Part 2 Company Management System

Elaboration of Organization Hierarchy

Organizational hierarchy of CCBPL has both flat and tall span of administration. In case of lower

level of hierarchy (the worker and their supervisors) the span is wide but as the level goes up, it

becomes tall.

The managing director who is answerable to the Chairman holds the top position. General

Managers are answerable to the Managing Director (MD) and are responsible for respective

division, Managers are heading some departments, and Assistant Managers (AM) is leading

some by Deputy Managers (DM) another. There are senior engineers who are section in charge

Supervisors and foreman report to them.

Over all Hierarchy of Coca Cola

GM (General Manager)

D & L Manager

Production Manager

S & M (Sales &

Marketing) Manager

HR (Director) Finance Director

Finance Manger

Lead Analyst

CDE(Cooled drink

equipment) Associae

Commercial Controller Associate

Operational Controller Associate

RSO (Route setter

Officer)

QC (Quality Control) Manager

Organizational Structure

Following table shows different Departments in CCBPL along with their respective functions

Departments in CCBPL

Accounts Department

To prepare monthly, quarterly and annually Accounts, Costing, Budgeting & Forecasting. To

handle payable and insurance, Inventory & Stores etc.

Finance Department

Arranging Finance and negotiate over coat of finance, To handle sale, receivable, debtor aging,

cash and bank etc.

Internal Audit

To monitor the implementation of internal procedures, policies internal control systems and repot

any violation. Detection and control of financial risk and frauds.

Information Technology Department

Development of SAP program, Networking, Hardware Maintenance

Human Resource

Hiring new manpower, satisfaction, Motivation, Appraisals etc

Health Environment & Security (HEC)

ISO Audit and ISO implementation, Internal safety & environmental awareness and health

improvement

Production Department

To undertake production activity and maintain desired production volume

Electrical & Instrument

Maintain and economies electricity consumption, Installation and maintenance of Electrical &

Electronics Instruments

Mechanical Department

Installation and maintenance of plant and machinery.

Research and Development (R&D)

Product development, product improvement and economies production cost by discovering raw

material substitute or change in production process.

Quality Control

Maintain quality and deal with complaints

Project Department

To design and build structural design of new plant to be installed.

Marketing & Sale

To increase existing demand, to work as organization’s intelligence in large outer environment,

customer satisfaction, advertisement, smooth dispatch, rationing of products in case of excess

demand

General Growth model at CCBPL

JOB ANALYSIS

Job analysis is the formal process of identifying the content of a job in terms of activities

involved and attributes needed to perform the work and identifies major job

requirements.

Job analysis provide information to organizations which helps to determine which

employees are best fit for specific jobs.

Industrial/organizational psychologists are often the professionals who perform job

analysis. These professionals use either a task-oriented or worker-oriented approach.

TASK-ORIENTED

WORKER-ORIENTED

PURPOSE OF JOB ANALYSIS

One of the Main Purposes of Conducting Job Analysis is to Prepare Job Descriptions and Job

Specifications Which in Turn Helps Hire the Right Quality of Workforce into an Organization.

The General Purpose of Job Analysis is to Document The Requirements of a Job And The Work

Performed.

IDEAL JOB ANALYSIS

Duties and Tasks

Environment

Relationships

Requirements

IMPORTANCE OF JOB ANALYSIS

Job analysis helps in analyzing the resources and establishing the strategies to accomplish

the business goals and strategic objectives.

job analysis is to prepare job description and job specification which helps to hire right

quality of workforce.

Job Analysis can be used in training.

Job Analysis can be used in compensation to identify or determine: skill levels,

compensable job factors, work environment, responsibilities and required level of

education.

