Professional Documents
Culture Documents
INFLOWS
Recruitment
Manpower resource planning
Internal Recruitment
External Recruitment
7
7
7
7
Interview Techniques
Online Aptitude Test
Behavior Test
Personal Test
Technical Test
Technical Interview
General Interview
Final interview
7
7
7
7
7
7
7
7
INTERNAL FLOWS
7
7
8
8
8
Needs Assessment
Organizational Analysis
Operational Analysis
Individual Analysis
8
8
8
8
Appraisal
Departmental level
Management level
Individual level
Job analysis
Potential Analysis
Developing rating programme
Developing Scoring Procedure
Developing training programme
8
8
8
8
8
8
8
8
8
Rewards
Promotion
Lateral move
Task force assignment
Over seas assignment
Cash reward
Non monetary reward
9
9
9
9
9
9
TIME KEEPING
10
Attendance system
11
11
Identity badge
12
DRESS CODE
12
COMMUNICATIONS
13
SECURITY SYSTEMS
14
15
SERVICE CONDITIONS
15
Employee classification
15
Increments
16
16
Merit increment
17
Performance linkage
18
PROMOTIONS
18
19
PROVIDENT FUND
19
LEAVE BENEFIT
21
BONUS
21
22
22
DISCIPLINE
25
INDUSTRIAL RELATIONS
27
29
RESIGNATION
30
Policy
30
Procedure
30
Notice period
31
Acceptance of resignation
31
Terminations
32
Account settlement
33
33
EXIT SYSTEM
34
We are extremely happy to introduce this first edition of the HRD POLICY
MANUAL for the employees of SPHINX NETWORKS (p) LTD. We hope
this will serve as a ready recokner / reference for policies / procedures and
practices on various aspects pertaining to services conditions ; personnel
systems ; IR and welfare of employees at Corporate, Operations.
This manual is an attempt at providing broad guidelines for all matters of
Staff personnel and Industrial
Relations, in one cencise manual . We hope this manual will enable you to
take independent decisions
Concerned with our policy frame works and will thereby, reduce
unnecessary reference. It is also a positive
Step in the area of employees communication whereby guest work and
speculations will be reduced. All executives / Managers will know what is
expected of their and what is expected of the staff under them and this will
go a long way for the smooth working and congenial atmosphere of the
organization.
Finally to say , as and when there are substantial changes or any additions,
those aspects will be updated in this manual by Corporate H.R.D.
Department.
PRESIDENT
Importance of HR
Coalescing corporate needs with the individuals is crucial . The
corporation is driven by the interest of its stakeholders, its goals of profitmaking determining its business philosophy . But the individuals bring into
the corporations their own ambitions . In the past, however , the corporate
human resource functions seldom tried to bridge the gap between them.
Being in a buyers market ,considering the countrys huge reservoir of
qualified people and operating with systems that did not distinguish one
individual from another, corporate had no need to ensure congruence
between organizational objectives and an employees aspirations. But equal
access to a;; resources is forcing them to rely on their people as the source of
competitive advantage today. There are five components linked seamlessly
to each other and to the companys business goals.
Recruitment : Woven into strategic planning, recruitment filling measures
or the annual ritual of campus recruitment. Translating corporate strategies
into a man power plan, and developing a long-term hiring programme
accordingly, corporations are tracking down people with the combination of
knowledge, experience, skills, and behavior best suited to achieving the
companys objectives.
Performance management : To ensure that the talent they have attract can
help the organisations achieve their goals, companies are using HR to create
appropriate working conditions .The steps: evaluating all jobs so as to assign
them to the individuals best suited for them. Designing customized jobs if
necessary/
Training and development : As change overtake the stable environment in
which Indian corporations have so far been functioning, organizational goals
are changing rapidly. And so , naturally , are the tasks that people have to
perform. The function of the HR bridge the gap between the abilities that
individuals need to perform these tasks-such as self-directed leadership, selfmotivated teamwork, and self-generated creativity- and those they possess.
