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HR POLICY All Pages - Final 11-05-2012 PDF
HR POLICY All Pages - Final 11-05-2012 PDF
HR POLICY All Pages - Final 11-05-2012 PDF
POLICY MANUAL
Distribution: Human Resources
I am pleased to present to you a fully revamped and updated version of our staff manual. This is
a comprehensive collection of all our people practices governing the entire spectrum of employer-
employee relationship. This supersedes all other versions of policies.
Several new policies have been added with this release. To distinguish them from the old, these
have been marked as Revision-0, while the existing policies bears the mark Revision-1. Whenever an
existing policy has undergone a change, the same has been identified with the (1) sign in the right
hand side border against the corresponding changed part.
We acknowledge that human situations are unique and it is impossible to anticipate every scenario. It
will be our endeavor to review these policies on an on going basis to ensure it always reflects current
business requirements and practices.
For a wider circulation of the policies, we have uploaded them on our intranet in the SPARK section.
Limited copies have been circulated in print, and changes from time to time will be mailed to them
for keeping the manual up to date.
We would like all employees to use these entitlements with a sense of responsibility, and not as a
matter of Right. The higher the entitlement, the higher is this responsibility.
The Staff manual contents are not confidential to the employees, however it is not permitted to share
it externally without prior approval.
The Management reserves the right to make any changes as and when required, or even withdraw
any of the schemes without prior notice. All the policies contained herein apply to employees in staff
grades only unless specified otherwise.
Best Regards,
Varghese Mathew
Chief People Officer
HR Policy Manual CONTENTS
C TALENT ACQUISITION
H WORK ETHICS
I COMMUNICATION
K TRAVEL POLICY
M WELFARE MEASURES
Shapoorji Pallonji & Co. Ltd. (SPCL) is one of the leading construction companies
in India. It also has a significant presence in the overseas markets, especially in
Middle East and Africa. It had a modest beginning as Littlewood Pallonji & Co.
in 1865 and its first project was the reservoir at Malabar Hills, Mumbai, which
went on to fulfill the water supply needs of the city for the next 100 years and
more. Over the years, the company’s expertise has been repeatedly showcased
through projects which invoked innovation and state-of-the art technology and of
size beyond the capacity of most others, with the essential objective of customer
satisfaction. SPCL’s repertoire includes civil and structural engineering masterpieces
like factories, nuclear establishments, scientific & research establishments, stadia
& auditoria, airports, hotels, hospitals, multi-storied towers, housing complexes,
townships, water treatment plants, roads & expressways, power plants, and IT
Parks.
Its Domestic operations are managed through a well-knit country wide network of
Regional Offices and enjoy a Pan-India presence.
Today, SPCL employs over 5,500 dedicated and qualified workforce. Its major
achievements include many firsts, such as :
The first Indian construction company to enter the Middle East in the early 1970s
to construct the palace for the Sultan of Oman.
The first Indian construction company to earn the ISO 9001: 2008 Certification
from Bureau Veritas India Ltd.
The first Indian company to construct two, sixty-storied residential towers (The
Imperial) in Mumbai.
Contracting Construction is the major Business line for the Company. The
Company has grown and expanded at an unparalleled pace in the last century to
its present status.
Construction Business also has a major presence in the Overseas markets. It operates
in Dubai, Abu Dhabi, Qatar, Bahrain, Saudi Arabia, Kenya, Algeria, Ghana, Gambia
etc through a network of Companies registered in each country, and managed by
the holding Company – SP International, head quartered in Dubai.
The Company has accelerated the momentum of its growth by diversifying into the
related areas of Real Estate, Interiors and EPC business. Each of these Divisions of
SPCL are today major players in their area.
Rev. No. 0
Issue Date: Nov 2011
A-1
ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES HR Policy Manual
Real Estate Division (SP - RE) is associated with promoting & developing a number
of prestigious projects across India. From the luxurious and tallest residential towers
in India (60-storeyed, twin towers, Mumbai) to the largest Mass Housing Project
in Asia (20,000 dwelling units in Kolkata), a series of large, integrated IT Parks
in Pune, Chennai, Delhi, Kolkata, etc under the brand “SP Infocity”; and several
housing and commercial property development, the offering has a wide range.
SP - EPC : With the vast experience gained over a long period of time in executing
classical Buildings to Industrial projects to Power Plants and Design & Build Projects,
the Company has forayed into the EPC arena. This Division focuses on delivery of Iron
& Steel Plants and Allied Industrial Plants like Material Handling, Ore Beneficiation,
Coal washeries; and Power Plants of varying capacities on Engineering, Procurement
& Construction basis.
Rev. No. 0
A-2 Issue Date: Nov 2011
HR Policy Manual ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES
Rev. No. 0
Issue Date: Nov 2011
A-3
ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES HR Policy Manual
A.2.0
Vision Statement
“Fostering an environment that helps
in the creation of knowledge and
its application to work. We seek to
excel in all our business activities
and strive to build Shapoorji Pallonji
into a Creative Organization.”