Job Analysis can be used in selection procedures

METHODS OF JOB ANALYSIS at CCBPL:

Job Analysis Methods Can Be Categorized into Four Basic Types:

Observation Methods

Interview Techniques;

Questionnaires

Headhunting

JOB Analysis for the post of Finance Lead

ANALYSIS OF THE ORGANISATION STRUCTURE

Rewards at Coke

Yearly Basis

Employee salary increment

Grade Jump, Designation change

Annual incentive Plan (AIP) (for business performance, but fixed)

Personal Progress report (PPR) (Annual Appraisal)

Monthly Basis

Making the move (MTM, sales target achieve)

Monthly turn hall (extraordinary performance)

Quarterly Basis

Employee of the Quarter (EOQ, non sales)

Sales Dangle context

Gold Context

Human resource policy of Coca cola beverages Pakistan limited:

RECRUITMENT POLICY 

CCBPL’s recruitment process is well-established .First of all HR Department give ads in news

papers, company website, institutions etc. Then application form, from candidates with required

documents and CV is asked for and then analyzed

Recruitment is both-Internal recruitment External recruitment

TRAINING POLICY 

after recruiting the fresh employee, they are trained for three months and also paid salaries, after

three months they become part of the firm.

Coca Cola also give training to existing employee, depending upon the condition for example if

new technology is introduced first of all, full training is given about new technology then they

are allowed to start their job

.

WAGES POLICY 

•  Coca-cola is providing smart wages to its employees , which are competitive and really

satisfactory .With wages lot of facilities are provided according to designation.

HUMAN RESOURCE MANAGEMENT WITHIN CCBPL:

Human Resource Management at Coca-Cola Company has many advantages. It is a global

company and it is impossible to create certain policies or procedures applicable in all divisions of

the company, cultural and political differences need to be taken into account.

JOB ANALYSIS AND DESIGNING

CCBPL HR department has its own job description and job analysis in which they get the

information about employees work activities, human behavior, performance standard, job

context and human requirements and also other information related to his conduct.

PLANNING AND FORECASTING

CCBPL HR department involves in company strategic planning and they also make sufficient

planning for hiring new employees in the future. They forecast for the expected employees needs

in the organization. They forecast their employees on the basis of change in technology and

increasing in productivity

Departments of CCBPL :

Finance

Marketing

BSG(business sales group)

Human Resource

Trade marketing Department

Red Execution Department

Coordination Department

Key Accounts Department

Sales Department

Supply Chain

External Affairs

Internal audit

Cit(chiller injection department)

Business solution group

The Business Solutions Group manages the main technical infrastructure at CCBPL and acts a

support function for all the departments within the company; hence aiding in the smooth running

of all business operations.

If you are someone who enjoys the software world, then this is definitely the job for you because

the BSG at Coca Cola wants people who are not only well- versed in the field, but also have a

passion of excelling at what they do

BSG function envisions understanding proactively, delivering , and managing the most effective

business and IT solutions to the organization. This function has two main Subdivisions:

a) IT Operations

b) SAP

c) IT Operations looks after data management, the provision of general IT services, and

several of the business system in place.

SAP is an ERP system that delivers a comprehensive set of integrated, cross-functional business

processes. It provides a common centralized database for all the applications running in an

organization. The following modules of SAP have been implemented at CCBPL:

Financial accounting

Controlling

Asset management

Material management

Production planning

Human resources

Supply chain

Supply chain function includes the following:

Procurement

Production and engineering

Quality control

Warehousing, Logistics and Planning.

Procurement handles the acquisition of goods and services mainly for production and also the

provision of services to employees. The key purchase items include raw materials, packaging

material and CAPEX.

Production and quality control work hand in hand to ensure that all products meet the stringent

standards expected of our brands. This function aims to utilize resources in the most efficient

manner, to produce to the highest quality standards, and to do this without fail for every bottle of

beverage we sell while our plants are maintained as per international standards.

Logistics and warehousing play a crucial role within the organization for supply our products for

further distribution to the customer.

Finance

The Finance Department manages all of CCBPL’s financial activities with diligence and

precision and acts a pillar to all business processes. For a fast growing company like CCBPL, the

finance department carries out a challenging yet highly essential task of looking at minute details

and performing thorough analysis of all its financial activities.