Appraisal and Reward : With the first three phases of a companys
integrated HR process focusing on acquiring and equipping people with the
abilities to fulfill corporate objectives, a system of goal-setting, evaluation,
and compensation is being used to directly link organizational objectives to
Inflows
Recruitment
Manpower resource planning
Internal Recruitment
External Recruitment
Campus recruitment
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Search form
Casual vacancies
Interview Techniques
Online Aptitude Test
Behavior Test
Personal Test
Technical Test
Technical Interview
General Interview
Final interview
Internal Flows
Training and Development
Induction Training
Functional Training
Behavioral Training
International Training
Needs Assessment
Organizational Analysis
Operational Analysis
Individual Analysis
Performance and Quality
Performance and evaluation
Total Quality management
Appraisal and Rewards
Appraisal
Departmental level
Management level
Individual level
Job analysis
Potential Analysis
Developing rating programme
Developing Scoring Procedure
Developing training programme
Rewards
Promotion
Lateral move
Task force assignment
Over seas assignment
Cash reward
Increment
Incentive
Lumpsum
Stock Option
Non monetary reward
Time keeping
INPUTS OF TIME-KEEPING :
Employee code number : Whenever an employee joins the organisations a
trainee; probation; permanent he / she is alloted a code No. ________ which
shall be referred in all the official transactions in addition to his name.
Shift Working : All the operations has a system of General shift working
for 8 hours in a day , each area has got separate timings match to their
functional requirements. The time will be notified to the employee concern
at their respite departments.
Attendance Register : At all the departments they should maintain a
attendance register, for all the employees for marking attendance. The
personnel concerned shall comply with all statutory formalities and forward
the particulars after closing the wage period to HRD corporate for necessary
payment of salary.
Weekly Off : As per statutory obligations, that whenever an employee
works for six days at a stretch he / she is entitled for a rest day i.e. 7th day
otherwise calls weekly of . In case of emergency operations personnel could
work continuously however in any case it should not be postponed beyond
the 10th day.
Attendance system
Deduction of wages for late attendance and absence from duty
Attendance shall be marked daily according to he rules prescribed from time
to time for the company.
Employees who are required to sign the attendance register shall mark the
time of reporting for duty.
Employee who are required to punch time card shall get cards punched in
the time clock at the time of reporting for duty and at the time of leaving
duty.
All employee shall report to their place of work punctually at the specified
time in the manner directed by the management from time to time.
No employee will be accepted on duty if he is late by more than 10 minutes
on any day or comes late for more than 3 times in a calendar month and he
may be shut for that day and treated as absent with consequent deductions of
salary as per the provisions of the payment of wages Act 1936 under section
9. Expect in those case where in the interest of the work he has been allowed
to work under written permission of an authority not below the cadre as
notified / authorised by the management from time to time.
An employee who is absent from duty without prior or post factor
sanctioned leave shall be liable for deduction of wages for the period of his
absence in accordance with the provisions of the payment of wages for the
period of his absence in accordance with the provisions of the payment of
wages Act 1936 under section 9.
If an employee, although present in his place of work fails to do his assigned
work or part thereof and or refuses to carry out his work or part thereof
slows down the place of work, he / she shall be deemed to be treated as
absent for he whole day.
Identity badge
Every employee excluding ( Casual / Temporary / Apprentice ) will be
issued an Identity Badge or other means of identifications.
Every employee shall take atmost care to ensure against loss or theft of the
Identity Badge . Loss or theft of the Badge shall be immediately notified in
writing to the issuing authority. Replacement of Badge shall be at employee
expenses as may be specified by the management . Employee shall also
responsiable for obtaining fresh badge, where the old one becomes
indisperable.
Every employee shall were Identity Badge in a conspicuous Position on his
dress and hold the same in his custody while on duty as directed by the
management from time to time. The Badge shall be shown on demand to the
security personnel or any other authorised officials by the management.
