SREEKUMAAR TEXIND CORPORATION

Responsibilities of the Manager

ADMINISTRATION
Factories Act } * To have returns filed in Time
Pollution Control Board } * To Remit the Statutory payments in time
Fire Service }
Employees state insurance } * To Remit the Statutory payments in time
Provident Fund } * To review any pending work in this field
Sales Tax } * To have returns filed in Time
Health Department } * No objection Certificate
Electricity Board } * To pay the amount within due dates
Telephones } * for proper function of equipments.
Minimum Wages Act } * Minimum wages payment Chart
Thiruverkadu Municipality } *Tax and Factory licence
Diesel Generator Set } *Apply for Licence and payment of Tariffs.
A E P C, TEXTILE COMMITTEE, HANDLOOM ASSOCIATION
TEXPROCIL,Andhra Chamber of Commerce
1. Income Tax hearing
2. Corporation of Chennai – House property-tax payment
3. Ramachandran Advocate: hand over the photos.
4. AEPC journal subscription Payment
5. Texprocil case-Singaravelu advocate follow up- Manickavasagam
6. Drinking water set righting/Iron removal to be set right
Water management – Iron Removal Plant, RO Plant and STP and All
Water pumps. Prepare the periodical Lab test reports and Submit to
7. Pollution control Board follow up.
8. Service Tax Returns filing-Mr.Kulasekaran, Supdt.
9. Perambur Registration office for Applying copy docs.
10.Sales Tax Vat refund-Pay and Accounts Dept.
11.Meet ACS hospital for conducting medical camps for Eye and
General at our premises.
12.Sivakumar,Auditor – details of Devi Exports Balance sheets
13.Closing stock of Fabric, Garments and Sundry Debts to Uco Bank5/2
14.Filing of Vat Monthly Return for Sept’08 to Dec’08
15.Vardhman Bale missing -follow up and settle with transporter
16.Note book to be maintained and write each of their requirements
17.Supervisors Training program-20.1.2009-jaslin-Arrange for
projectors.
18.HODs Incentive schemes.
19.Thruverkadu Municipality -Tax Assessment and Factory licence
 20.Social Audit and CTPAT audit team formation and Monitor
21.Firms Return filing at Chennai Central Registration Office
22.CCTV Quotation Finalisation
23. Letter to all suppliers charging VAT 12.5%- Not to charge at that rate.
24.Lift Lock fixing
25.Renewal of Tata tele Dialup
26.Budget monitoring meeting once in fortnight
27. DGFT- Import and Export Code –Change to Category from Merchant
to Manufacturer-Exporter
28.Tiruvallur Inspector of factories-Boiler Certicate to obtain
29.Bill on Tirupathi – Dated December’08 End
30. Proffessional Courier Rates finalization.
31.Catalogue from Featherlite and Godrej
32.Demand draft to be sent to Pedexil
33.Telephone rates change letters.
34.Safety Locker in MD’s Room
35.Railings to cover the Ditch at EB Room and Under two staircases
36.All cable route Map- Shanti Power

G. Ramalingam
REPAIRS AND MAINTENANCE WORK
* To assess any maintenance work pending and take action.
* Maintenance Card for all the machines to be checked
* Maintenance Card should accompany all the requisition for
any parts change.
* Distilled water supply
* Proper placement of Materials in work place
* Drinking Water Supply – water Potability certificate with all the contents
of Minerals and
* Toilets water supply
* Cleanliness of working Place and Toilets.
Which Department is unclean and disorderly:-
* Van movement monitoring
* Water Taps cleaning at toilet, dining and for drinking twice in a week

SECURITY GUARDS DUTY AND their records scrutiny

Security personnel follow up: Records Maintenanace, Guards placement,
Guards calibre
 1. Display Board –Firm Objective
2. Dispose the Dead stock stores materials
3. Yellow painting for Production halls
4. Display Board of Policies of the company
5. Towel Stand and Tissue stand in all Toilets
Reduction of number Sweepers to half of the strength

TOILET CHECKLIST
*Doors functioning – Doors Intact/ Latch Proper/
*Lights Functioning- All Tube Lights
*Condition of Wash Basin
*Taps/ Flush Tanks – Any Leakages
*Floor Cleanliness- Mats at Entrance of Toilet
*Bins Condition- If Full Remove Wastes
*Usage of Cleaning Material- Phenoyil, Soap oil, Bleaching Powder etc.
HOUSE KEEPING CHECKLIST
*All over Floor Cleaning( Factory area, Corridor, Staircase) - Sweeping on
hourly basis/Moping with machine daily.
*Open Terrace to be swept once in a week and Walkway around the factory
building to be swept twice a week
*Glass Panel cleaning on daily basis
*All Bins to be cleaned and remove the wastes on hourly basis
*Dining Table cleaning before and after every food, Dining Hall floor
Sweeping twice a day
*Lights, Air conditioners, Fans and Bus bars Cleanliness- Clean with Cloth
swiping twice a week
*Tiles/ windows/ doors Cleaning with cloth twice in week
Workers Team along with Administration Staff - Committee to be Formed
to oversee the Operations of Complete Housekeeping.