If integrity, accountability, teamwork, excellence and pro-active thinking are what make you

who you are, then this is the perfect place for you. The Finance Department at CCBPL affords

you the opportunity to learn and practice corporate accounting and financial analysis, and

encourages you to think creatively and strategically along the way.

Taxation

The department of Taxation plays a vital role in business continuity, effectively working in

ensuring 100% legal compliance. The Tax department of CCBPL ensures that all rules and

regulations are upheld, and that the company is following all relevant laws set forth by the

Federal Board of Revenue and other related Government authorities. This department seeks

candidates who have the relevant background knowledge specific for the department, and are

capable enough to apply it when required to do so, hence ensuring the overall effectiveness and

efficiency of its processes.

Controller

The Controller department plays an integral part in maintaining financial integrity via internal

controls and safeguarding company’s assets. This department has four sub divisions, namely:

Costing

Accounts

Compliance System and Business Excellence

Accounts Payable

The costing function is primarily responsible for monitoring product costing. Furthermore,

Costing carries out various analyses relating to the cost of the finished goods produced, the raw

materials and the overheads incurred.

The Accounts function is mainly responsible for recording the day to day transactions.

Maintenance of books of accounts, balance sheet reconciliations, risk management (insurance),

assets and their tracking, payments and GL management are also major areas which come under

the Accounts umbrella.

The Compliance Systems is responsible for ensuring compliance to company’s policies and

procedures. It is further responsible to devise new ways to increase efficiency and productivity

through process re-engineering lastly, the Accounts Payable function is largely responsible for

centralized payable booking and processing for CCBPL.

Commercial finance

The main responsibility of Commercial Finance pertains to revenue growth management and

supply chain optimization. The on-going activities in the department strive to look at the

different types of profitability for instance brand wise profitability analysis and reporting,

channel wise profitability, route wise profitability and OPEX and CAPEX evaluation and

feasibility. In addition, return on investments is monitored through Distributor profitability &

ROI and Key accounts – Pre & Post evaluation. Finally, Discounts/Direct Marketing Expense

analyses along with other ad-hoc analyses such as, Source Matrix, PET Filling, Pre-Buy, etc., are

also performed on an on-going basis in order to present management with key information to

assist them with strategic decision-making.

Operational finance

The Operational Finance team carries the responsibility of ensuring timely and accurate

recording, posting, accounting and reporting of all Supply Chain and Commercial processes. The

first filter this team applies is to segregate its responsibility of the region; more specifically, the

Central Business Unit (Lahore, Gujranwala, Faisalabad & Islamabad) and the Southern Business

Unit (Multan, Rahim Yar Khan & Karachi). These two distinct units are headed by Heads of

Regional Finance (HORF) and directly report to the Chief Financial Officer. As a designated

resource, a Territory Finance Manager is responsible for all Operational Finance activities across

his territory. He is assisted by two Leads, one of whom ensures transparent posting of Accounts

and the subsequent analysis, while the other fulfils all Planning and Reporting requirements. The

remaining members of the team comprise of the Operational Controller, the Commercial

Controller, the Route Settlement Supervisor and Finance Associates for Cash, Payables and Sales

Accounting. The Operational Controller maintains control over all inventory records, fixed assets

movement and gate operations. The Commercial Controller rationalizes all Direct Marketing

Charges, Market Audits, Promotions and Discounts as well as Cooler Assets Movement. He

keeps a strict check over all commercial driven profitability, which includes segregation on the

basis of Key Accounts, Routes and SKUs. The Route Settlement Supervisor, as the name

precludes, is in charge of shift-wise route settlements and record retention. Three Finance

Associates are in place for dedicated investment to the key ticket activities of Cash, Payables and

Sales. As all these activities are carried out simultaneously and inter-departmental co-ordination

is focal to the functionality of this team, we actively seek individuals who are distinctly vocal,

active leaders and highly collaborative.

Business planning, reporting and treasury

The Business Planning, Reporting and Treasury department has a significant role in ensuring

business continuity and profitability. The Business Planning division is responsible for making

annual plans for a three-year period, producing monthly rolling estimates and comparing them to

the budget, running scenario analysis and checking the impacts that each scenario has and, lastly,

making feasibility reports to get a better picture of the company’s prospects.

