacancies are advertised in the local

newspapers

Advertisin
g

Candidates are called in for online tests

Tests

The candidates who passed the tests

and secured a merit position are called
for interviews
Candidates who are qualified in the
interviews are issued appointment
letters

Interview
Appointme
nt

Trainings:
When this staff is hired so they are sent to NADRA learning and development
center (NLDC) department for their training regarding SOP which has to be
followed and working on application and other organizational rules and
government rules this is one week training and even then if there is a need
of training so a team is detailed to give them training on running project to
polish them

Resource Calendar:
As NADRA is a government organization and this project is handed over to
NADRA by MOI so there is no specific resource calendar for this particular
project and all resources working on project changes time to time like while
planning this project our project manager who is DG got posted and recently
D.D tech got promoted and got posted to other department so its hard to
make a resource calendar for such cases

Performance Reviews:
Performance reviews are based on the perception of supervisor and his
superior. Annual Evaluation Reports (AER) are used as a tool of performance
review. At the year end the reporting officer of any employee fills out a
standard evaluation form where he/she reviews the performance of the
employee through different criterions. These are sent to his supervisor for
counter signing. Through this criteria the employees are reviewed for their
performance and promotions are also granted through the combination of
seniority and remarks of AERs.

Recognition & Rewards:

Employees working in the project usually get a project allowance that is
being associated with the project that is being undertaken. Different projects
offer different allowances to the employees working under that project.
Besides that usual pay and benefits are still applicable like medical,
conveyance, house rent etc.

Conduct and Work Rules:

NADRA being a government organization has to follow all the rules and
regulation prescribed by the government of Pakistan. Therefore, all the
standard set to rules and guidelines that all government of Pakistan

employees follow and a standard code of conduct that NADRA has developed
for itself.