Kokila
Discipline of employees in Factory
* Correct Time in: Late comers : Department wise Nos:
* Correct Time out
Over time: Which Department and Why:
* Employees not wearing identity card – Department wise details Nos.
* Physical presence should be checked on daily basis
* No noise
 1. Leave, permission procedures to be written
2. Payment to Trainee Tailors
3. Mcaffee Renewal- 11 systems
4. Telephone-Landline-Sheme changing for low cost
5. Canteen meetings minutes
6. Leave wages payment
7. Settlement payment
8. Induction Training for all existing workers
9. Lawyer appointment letter for labour and legal opinions
10.Doctor Appointment letter for periodical visits to factory
11.

Saranya/Prabha/Devi/Kalai/Alamelu/Mohana/Kokila
OFFICE BOYS -Movements Allocation
Through REGISTER/Display Board.
Mr. Doss; Mr.Dinesh
• Record Room Cleanliness

Vasanthi
ACCOUNTS
* Vouching on daily basis. * Daybook Maintenance - checking everyday
* Passing of Bills for Payment on daily basis: * Statement of Pending Bills
Month wise
* Passing of vouchers for Payment on daily basis
* Follow up of the statutory Payment of bills- ESI, PF, TDS, Phone,
Mobile phones, Electricity etc.
Bills from Raj Enterprises
1. Break up of manufacturing and other expenses in percentages
2. Work out the accounts balance as on 31.12.2008 to arrive at the profit
earned so far- compare the position as on 31.3.2008 and 31.12.2008
3. Exchange New notes against Damaged notes
4. Factory Salary Break up; Split up Admn. Salary
5. Comparison statement between budget and Actual expenses and
separate statement for fabric (salem) and (Chennai)
6. CIF –Freight charges to sales account
7. Price difference to adjust in Sales amount
8. Fabric 45%;Accessories 10%; Manufacturing 25% Gross Profit 20%
Less Administration and Selling exp 10% Add Duty drawback 10%
Net Profit 20%
 9. Review Sundry Creditors and Sundry creditors
10.Transfer Price difference from Admn. Head to Selling head
Hema
E- Mail and Fax Copies to be seen on daily basis

Ganesh/Manickvasagam
DOCUMENTATION
* Filing should be maintained properly.
* Set the procedure (Manual) for the documentation for each Buyer
* Follow up with Merchandisers for the billing of all the sample dispatches
* Daily report should be submitted giving the details of pending bills to be
submitted to bank, shipment made etc.
* Intimate to the Buyer/Buying house as and when goods dispatched on
daily basis
1. Channi Fabrics Periodical letters
2. Pending bills statement-export and domestic-Hotsource(courier)

BANKING WORK
Uco Bank, Chennai-1, HDFC Bank, Chennai-2, ABN AMRO Bank,
Chenaai-34
* To get balance amount available in the Bank account everyday and tally
with our books. * To get and ask for the Advise slip on daily basis
* To clarify and/or rectify any problems in Banking
* To submit periodically the letters for discharging of the bills collected
other than bills sent for collection/negotiation.
* Prepare BRC statements: status * Follow up of Duty Draw back
receivables.
* Prepare the Pending Invoices for Receipt and follow up with Buying
Houses either by E-Mail or by Letters Preferably daily basis.
Pending bills to be submitted to bank with reasons for delay
Advise slip of Remittance in bank (Received and Pending)
Pending bills for Submission of the letters for discharging

Daily cargo movement from factory, stuffing of the goods for sea sailing
Goods shipment ready for next week details-whether invoice, packing list
made ready
Intimation to the Buyer/Buying house as and when material dispatched:

Pending Duty Draw back receivables.