Rev. No. 1
A-4 Issue Date: Nov 2011
HR Policy Manual ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES
A.3.0
Mission Statement
“Shapoorji Pallonji & Co. Ltd will be
the company of first choice In the
Construction Industry.
We shall be driven by our commitment
to Customer Satisfaction.”
Rev. No. 1
Issue Date: Nov 2011
A-5
ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES HR Policy Manual
“We, at Shapoorji Pallonji Co. Ltd. believe that our long term business success
depends on our ability to continually improve the quality of services, while
protecting people and the environment. Hence, we are committed to meet the
expectations of our customers and continuously strive to improve the effectiveness
of our Quality, Health, Safety and Environment (QHSE) Management System. To
achieve this goal, our impetus will be towards the following:
Provision of safe working environment, prevention of injury, ill health and
planning for enhanced emergency preparedness.
S. P. MISTRY C. P. MISTRY
(Managing Director) (Managing Director)
Rev. No. 1
A-6 Issue Date: Nov 2011
HR Policy Manual ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES
The Company depends for its survival on its Customers. The Company believes that
everyone can contribute to customer satisfaction. This policy lays down expectations
in this regard from all employees.
Everyone is expected to provide the best possible service to the next person
in the chain so that the ultimate service which we give to the customer is the
best.
Everyone is expected to see the person who requests his service as his
Customer.
The deadline or target date for finishing a task or for giving a decision should be
communicated along with the acknowledgement.
Anyone, who has a problem, whether within the organization or outside, must
be heard and helped out to the best of one’s ability.
After action has been completed, a check for customer satisfaction must be
undertaken, as far as possible.
Every employee should ensure that commitments given to the Customer are
honored and we do not try and short-change the Customer.
Rev. No. 0
Issue Date: Nov 2011
A-7
ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES HR Policy Manual
Our Human Resource endeavor will be to actively support all efforts towards
improved profits, growth and success. Success is not confined to only monetary
profits but comprehensively covers quality & excellence in all our operations, growth,
customer goodwill and leadership in business. Such a well-rounded success brings
with it a sense of well-being and high self-esteem in all employees.
We respect all people. Our Company extends courtesy and shows respect for all
the groups it deals with - customers, suppliers, government agencies and society
at large.
Individual technical skills and competence are essential but people also need to
learn to work harmoniously in groups. If they do not, it is like a building with
the best bricks which are not placed together suitably, leading to an unstable
structure. We believe that the primary job of a Manager is to facilitate rather
than control. The team that produces the best results is the one where the
manager actively supports its members in their performance.
We would like each individual to work with a positive attitude that encourages
ideas and look upon problems as opportunities and challenges. We are
interested in results and not mere efforts or excuses. We expect persons to be
totally accountable for their area of work. When an individual has done his best
and still there is a mistake or a failure, we will not penalize. However, we are not
tolerant of the same mistake being repeated.
Rev. No. 0
A-8 Issue Date: Nov 2011
HR Policy Manual ORGANISATION HISTORY, VALUES & GUIDING PRINCIPLES
Objective :
An organisation is very often judged by the outside world on the basis of the
behaviour of a single employee. Each employee is an SPCL ambassador; and thus
has a responsibility to ensure that all his / her actions contribute to enhancing the
Company’s image. Hence it is necessary to spell out a few essential behavioural
norms.
Norms :
Personal integrity is of paramount importance to us. We would like all our
employees to totally dissociate themselves with dishonest dealings of all kinds.
We will not tolerate personal gratification of any kind on the part of our
employees from vendors, contractors or any other persons who have or who
propose to have business dealings with SPCL other than customary small value
gifts and articles during festive season.
The supervisor must hold final responsibility for the failure of his / her
subordinates in delegated tasks and not make them scapegoats for his / her
personal protection.
All entitlements permitted under the Company policy are expected to be used
with a sense of responsibility and not as a matter of right, irrespective of need.
The higher the entitlement, the higher is this responsibility.
We are not against social drinking, but when it is done at Company functions
or in Company transit houses or other Company premises, it is essential that
sobriety is maintained. Lack of concern in this regard can cause unpleasantness
and tarnish the Company’s image.
The list of norms mentioned above is not exhaustive. In every situation all
employees are expected to use their own discretion in deciding on a course
of action which would enhance SPCL’s image as a responsive and responsible
organization.
Rev. No. 0
Issue Date: Nov 2011
A-9
NEW EMPLOYEE
ASSIMILATION
HR Policy Manual NEW EMPLOYEE ASSIMILATION
Objective :
Every new employee who joins Shapoorji Pallonji should feel comfortable and
welcomed to the organisation. HR ensures that the new employee’s joining
formalities are done in a systematic manner and his / her basic needs are taken
care of.
The HR / Associate, on the day of joining itself will ensure that all joining formalities
are completed by the new employee. All the fields in the Joining Report and the
details in the Joining Kit are mandatory and must be filled in, completely.