Dress code
Communications
Security Systems
To regulate entry and exit of the employees / visitors and search including
their belongings.
Checking, Recordings and regulating the incoming and outgoing material.
Movement checking / recording of vehicle / personnel / material / product
etc.
Vigilance to prevent pilferages , theft and also drawing information ,
regarding untoward activities / incidents. Apart from they are required to
attend any other assignment given by the management from time to time.
Service Conditions
Employee classification
Employee shall be classified as here under :
Permanent Employee
Probationer Employee
Temporary Employee
Casual Employee
Apprentice Employee
Trainee Employee
Badli Employee
Increments
Policy :
Increments are granted annually om 1st July.
To grant annual increase in salary in recognitions of the good work done
during the preceeding year.
All permanent / confirmed employee , those who are joined other than 1st
july in a calender month will be eligible for 1st Annual increment, movement
they have completed 12 calander months of service from the respective date
of joining in the company.
However after 1st Annual increment , these cases will be treated par with
other July increment revision employees and they will be paid arrears
proportionately.
Procedure :
A list of employees due for regular increments is prepared by HRD
Department / P & A admn . , and obtain necessary authorisations from the
concerned and forward the same to Finance Department for necessary
release of salaries accordingly.
In any case employee are considered for next year Annual Increment only
after 12 calender months of service is put in from the date of postponement
of increment .
Merit increment
Policy :
To recognize and reward good performers who in a particular year or in the
near future, cannot be promoted.
Merit increments are normally considered for good over all performance for
the last 2 years or so .
Consistency of performance atleast for 2 years is must to consider the
promotion to next higher grade.
Procedure :
Every year in June the HRD department scrutinizes the cases of all the
performance evaluation forms and on the basis of which recommendations
are received from all the functional heads made there is, the promotion and
merit increments are granted .
If any cases recommended are not considered, the HRD departments gives
the feedback to the concerned with the reasons why some of the
recommendations were turned down.
Saving :
However in any case management has got absolute discretion in considering
any case for granting special / additional increment, depends on
organizational and business needs to satisfy.
Performance linkage
Leave Benefit
All employees other than casual & temporary will be entitled to leave
as follows :
Privilege leave :
Every employee who has worked for period of 240 days or more during a
calendar year shall be allowed during the subsequent calendar year, leave for
number of days calculated at the rate of one day for every 18 days of actual
work performed by him during the previous calendar year .
Explanation :
Bonus
As per the payment of Bonus Act 1965 its related provision therein, all the
employees who ever covered under the ceiling of the Act ( As per the
amendment ) are entitled for maximum of 20% and minimum of 33% of
Bonus in every financial year of the eligibility depends on the organisational
performance and business returns.
Further to those employee who do not cover under this provision of Bonus
enactment would be paid an ex-gratial subject to maximum ceiling.
However this is no mandatory to the employer.
Tour and Travel Guidelines
Procedure and System
Travelling expenses and daily allowance :
An employee when called upon to travel on business of the company or when otherwise permitted, as
mentioned hereunderTable
Employees shall travel by the class for which they are eligible. However, in
any case of emergency or due to exgiencies of work an employee may be
permitted by the competent Authority prior to travel by higher class than he
is eligible.
Any expenditure over and above the eligibility will be allowed subject to
satisfaction of the directors, based on justification given by the respective
HODs . In the absence such of additional amount spend should not be
reimbursed.
Official Tours :
Submission of tour programme
An employee when ordered to go on tour on companys business, shall
submit in writing his T.P with necessary information of each place of halt
and get the same approved from the authority concerned. In case of
emergency, where it is not possible to obtain written approval the tour
programme should be handed over to the officer concerned. And change in
programme should be intimated from tome to time by ordinary post or
telegram as considered necessary and expedient.