Pending Invoices for Receipt and follow up with Buying
Houses either by E-Mail or by Letters – follow up details
1. Uco bank- Interest accrued statement and TDS certificate on FDs
2. Uco Bank- Pending Bills statement Upto Date.
3. Indian Bank Statement-Duty Drawback
4. StateBank of India Statement
5. VAT Payment collection from Pay and Accounts office
6. Uco Bank –ECGC letter reply

Vedha/Chitra
REPORTS FOR QUALITY STANDARDS
* Follow up whether all entries are made by all the departments every day.
WORKERS WELFARE AND GREIVANCE MEETING
1. Tamil Version of all Job Responsibilities, Work Instructions
* Cutting Department * Sewing Department * Fabric Department
* Stores Department * Finishing Department * Quality assurance
Department * Sampling Department * Documentation
* Merchandising * Maintenance * Accounts
2. Proper functioning of Mail and Computers.
* Computers – Vcare
* Network Software – Maptech
* Network Cabling – Cocepts and Devises
* Telephone Networking-Concepts and Devices
* Anti Virus software – McAfee- Vcare
* Accounts – Tally
* Attendance -Zecons
3. Prepare Work Instructions From Manager to Scavenger both in
English and Tamil. Flow chart to be prepared for each department
4. Follow Perry -Ellies Questionnaire for Social Compliance
5. Review the social compliance and C-TPAT reports and Quality
Reports and carry out the follow up measures periodical
6. Fusing machine usage display at Cutting Department
7. Conduct periodical- Various Committee meetings
8. Quality Manual and monitoring

REPORTS FOR QUALITY STANDARDS – ISO 9000

Whether all entries are made by all the departments with details up to which
date entries made for each statement.
Capital Expenditure to be Incurred during 2008-2009

1. Drinking water Plant to set right

2. Pavement Pathway- Carried out
3. CCTV Fixing at important places
4. Intercom-Pager-Addressing systems
5. Upgrading Tally from single user to Multiuser –
Production/Stores/Human Resources/Accounts
6. ERP software for Merchandising
7. Airconditioners at Conference Room&QA Room-Done
8. Furniture & Fixtures- HRD & Accounts -Racks and Pinning Board
9. Projectors and Computer at Coference room
10.Entrance Main Board
11.Entrance – Focus Lighting and Garden lighting
12.Fencing above the existing compound wall- Barbed Wire with post.
13.Mike and loudspeaker
14.Concepts and Devices – Telephone Instruments
15.
 Recruitment Policy

Vacancies for various positions have to be informed to Human Resources

Department.

Candidates for various jobs directly approach the factory and they are asked
to wait at the visitors’ room besides Security office.

Preliminary screening of the candidates is done by the HR department

through Mr.Ramalingam to determine the age and suitability for the job. In
his absence HR Department In-charge Ms.Kokila will carry out the same.

Application forms are written by the Assistant from HR Department. Then

the candidates are issued necessary pass by Security and let inside the
factory and sent to the concerned section for Interview by the Department
In-charge, who evaluates the candidate by noting down the details in the
evaluation form for the respective job and if selected the joining time is
written and sent back to HR department.
HR department then enquires about the candidate with the referred person
mentioned in the application about the background of the candidate. In
addition either Mr.Ramalingam or the Manager would enquire candidates
the previous employment company over phone to determine the background.
If the candidate is either come for first employment or from outstations
Mr.Ramalingam would visit to the residence of the candidate to know about
the background and submit the report to the Management.

After the acceptance of candidature, worker’s Token number is allotted and

appointment letter in Tamil is issued in duplicate and receive back one copy
acknowledged by the worker. For immediate usage Time card is issued
which has to be shown to the security while entering factory in the morning
and hand over the same to HR department for notifying the time of entry and
in the evening Worker has to collect the Time card and leave the factory.
This Time card is valid till he/she is issued identity card (Swiping Card).

Resignation Policy

If a worker says no interest in the job he/she is asked to submit the

Resignation letter and surrender the identity card. If the worker is employed
more than one or two months for whom Provident fund contribution is made
he/she asked to come after two months to take letter addressed to PF
authorities for issuance of closure of PF amount. If a worker is employed
more than five years the y may be asked to forward the letter for the
payment of Gratuity in addition to letter for PF withdrawal.

The Token number allotted serially to the worker as and when they join the
employment and it would never be allotted again to anybody else even the
said worker leave the organization by Resignation.
The identity card issued to worker will be taken back on resignation by the
worker. The said identity card will be destroyed and entry made in the
register counter signed by the Manager or Managing Director.