Every new employee will fill the “Joining Report Form” in triplicate, which will be
used by the HR Associate to generate the ERP No. for the new employee. This
form has to be signed by the employee, HOD of the new employee, the concerned
HR head and the HO HR Head before it is sent to Accounts for inclusion in the
Payroll.
Rev. No. 1
Issue Date: Nov 2011
B-1
HR#B.1.1 / F1
This is to confirm that I have joined (*) Shapoorji Pallonji & Co. Ltd., as per the following particulars:
Name in Full:
Grade:
Date of Birth:
Designation:
Employment
Probation Regular Trainee Temporary Retainership Project Based
Status
Salary Transfer: All employees will be required to open a Bank Account with IDBI (only) for the purpose of Salary
transfer. If you are not an Account Holder in IDBI please fill up the Account Opening form, and forward it to
your Regional Accountant. Employees From Mumbai Region should fill up the A/c Opening form and attach with
this report.
1 of 1
HR#B.1.1 / F2
c) E. S. I. Form
DATE
1000GF08015
1 of 1
HR#B.1.1 / F3
1000GF08009
SHAPOORJI PALLONJI & CO. LTD.
41/44 Minoo Desai Marg, Colaba, Mumbai - 400 005. PH
RA
EMPLOYEE DATA FORM G
TO
O
PH
PERSONAL DATA
Note : To be filled by the Employee in his / her own handwriting
Sex Date of Birth Marital status Religion Nationality Tick the category’
M/F DD MM YY you belong to :
OBC/BC/SC/ST/NT
Passport No. Passport Expiry Date Countries Travelled OPEN
OTHERS ___________
MEDICAL DETAILS LANGUAGE KNOWN
Blood Group Major illness/operation undergone (Indicate Language Speak Read Write
in last 3 yrs. whether
Height (cm)
fluent,
Weight (kg) fair or
Power of Lens poor;
underline
Left Eye Date of Operation mother
Right Eye No.of days Hospitalized tongue)
Physical Disability, If any
ADDRESS DETAILS
Present Address Permanent Address
State State
Pincode Pincode
Tel / Cell Tel / Cell
E-mail E-mail
Emergency Name Address
Contact Relationship
Tel / Cell
E-mail State Pincode
FAMILY BACKGROUND (Details of parents /spouse /children)
Name Relationship Occupation Dependent Date of Birth
(Y/N)
Father
Mother
Spouse
Son / Daughter
Son / Daughter
Son / Daughter
1 of 4
EDUCATIONAL QUALIFICATIONS (Starting with SSC)
Qualification Branch of Study Year of Name of School Name of College/ Class/ *F/P/
passing University Grade C/D
2 of 4
PREVIOUS EXPERIENCE DETAILS
3 of 4
* Industrial - Factories, Power Stations, Treatment Plants, Buildings - Commercial, IT, Malls, Residential, Hospitality, Health Care, Roads & Infrastructure Projects; Others.
@Contracting Firm, Developer, Client, PMC; Others.
PROFESSIONAL MEMBERSHIP
From To
GENERAL INFORMATION
Have you ever been employed by us or any of our Subsidiary / Associate Companies? If yes, give details:
Declaration under Section 314 of the Companies Act 1956 as amended 1974
hereby declare that I am not connected with any of the Directors of the company as his partner or his relative as
defined under Section 6 of the Companies Act 1956.
OR
I declare that the information given above is true to the best of my knowledge. Any false or incorrect information
furnished above will result in disciplinary action being taken against me including removal from the service.
Signature : Signature :
Name: Name:
4 of 4
HR#B.1.1 / F4
I HEREBY DECLARE THAT I have read the Rules & Regulations of the SHAPOORJI PALLONJI & CO. LTD.
EMPLOYEES’ PROVIDENT FUND. And I agree to be bound by them and the amendments made therein from time
to time.
(To be filled in by Office) Dated __________________________ Day of _________________ 20 ___.
NAME:
Mr./Miss/Mrs.
Fathers/Husbands
NAME:
SURNAME:
______________________________________________________________________
Date of Birth :
Date Of Appointment :
Date of Joining :
Address : ______________________________________________________________________
______________________________________________________________________
Address : ______________________________________________________________________
______________________________________________________________________
Declaration by a person taking up employment in an establishment in which the Employees’ Pension Scheme is in
force
__________________________________________________________________
__________________________________________________________________
*and also of the Family Pension Fund 1971 From ______________________ to ______________________
(c) I have/have not withdrawn the benefit accuring from the Family Pension Fund 1971
Pension Fund 1995
(d) I have never been a member of any Provident Fund nor Family Pension Fund 1971
Pension Fund 1995
Date : _________________________
_______________________________
Signature or right / left hand thumb
impression of the employee
Note : The principal employer should have this form filled up even in respect of employees to be employed by or
through a contractor.