The Reporting division focuses on actual results that have been achieved over a given period.

Periodic financial performance is analyzed against strategic business plan and rolling estimates.

Treasury division primarily focuses on capital and liquidity management. Treasury also looks

after the imports activities of the Company. 

Key Accounts Department

Key account is very important department. Key Account is very important department of Coca-

Cola Beverages Pakistan Limited. Coca-Cola has this department. And this department plays a

vital and important role in the life of Coca-Cola beverages Pakistan limited.

Without this department this company does not offer quality services to his customers. This

department is the way of progress, with the help of this department company easily progress and

developed in the market.

The company has categorized its customers. It has got a separate department to deal with them,

to check their demand and complaints and fulfill them. In this category those places are included

where there are high chances of projection of the image of different brands of the company. For

examples this category includes hotel and big restaurants and educational institutions etc. Such

places are called the “keys” for the promotion of the company. It comes under direct sales

This department basically plays a great role in sales but question arises that how can they help to

facilitate the customers.

Key Account is basically related to HoReCas that means

Ho Hotels

Re Resturants

Cas Canteen and Cafe’s & now Chain bakeries too

Key accounts are basically those hotels, restaurants and canteen & cafe’s whose image in the

market is too good who has great image in the market and great worth in all over the market

Internal audit

The Internal Audit is an independent, objective assuring and consulting activity, designed to add

value to and improve an organization’s operations. Internal Audit helps an organization to

accomplish its objectives by bringing a systematic and disciplined approach to evaluate and

improve the effectiveness of risk management, control and governance processes.

Internal Audit function is also responsible for conducting investigations against potential Code of

Business Conduct (COBC) violations. CCBPL Internal Audit Team is also involved in the audit

assignments of CCI’s international operations.

Sales and Sales Services

CCBPL is one of the top selling companies in Pakistan; hence it is driven to expand and deliver

its products to as many consumers as it possibly can. The Sales team at CCBPL operate in

various locations, to ensure their products are available across the country.

If you are someone who has exceptional selling skills and are able to convince people with your

words, then you should look no further. CCBPL needs sales’ leaders and strategic experts who

can take the company to greater heights.

Trade Marketing Department

Trade marketing is very important department in CCBPL. Trade marketing department plays a

vital role in the progress of CCBPL. With the help of this department this company easily moves

to the market and create awareness in the market. Some company uses different techniques for

advertising. But Coca Cola Beverages Pakistan Limited have proper department for this that is

Trade Marketing department. This department plays a great role in advertising and with the help

of this department CCBPL is in a position to promote their product in the market in very

effective.

This company creates awareness in the market through this department. This department overall

the areas of Lahore where they want to advertise their product. Advertising of CCBPL in any

outlet either it is small or big one this is the responsibility of this department. It dose not concern

with low and high worth of the shop or outlet. Its aim is to increase the publicity in the market.

This is also responsibility of trade marketing department that it should check & balance system

on the previous advertising and customer's response. They have to find out new outlets and shops

where they can advertise their product for increasing the sale. They find new areas and any other

source where they promote their products for company profit.

Advertising of Coca Cola in any where or at any outlet is handling by Trade Marketing

department.

But question arises how can they advertise n the market? Without any material they can not

advertise their product in the market.

First of all they visit the market and they evaluate the market where are those types of outlet or

areas where we can advertise our product. Then they demand for promotional material from the

Head Office and Plant that we need the promotional material for promotion purpose. They also

told them about those types of material what they want to display in the market. Then we need

this type of promotional material that we want to display in the market. They also told to

management about that how much quantity we need and also told about that we want to cover

this area for promotion purposes. They also check that how much quantity is in the department.

This is department responsibility to check that either we are in a position to advertise the material

in market or not. This is the duty of this department that they have proper record of all the

promotional material.