Canteen

The canteen building shall be constructed in accordance with the plans

approved by the chief inspector and shall accommodate at least a dining hall,
kitchen room, pantry and washing places separately for workers and for
utensils. The minimum height of the building shall not be less than 3.7
meters and all the walls and roof shall be of suitable heat-resisting materials
and shall be water-proof.

In a canteen the floor and inside walls upto a height of 1.2 meters from the
floor shall be made of smooth and impervious materials: the remaining
portion of the inside walls shall be made smooth by cement plaster or in any
other manner approved by the Chief Inspector.
The doors and windows of a canteen building shall be of fly-proof
construction and shall allow adequate ventilation.

The canteen shall be sufficiently lighted at all times when any persons have
access to it.

In every canteen:-
1) All inside walls of rooms and ceiling and passages and staircases shall
be lime washed or colour washed at least once in each year or painted
once in three years dating from the period when last lime washed or
painted, as the case may be;
2) All wood work shall be varnished or painted once in three years
dating from the period when last varnished or painted;
3) All internal structural iron or steel work shall be varnished or painted
once in three years dating from the period when last varnished or
painted;
Provided that inside walls of the kitchen shall be lime washed once in every
four months;
Records of dates on which lime washing, colour washing, varnishing or
painting is carried out shall be maintained in the prescribed register (Form
No.7)

The precincts of the canteen shall be maintained in a clean and sanitary

condition. Waste water shall be carried away in suitable covered drains and
shall not be allowed to accumulate so as to cause a nuisance. Suitable
arrangement shall be made for the collection and disposal of garbage.

Dining hall

The dining hall shall accommodate at a time at least 30 percent, of the

workers working at a time.
The floor area of the dining hall, excluding the area occupied by the service
counter and any furniture except tables and chairs, shall be not less than 0.9
square meter per diner to be accommodated as prescribed above.
Sufficient tables, chairs or benches shall be available for the number of
diners or accommodated as prescribed above.
Soaps and towels should be provided at the washing places in the canteen
for the use of the workers.
Food and food materials should be stored in fly-proof safe and handled with
the help of wooden ladles or suitable metal forceps whichever is convenient.
Vessels once used should be scalded before being used again.

Medical examination of Canteen staff:-

Every member of the canteen staff who handles foodstuffs shall be
medically examined by the Factory medical officer or the Certifying
Surgeon and such examination shall include the following , namely:-
1) Routine and bacteriological testing of faeces and urine for germs of
dysentery and typhoid fever at intervals of not more than six months;
2) Routine blood examination at intervals of not more than twelve
months;
3) Any other examination including chest X-rays that may be considered
necessary by the Factory medical Officer or the certifying Surgeon.
Any person, who in the opinion of the Factory Medical Officer as
confirmed in writing by the Certifying Surgeon, is unsuitable for
employment on account of possible risk to the health of others, shall
not be employed as canteen staff.

Prices to be charged for food stuffs:-

1. Food, drinks and other items served in the canteen shall be served on a
non-profit basis and the prices charged shall be subject to the approval
of the Canteen managing Committee
2. The charge per portion of foodstuff, beverages and any other item
served in the canteen shall be conspicuously displayed in the canteen.

Accounts of Canteen :-
9. All books of accounts, registers and any other documents used in
connection with the running of the canteen shall be produced on
demand to an Inspector of Factories.
10. The accounts pertaining to the canteen shall be audited, once in every
twelve months, by registered accountants and auditors. The balance-
sheet prepared by the said auditors shall be submitted to the Canteen
Managing Committee not later than two months after the closing of
the audited accounts.
Managing Committees:-
1. The Manager shall appoint a Canteen managing Committee which
shall be consulted from time to time as to-
a) The quality and quantity of foodstuffs to be served in the canteen;
 b) The arrangement of menus;
c) Times of meals in the canteen; and
d) Any other matter as may be directed by the committee.
2. The Canteen Managing Committee shall consist of an equal number
of persons nominated by the occupier and elected by the workers. The
number of elected workers shall be in the proportion of one for every
1000 workers employed in the factory, provided that in no case shall
there be more than five or less than two workers on the committee and
in cases where the workers refuse to elect their representatives, the
occupier shall himself nominate the worker’s representatives.
3. The occupier shall appoint from among the persons nominated by
him, a chairman of the Canteen Managing Committee.
4. The manager shall determine and supervise the procedure for election
to the canteen Managing Committee.
5. A Canteen Managing Committee shall be dissolved by the Manager
two years after the last election, no account being taken of a by-
election or its constitution, as the case may be.