2 of 2
HR#B.1.1 / F4
FORM 2 (REVISED)
For Office use only
NOMINATION AND DECLARATION FORM FOR
UNEXEMPTED/EXEMPTED ESTABLISHMENTS
Inward No. ___________________
Declaration and Nomination Form under the Employee’s
Provident Funds & Employees’ Pension Scheme Group No..___________________
(Paragraph 33 & 61(1) of the Employees’ Provident Fund
Scheme, 1952 & paragraph 18 of the Employees’ Pension. Office At _____________________
Scheme, 1995)
______________________________________________________________________________
Temporary ______________________________________________________________________________
______________________________________________________________________________
PART-A (EPF)
I hereby nominate the person(s)/cancel the nomination made by me previously and nominate the person(s), mentioned
below to receive the amount standing to my credit in the Employees’ Provident Fund, in the event of my death :
Total
amount or If the nominee is a
share of minor, name &
Nominee’s accumula- relationship & address
Name of the Nominees Address relationship Date of tions in of the guardian who
with the Birth Provident may receive the amount
member Fund to be during the minority of
paid to each nominee
nominee
1 2 3 4 5 6
1. *Certified that I have no family as defined in para 2(g) of the Employees’ Provident Fund Scheme, 1952 and
should I acquire a family hereafter the above nomination should be deemed as cancelled.
2. *Certified that my father/mother is/are dependent upon me.
__________________________________ _______________________________________
*Strike out whichever is not applicable. Signature or thumb impression of the subscriber
(P.T.O.)
1 of 2
PART-B (EPS)
Para 18
I hereby furnish below particulars of the members of my family who would be eligible to receive widow/children Pension
in the event of my death.
*Certified that I have no family, ‘as defined in para 2 (vii) of the Employees’ Pension Scheme, 1995 and should I
acquire a family hereafter I shall furnish particulars thereon in the above form.
I hereby nominate the following person for receiving the monthly widow pension (admissible under para 16 (2) (a) (i)
& (ii)) in the event of my death without leaving any eligible family member for receiving pension.
Name & Address of the nominee Date of Birth Relationship with the member
1 2 3
Date _____________________
____________________________________ ___________________________________________
*Strike out whichever is not applicable. Signature or thumb impression of the subscriber
CERTIFICATE BY EMPLOYER
Certified that the above declaration and nomination has been signed/thumb impressed before me by Shri/Smt./Kum.
_________________________________________________________________________________________________
employed in my establishment after he/she has read the entries/entries have been read over to him/her by me and
got confirmed by him/her.
Designation ___________________________
Name & Address of the Factory/Establishment or Rubber Stamp thereof.
2 of 2
HR#B.1.1 / F5
ESIC MEMBERSHIP FORM
EMPLOYMENT DETAILS
Date of
Name ERP No Location
Joining
PERSONAL DETAILS
Are you
Marital Residence
Date of Birth Gender Disabled? Mobile Number
Status Number
(Y/N)
FAMILY DETAILS
Whether
Relationship
residing with
Name Date of Birth with the If NO, state the place of residence
the employee
Employee
(Y/N)
DETAILS OF NOMINEE
Relationship
State & Pin Mobile
Name with the Address Tel Number
Code Number
Employee
1 of 1
HR#B.1.1 / F6
Form ‘F’
Nomination Form under the Payment of Gratuity
To,
The Head HR,
Shapoorji Pallonji & Co. Ltd., ERP No.
Corporate HR Dept, Gresham House, 4th Floor,
Sir PM Road, Fort. Mumbai 400 001
Name of the Employee: Mr./Ms. ___________________________________________________________________
• I hereby nominate the person mentioned below to receive the Gratuity payable after my death as also the Gratuity
standing to my credit in the event of my death before that amount has become payable or having become payable
has not been paid and direct that the said amount of Gratuity shall be paid to the nominee
• I hereby certify that that the person nominated is a member of my family within the meaning of clause (h) of Section
2 of the Payment of Gratuity Act 1972.
• I hereby declare that I have no family within the meaning of clause (h) of Section 2 of the said Act
(a) My Father / Mother / parents is / are not dependent on me.
(b) My husband’s father / mother / parents is / are not dependent on me.
• 1 have excluded my husband from my family by a notice dated to the Controlling Authority in the terms of the
proviso to clause (h) of Section 2 of the said Act..
• Nomination made herein invalidates my previous nominations
NOMINEE’s Details
STATEMENT
Permanent Address
Place - Mumbai
Date -
_______________________________
Signature of the Employee
Witnesses
The Nomination signed before me
1 Mr.
2 Mr.
1 of 1
HR#B.1.1 / F7
Form 1
Nomination and Declaration under the Payment of Wages Rules 2009
I hereby nominate the person mentioned below to receive any amount due to me from the employer, in the event of
my death.
Nominee’s Details
Name
Date of Birth
Nominees Address
1. Certified that I have no family and should I acquire a family hereafter, the above nomination shall be deemed as
cancelled.
2. Certified that my father / mother is / are dependent upon me.
3. Strike out whichever is not applicable.
________________________________________________________ .
HR ASSOCIATE
1 of 1
HR#B.1.1 / F8
SELF
Wife / Husband
Son / Daughter
Son / Daughter
Father
Mother
__________________________ _________________________
Employee’s Signature (Human Resources)
Note:-
• Only Spouse & Two Children upto the age of 21 years are covered in this policy.