This department provides the customers different things of coke label so that the outlets properly

present the coke products. These things include:

Visi Coolers

Deep Freezers

Ticker Tape

Drop Down

Door Stickers

Counter Top

Counter Plastic Sheet

Ice Cold Flags

Racks

Brand Price Strips

Posters

Shop Signage

Furniture

Sales Promotion

Company adopts many tactics and methods to promote its sales. Company announces cash as

well as claim discount for sales promotion.

Company also launched their new scheme of three golden caps and you can get a coke glass for

free. Previously campaign was really a success and the target customers for this campaign are

rural as well as the traditional general stores so that company could encourage their customers

and they give better services to the customers.

Company gives coke flags, counters and racks to their customers to increase the sales.

During my internship company occasionally announced the claim discount (like 14 august,

Ramzan discount etc). If shopkeeper will buy more than one hundred 1.5 litter pet crates he will

be allowed 15Rs discount on each crate. This really helps them in increasing their sales volume.

Documents required for issuing a freezer:

Name of the Field Purpose

Sr. # It gives the total No. of assets in

the area

Gate Pass No. Number of the gate pass on which

that is issued

Asset Type Deep Freezer, Chest Cooler, Visi

Cooler

Manufacturer Varioline Inter Cool, Waves etc

Serial No. Serial No. of the asset which is issued by the

manufacturer of company.

Asset Code Code of the asset which is issued by

Company.

Date of Issuance It shows the date on which gate pass

of that asset is issued

Name & Address of The Shop Name and Address of the shop for

which that asset is issued.

Agency Name Name of the Agency under which

territory the shop is located.

MDO Name of the Market Development

officer of that area.

Purposes It Serves

That table serves all requirements of the management. For example

If management wants to know which asset is on which shop that can easily obtained by

giving Asset Code, Serial No. or Gate Pass No.

Similarly if management want to know when an asset is issued it can also be obtained by

giving gate pass no, shop name, etc.

The Coca-Cola Export Corporation often requires how many assets you have been issued

so far that table can also find it out.

Similarly if management wants to know how many assets in a specific region you can

know from that table.

You can find out how many assets have been issued in a specific area of distributor.

You can also find out that how many assets have been issued for a specific Marketing

Development Officer.

It can also tell us that how many assets of specific company are issued.

So it serves all requirements of CCBPL, Lahore Plant’s management.

Stock new coolers for injection

Here is very important part of CIT Department where all new coolers are for injection at any

time according to the customers demand. If nay customers demanded for new coolers then, new

cooler is given to him from new stock of cit department.

Types of Coolers

There are two types of cooler;

Chest cooler

Visi cooler

Capacity of coolers Visi coolers

120 SAX

260 SAX

400 SAX

550 SAX

1000 SAX

Consumer Complaints Form

The CIT department also has to rectify the complaints of the customers about visi cooler and

chest coolers. Before rectifying these complaints, CIT department follows a proper procedure.

Following is the format of the complaint form that customer has to fill for getting the services of

the CIT department.

OPERATIONAL EFFICIENY IMPROVEMENT

In order to sustain the momentum of growth, and to achieve the vision of year 2020, the

operational Efficiency Improvement department focuses on undertaking functional projects to

make the switch towards a scalable and sustainable business model, which is based on lean and

aligned business proceses. Its key responsibilities are to build capability development, re-

engineer low efficiency processes, improve speed to market, eliminate non-value added roles and

processes, and optimize our cost base. OEI plans on transforming the Coca Cola business by

making it easier for its greatest resource - its people - to do their jobs more effectively. This it

plans on doing by simplifying and streamlining the company’s controls and decision making

processes, so that the decision making moves to business’s front line.

LEGAL

The Legal Department takes care of multiple responsibilities beyond core legal functions and it

currently consisting of seven professionals. The Department strives to add value to and improve

the Company’s operations by extending essential commercial legal support to all functions

across Pakistan.

The Department is headed by Director Legal, who is also designated as the Company Secretary

and the Local Ethics & Compliance Officer (“LECO”). As LECO, the Director Legal is also

entrusted with additional responsibilities of creating awareness, educating and advising the

internal/external stakeholders about the Code of Business Conduct of the Company and ensures

its compliance and implementation.