Daily allowance payable for days and hours on duty :
Daily allowance is payable only for days on duty away from the
headquarters and should not be drawn for the period of absence from duty
and is intended to cover the ordinary dairy expenses of an tour and includes
boarding and all other incidental expenses.
Discipline
Industrial Relations
Industrial relations in SPHINX has always revolved around the following
policy / approach :
-
company and announce, notify the same to all concerned by 1st week of
the new calender year.
- The days observed as holidays shall be notified on the notice board of the
branches, divisions and corporate offices.
Employee making very urgent calls through the companys telephone will
make it clear to the operator so that their names can be entered in the
register.
Employee should restrict making calls during their lunch break except in the
case of emergency.
All calls whether official or personal should be restricted to 3 minutes so
that the line is not unnecessarily kept busy.
Telegrams / Fax :
Normally the use of the telegrams & fax is not done. Only in the case of
certain urgent official requirements, this can be allowed. For this purpose,
the approval from HOD or functional head .
Resignation
Policy
Procedure
The resignation letter should be submitted to the appointing authority
through the functional head.
The resignation letter will be accepted in writing by the functional head and
final approval has to be given by appointing authority.
The field staff has to submit their resignation letters to the office in charge
towards the information to HRD corporate and the letter to Sr. Vice
President Marketing for his comments from HOD it will be forwarded to
appointing authority for final approval.
After the approval obtained, HRD will process the resignation for account
settlement as per the norms laid down in organization as well as the order of
appointment.
Finance department, after receiving the account settlement from HOD clear
the amount accordingly.
Notice period
All appointment orders include the term Notice Period and salary in lieu of
notice .
Notice period for different levels are mentioned as follows:
- UPTO : OFFICER / JR. ENGG / SECRETARY / ACCOUNT ( LEVEL )
}
ONE MONTH
}
The company has the right to demand such notice and if the actual service of
the employee are required it can insist that he/she actually work for the
notice period and not simply adjust or to relieve that employee with
company. A list of misdemeanors has been laid down in the standing rules
notified to the employees in SPHINX Solutions . The list is only
illustration and not exhaustive.
Termination can be effected by either notice as per terms of appointment
orders or by paying salary in lieu of notice.
Each case will be decided on its own merits / demerits.
The decision about the termination of services of an employee will be taken
by personnel / HRD department on the recommendation of the functional
head.
Account settlement
The following procedure is to be followed for the settlement of due of a
personnel who have resigned / retired / terminated etc.
After resignation accepted and the documents related to will be forwarded to
HRD ; HRD inturn prepare an account settlement form consists of
-
Exit system
Basic Promise :
We stand for a long and lasting relationship with our employee members
where ever they are .
Objective :
To express our sincere regards and position concern towards the employees
seeking separation after having put in their invaluable contribution towards
the growth of the organisation and their depart on to happy note.
Scope :
This covers all regular employee in the level of supervisors and above
seeking separation with a maximum of one year of service with SPHINX
Family.
Technique :
Exit interview : Welcome to the exit interview. At a fundamental level, it
will bring revelations- many of them unexpected about just why an
individual is leaving your company.
It will allow you to diagnose specific problem areas and identify area of
employee dissatisfaction.
Description :
There are questions divided into three categories which identifies the factors
compelling employee leave.
- First category relates to the departing of the job.
- Second category focuses on the changes the company should make.
- Third is aimed at identifying the advantages of the new job.
Procedure :
All employees covered under this policy shall be given a farewell gesture by
its department people and colleagues.
The company shall contribute Rs. 500 ( rupees five hundred ) @ Rs. 25/- per
head for twenty persons at maximum towards the refreshment expenses.
The colleagues / department people may contribute among themselves for
giving farewell gift to the outgoing members of the family as a token of
remembrance .
The farewell shall be organized at the place of work after the normal
working hours on the last working day of the outgoing member.
The HOD / Department Head shall take lead in such an endeavor.