• Parents coverage is applicable from Cadre E003 and above.
• Maximum entry Age limit: 90 years.
1 of 1
HR#B.1.1 / F9
FORM ‘A’
I now apply for admission as a Member of the Scheme on the terms laid down in the Rules.
As evidence of age, I shall furnish to the Life Insurance Corporation of India _______________________________
immediately after my application for membership is approved by the Trustees.
____________________
Signature
We certify that the above applicant has become eligible to be a Member of Shapoorji Pallonji & Company Limited
Superannuation Scheme with effect from ______________________________________ .
Date:
The application is approved / not approved and the applicant be admitted / not admitted to the Scheme from
____________________________________________________________________.
____________________
Date: Trustee/s
1 of 2
FORM ‘B’
The Trustees,
Shapoorji Pallonji & Co. Ltd.,
Superannuation Scheme,
MUMBAI
________________________
Signature ef Member
Witnessed By :
1. Signature : ____________________________________
2. Name : ____________________________________
3. Address : ____________________________________
____________________________________
____________________________________
1. Signature : ____________________________________
2. Name : ____________________________________
3. Address : ____________________________________
____________________________________
____________________________________
2 of 2
HR# B.1.1 / F10
Date:
To
CEO
Shapoorji Pallonji & Co. Ltd
Dear Sir,
I note that as per Company Policy, following are to be ensured while I am in the employment of the
Company and after cessation of my employment with the Company.
1. I shall not divulge or utilize any confidential information belonging to the Company or any of
its associate companies (including confidential information as to the formulae, processes and
manufacturing methods, and confidential information as to the business and affairs of the
Company) which may have come to my knowledge during my employment with the company
or any of its associate companies, and that I shall, after my employment, take all reasonable
precautions to keep all such information secret.
2. I shall not, without the consent of the company, retain or make originals or copies of letters,
reports, drawings, calculations, specifications, formulae, licenses, agreements or other documents
of whatever nature belonging to the Company or any if its associate companies or notes thereof,
nor retain samples of specimen in which the Company or any of its associate Companies may
be or may have been interested in and which have come into my possession by reason of my
employment. If, on cessation of my employment, I am in possession of any originals or copies of
letters, reports, drawings, calculations, specifications, formulae, licenses, agreements or other
documents of whatever nature belonging to the company or any of its associate companies, or
notes thereof, I shall deliver the same to the company, without being asked.
3. All Authorization / Power of Attorney, whether joint or several, issued by the Company in my
favor shall stand revoked effective from date of my leaving. I shall therefore, immediately arrange
to return all such documents / authorizations, both originals and copies, to my immediate
manager.
4. I shall not divulge any information / data on the Project / s being exempted by the Company,
where sharing of such information / data is precluded by a non-disclosure agreement with our
clients.
Yours faithfully,
(SIGNATURE OF EMPLOYEE)
Passport, if available.
One copy of each of these documents, after verifying with the original and duly
certified by the concerned HR Manager shall be retained in the Personnel folder of
the employee.
Those who are drawing a monthly salary of less than Rs.15,000 / - is covered by ESI
currently. HR will advise the new entrant where applicable.
Rev. No. 1
Issue Date: Nov 2011
B-19
NEW EMPLOYEE ASSIMILATION HR Policy Manual
Applicant Summary
Medical Report
Rev. No. 1
B-20 Issue Date: Nov 2011
HR Policy Manual NEW EMPLOYEE ASSIMILATION
A return mail confirming the update would be sent by the Corporate HR to the
employee.
Rev. No. 1
Issue Date: Nov 2011
B-21
NEW EMPLOYEE ASSIMILATION HR Policy Manual
Initial Induction :
The HR Associate will organize the initial Induction of every new employee and will
arrange to get access to “e-induction” package. The employee will be able to get
an exposure to company, organization structure, history, HR policies / procedure,
entitlements, etc. To facilitate this process, all employees will join in established
offices of the company, rather than directly at project sites. He / she will be given an (1)
overall orientation to the Company / RO / Dept, as well as a brief about the nature
of the project, roles & responsibilities before being posted to project sites. The job
related induction will be coordinated in consultation with the HOD.
For levels of General Managers and above, a formal announcement will be made
across the organization with a brief introduction of the new employee by the
Business Head. This will be co-ordinated by HR.
Group Induction :
After the Departmental / Regional induction, but within a period of two months,
all employees joined at a particular RO / location will undergo a Group Induction.
The focus will be more on Organizational level inputs with emphasis on our
Organisation Culture, Beliefs, History & Evolution, Business Philosophy, People,
Process capabilities, Opportunities, Future plans, etc.
HR will ensure that Group Induction is done in all locations every two month.
Induction is a very important and valuable entry process and is a big step in building
a lasting and effective relationship.
Rev. No. 1
B-22 Issue Date: Nov 2011
HR Policy Manual NEW EMPLOYEE ASSIMILATION
Objective:
The probation period is a period for mutual adjustment between the new employee
and the organization. A formal performance assessment and feedback process will
be followed for confirmation in service.