The Legal is divided into three sub-divisions:

(i) Corporate and Commercial primarily deals with Agreements, Company Secretariat,

Regulatory Affairs, Acquisitions, Trainings, Policies and other day-to-day affairs

(ii) Litigation and Labour Affairs mainly deals with Litigation, Labour/Employment, Union

Matters, Environmental Issues and Training

(iii) Brand Protection deals with matters of Counterfeiting of Products, initiating Civil &

Criminal proceedings and also creating awareness about issues of counterfeit at various

forums and possible impact on business and reputation of the Company. Additionally,

this part also provides miscellaneous support to other functions at territories.

Fleet &Logistic Department

Logistic department is basically the combination of two departments these are logistic and

shipping department. The whole transports and vehicles are arranged and maintained by logistic

department. And shipping department is responsible for the maintenance of inventory of empty

bottles. On the whole logistic department is consists of 27 permanent employees. And rest of the

employees work on daily wages. The structure of Logistic Department is given below:

Responsibilities of Logistic Department

As I mentioned earlier logistic department is basically for the purchase and maintenance of new

vehicles. For that purpose they have a workshop for heavy-duty vehicles and for cars in the

factory. And for the motor cycles they made arrangement with a workshop from where

employees get work done and payment will be made by the factory at the end of the month.

Types of Vehicles in the Factory

There are basically four major types of vehicles in the factory. These are

Motor Cycles for Market Development Officers (Sales Staff)

Cars for Management

Vans for Loading

Loader Machine

CCBPL offers a motorbike and 60 liters of petrol per month to each Market Development officer

(MDO). And the maintenance of the motorbike is also the responsibility of company. The

issuance and maintenance of these motorbikes is also the responsibility of logistic department. If

a new employee is employed in the sales department as MDO then marketing or sales

department send a request for motorbike to the logistic department and if logistic department has

any extra motorbike then they issue that one to that employee otherwise they purchase a new

motorbike for that employee.

CCBPL also offers cars for the management. Coca-Cola Lahore plant has approximately 15 cars

for management. 1300 CC car is only allowed to BOM (Business Operations Manager) and all

departmental heads can use 1000 CC car. The issuance and maintenance of these cars is the

responsibility of logistic department. Logistic department is also responsible to maintain the

record of petrol consumption of each motorbike and car. For the purpose of petrol Coca-Cola

International Lahore Plant arranged an agreement with a petrol pump of shell near the factory

from where any employ can fill his vehicle by giving a slip which is issued by logistic

department. Vans are also there in the Coca-Cola Lahore Plant. These are for the purpose of

supply of crates to the places where cases are issued directly by the factory such as Police

Commissioners and these vans are also used to supply assets of factory to the shops like Deep

Freezers, Visi Coolers, and Chest Coolers etc.Loader Machines are used in shipping department.

These are used to load and unload the trucks etc. For the maintenance of these vehicles and cars

a workshop is present in the factory where many competent mechanics were employed

Sale Co-ordination department

Responsibilities of the Co-Ordination Department

Inspection of the empty bottles in the consignment

Inspection of the bottles low filled than the standard filling

Receiving of the cash by M.D.Os from S.M.Os

Complaints against the service provided by the marketing department to the

shopkeeper. It is taken by the M.D.Os from the shopkeeper on a form and recorded by

the co-coordinators and entered in to the database, it is then fulfilled by the company

(pending and settled when fulfilled).

Coordination is very important department of Coca-Cola Beverages Pakistan Limited. Coca-Cola

has this department. And this department plays a vital and important role in the life of Coca-Cola

beverages Pakistan limited.

Without this department this company does not offer quality services to his customers. This

department is the way of progress, with the help of this department company easily progress and

developed in the market.

This department basically plays a great role in sales but question arises that how can they help to

facilitate the customers and sales department.

There are different types of selling those are as follows;

Direct

Indirect

Out station

Pre-selling