Policy :
Probation is a period of joint learning for the new employee and the organization.
Ideas, suggestions and observations are to be mutually exchanged during this
period.
The departmental head, peers and others need to be sensitive and supportive to
the new member of the team. The probationer must be constantly encouraged
to learn and the immediate superior must keep in regular touch with him.
Soon after the formal induction, the HOD will set targets for the new employee
in consultation with him, and in achieving the same emphasis will be laid on
team effort and collaboration which will over-ride competition.
Procedure :
The probation period is normally for a period of 6 months from the date of
joining. Those who join between the 1st and 14th will be confirmed effective
1st and those who join between the 15th and the last day of the month, will be
confirmed effective 15th.
The same appraisal forms as in Annual appraisal will be used for confirmation
appraisal also.
The HR Associate will study the appraisals and will revert to the HOD and to the
employee wherever necessary.
The appraisal discussions and the related documents form essential parts of the
process of confirmation. While HR will ensure appraisals and confirmation in
time, it cannot be done without the involvement of the HODs and the employee.
Confirmation will not be automatic.
Engineer Trainees, Management Trainees who have spent one year of successful
training with us will be considered for direct confirmation on absorption.
Rev. No. 1
Issue Date: Nov 2011
B-23
NEW EMPLOYEE ASSIMILATION HR Policy Manual
The confirmation letter will be handed over personally by the HOD along with
the immediate superior.
A, A+ 5% of CTC
Those getting confirmed during January to March will be covered for revision along
with the annual revision due effective 1st April.
Rev. No. 1
B-24 Issue Date: Nov 2011
TALENT ACQUISITION
HR Policy Manual TALENT ACQUISITION
Objective :
When a need or opportunity arises for recruiting people into the organization
from outside, we will do our best to ensure that we select people with appropriate
skills, talent and values. We would like every new entrant to be an asset to the
organization.
Wrong selection can be very costly to the organization. Hence great care needs to
be exercised in recruitment.
Policy :
All appointments will be based on a manpower sanction obtained from the
Corporate and / or as per Tender provisions.
The Regional Head / HOD is expected to meet every selected candidate prior to
offer.
No offer will be made (for appointments in grades E003 and above) till the
President and Head HR meets the candidate.
MD and the CEO will meet candidates for all appointments in C002 and above.
Spouses and other family members of employees may be employed on merit, (1)
if such appointments do not result in conflicting business / functional interests
of the Company and of the family member already employed. Direct or indirect
reporting relationship between family members will be avoided. However specific
clearance from Head of HR to be taken in each instance.
All new entrants in the organization will be joining in their respective Regional (1)
Offices, or Head Office. On the day of joining they will meet the concerned
HR staff to facilitate completion of all joining formalities, including transfer of
Provident Fund, Superannuation, filling of nominations forms, etc.
Rev. No. 1
Issue Date: Nov 2011
C-1
TALENT ACQUISITION HR Policy Manual
In respect of new entrants selected for posting outside RO, a short orientation
program may be organized during such trips.
Interview panels will normally consist of not more than 3 members. We value the
interview findings of each panel member. An assessment form will be provided to
record the findings (sample copy attached). The panel members shall document
their findings as part of the discipline which the system demands.
Each Region has nominated few of their senior Managers to constitute a Regional
Selection Committee. They have also been given specific training in selection
skills.
At least one member of the selection committee and HR will meet every
shortlisted candidate before final selection. The panel will consist of members
from at least one grade higher than the position being filled up, except for the
HR manager.
The interviews are to be a two-way process, in which not only the organization
selects a candidate but also the candidate selects the organization to work for.
All employees are recruited as SP employees. As and when need arises, they may
be transferred to any Region or subsidiary. Before transferring, a dialogue with
employee will take place.
Rev. No. 1
C-2 Issue Date: Nov 2011
HR Policy Manual TALENT ACQUISITION
In co-ordination with the panelists, the HR will ensure that the interviews are
held on time, and that candidates are not made to wait inordinately. In fact, HR
would commit themselves not to make any candidate wait beyond a certain time
limit. Candidates will go back with a highly positive image of the organization if
the interview is held at the time scheduled.
Procedure :
On receipt of the Manpower requisition, HR will take the following steps on
elimination basis to identify potential candidates:
a. Explore possibilities of inter-regional redeployment or relocation, by releasing an
internal advertisement.
b. Scrutinize data-bank jointly with the Indenter.
c. Contact established recruitment agencies to identify and shortlist suitable
candidates.
d. Release an appointment advertisement in relevant dailies / periodicals with prior
approval for the cost involved.
The final interview (when there is more than one interview) will be conducted by
the Regional Head / HOD, a Selection Committee member, and HR. At the final
interview, the interviewers will communicate the expectations of the job and of
the Organization to the candidate, and simultaneously discuss the expectations
of the candidate. This process will help clarify issues and increase understanding,
thereby facilitating an appropriate decision by both parties.
HR will discuss the job and salary offer with the selected candidate. While
discussing the offer, care will be taken to explain details of benefits and the
compensation stack-up.
On issuing the appointment letter, HR will communicate the same to the Regional
Head / HOD, to prepare for the entrant’s welcome and induction.
Rev. No. 1
Issue Date: Nov 2011
C-3
TALENT ACQUISITION HR Policy Manual
We believe that interview and selection skills can be sharpened and improved. We
already have a fairly large group of professionals who are competent in identifying
the right people through the personal interview process. We would like to
supplement their skills and develop the same in others through training workshops.
These training workshops apart from sharpening the interview skills, will focus
on the interview process observations, use of selection tests, personality factors,
psycho-social factors, etc, which affect work effectiveness and work relationships.
Attending a selection skills workshop will be mandatory for all selection committee
members.
Use of psychometric tools provide useful insights into various behavioral aspects of
a candidate. It is important to ensure that:
Every selection is made with utmost care. Use of psychometric tools will be used
by us as a supplementary input in our selection decisions. Currently, we have
obtained the license to use one such tool viz. Predictive Index (PI).
All HR managers are required to administer the Predictive Index Checklist to all
the interview candidates. However, it is mandatory for levels S002 and above.
The Predictive Index report should be made available to the selection panel
before final interview.
Rev. No. 0
C-4 Issue Date: Nov 2011
HR Policy Manual TALENT ACQUISITION
Verifying the details given by the candidate of his / her existing remuneration.
Any exception for fitment will require the approval of Head HR.
In the event of selection of any candidate, earlier worked either in SPCL or any of (1)
our Group Companies, a specific reference check on his / her performance, reasons
for leaving, integrity, etc will be carried out prior to appointment / job offer. A
favourable feedback is a pre-requisite for all appointments. This will be recorded
on the Interview Rating Form.
Place of posting.
Date of Joining.
Offer / Appointment Letters upto Grades C004 will be signed by the CPO /
CEO.
Rev. No. 1
Issue Date: Nov 2011
C-5
TALENT ACQUISITION HR Policy Manual
All payments to the recruitment agencies will be centrally made from HO, after
Regional / Corporate HR approvals. The respective Regional share will be debited
subsequently.
Rev. No. 1
C-6 Issue Date: Nov 2011
HR#C.1.0 / F1
ANNEXURE A
SHAPOORJI PALLONJI & CO. LTD.
INTERVIEW RATING FORM
1000GF08004
INTERVIEW OBSERVATIONS
Name Interview Panel members Date
Position 1st
2nd
3rd
OBSERVATIONS
FACTORS Percentage FACTORS Very Low
High
ACADEMIC PERFORMANCE PERSONAL TRAITS
SSC Appearance & Bearing
HSC Intelligence / Mental alertness
Degree / Diploma Maturity, Self Control
Post Graduation
QUALITY OF ACADEMIC Very Low Personal Orientation
INSTITUTION ATTENDED High (Positive / Pleasant)
Diploma / Graduation
Initiative / Enthusiasm
Post Graduation / Enterprise
QUALITY OF EXPERIENCE Thoroughness /
Attention to detail
JOB KNOWLEDGE / Sensitivity to
TECHNICAL EXPERTISE surroundings
MANAGERIAL / Self Confidence
SUPERVISORY ABILITY
PAST ACHIEVEMENTS Communication /
cogency
Responsibility seeking
Potential for adjustment
to SPCL
INTERVIEW PANEL
Name Signature
1.
2.
3.
Expected date of Joining
Location
Current :
Salary (CTC)
Offered :
Grade
Panel Observation
Selected
Shortlisted
Databank
Rejected
1 of 1
HR#C.1.0 / F2
Position Details
Name :
Position Offered :
Location / Region : Site :
Cadre : CTC p.a.
Expected Date of
Joining :
New (N) or (If Replacement give Details)
Replacement (R)
Internal Parity Details: (Please give minimum 2 internal Equivalents)
Qualification / Exp. in
Name Designation Total Exp. CTC p.a.
YOP SPCL
Please confirm whether you have verified all the Qualification, Experience Certificates & Testimonials Yes No
Please confirm whether you have verified the Salary declared with latest salary slip / Form 16. Yes No
What Is the Current Revenue Per Staff & other Productivity Norms?
HOD/ Corp.
RO-HR HO-HR Head-HR Business Head
Regional Head Functional Head
Date:
1 of 1
HR#C.1.0 / F3
APPLICANT SUMMARY
Kindly fill up this form as accurately and comprehensively as possible.
Please affix
recent
Post Applied for:
photograph
here.
Source: Referral Consultant Advertisement Direct Job Sites
Please Specify:
Personal Details
Full Name:
Nationality:
Mailing Address
(with Postal Code)
Qualification Details
Year of Grade/
Exam Passed Specialization Passing College/Institute University/Board Percentage *F/P/C/D
1 of 2
Reporting Structure and Job Responsibility of your Current Role.
Reporting Structure
Major Job Responsibilities
(Please draw two levels above & below your position, where applicable)
Your
Position
V
Mention your most Significant Career Achievements so far & areas of Special Expertise possessed by you.
Car House
C) Perquisites
PF Gratuity SA
D) Retiral
PLP
E) Variable
5) SPCL publishes an in house journal -We @ SP” every Ouarter, would you
be Interested to receive a copy in your mail, regardless of your selection?
I certify the Information contained in this application is True, Correct and Complete. I understand that, if employed, false
ststements reported on this application may be considered sufficient cause for dismissal.
2 of 2
HR Policy Manual TALENT ACQUISITION
Objective :
The policy aims to ensure that fresh talent recruited directly from the Campus,
are adequately trained not only with regards to job knowledge and skills but also
with regard to development of an SP identity, before they are assigned to various
regions.
Based on the numbers required, colleges and institutes are identified by Corporate
HR. Only those educational institutions with certain quality and reputation will
be chosen for campus visits.
The students are given a formal presentation about the company, SP Group, the
Organization Culture, Values, Products & Services, etc. as a part of the selection
process.
The students are selected for the final interview depending on their academic
record, participation in extra curricular activities and performance in written
tests on technical subjects and english language.
The students shortlisted based on the above criteria, attend the personal
interview with the panelist (Technical + HR) for final selection.
Rev. No. 1
Issue Date: Nov 2011
C-11
TALENT ACQUISITION HR Policy Manual
Appointment letter is issued to the selected students within one month of the
campus recruitment.
Recruiting fresh entrants or those with less than 1 year outside experience
directly on the job will be avoided.
The training duration is typically one year, and the emphasis is on ‘on-the-job’
training.
Each Region selects their best team and sends them for the company level final
presentation to HO to a panel of senior management team. The best two teams are
selected as the winner and the runner-up and is given a citation and cash prizes.
Each batch of GETs look forward to this annual event and winning the competition
is regarded as a coveted achievement.
After the common induction, the trainees will be assigned to various Regions /
Departments, where they will undergo further induction on the Region, Projects,
People and the work schedule.
Rev. No. 1
C-12 Issue Date: Nov 2011
HR Policy Manual TALENT ACQUISITION
C.2.3 MENTORING
Mentoring is a fundamental form of human development where one person invests
time, energy and personal know–how in assisting the growth and ability of another
person. Mentors provide exceptional learning experiences for their mentees and
work together to discover and develop the mentee’s talent and potential.
Each of our trainees are assigned to a mentor, who is a senior employee in the
organization. For a detailed understanding of the mentoring process in the
company, please refer to Policy L.6.0 in this manual.
Rev. No. 1
Issue Date: Nov 2011
C-13
TALENT ACQUISITION HR Policy Manual
Objective :
To attract competent candidates through the reference of existing employees and
to encourage the process by a monetary reward.
Procedure :
This policy is applicable to recruitment being carried out at all the locations of SPCL
for all regular positions.
Only those candidates introduced to the company for the first time will be covered
under the scheme. If the CV of the candidate is already available with the company,
such cases will not be eligible.
The Scheme :
If the referred candidate is selected and joins SPCL, the employee who has referred
the case will be paid a Referral reward, after two months of the candidate’s
joining.
Referral reward is based on the seniority of the candidates referred, and the current
rates of reward is as below :
Employees may claim the reward by submiting the enclosed form (HR#C.3.0 / F4)
post approval.
Rev. No. 1
C-14 Issue Date: Nov 2011
HR#C.3.0 / F4
Date :
Name : Department :
Designation : Region :
This refers to our Employee Referral Scheme. The following candidate/s referred by me has/have
joined the organization as below
Date of
Name Location Designation Cadre
Joining
_____________________________.
cc: FKB
1 of 1
TALENT ACQUISITION HR Policy Manual
Objective :
The company is committed to providing vocational training to students of
educational institutes. The objective is to help them acquire practical exposure
in our field. Apart from the goodwill this practice is bound to create, it will also
provide us better visibility in the Campuses and among potential candidates.
Applicability :
Student apprentices & trainees undergoing studies in Engineering or Management
disciplines.
Each trainee will submit the project report to HR, and to the Guide, before
submitting it to the College.
The company does not undertake any liability during this period of training on
account of personal safety, accident, etc.
The candidate will observe the rules and regulations of the company and of the
place of posting.
Student trainees will not be paid any stipend. However, a nominal amount may
be paid as Academic grant / Conveyance reimbursement in cases where the
selection is done through a competitive interview.
Rev. No. 1
C-16 Issue Date: Nov 2011
HR Policy Manual TALENT ACQUISITION
Since the appointment is for a particular project, their services are non-transferable
from the project.
Rev. No. 1
Issue Date: Nov 2011
C-17
TALENT ACQUISITION HR Policy Manual
Objective :
To offer opportunity for internal candidates for their career growth and
advancement through internal job transfers across Regions / Line of Businesses
within SPCL.
Job postings will contain detailed job description and all other relevant data
about special skills, location, etc. An interested employee may contact the
indentor through his / her current HOD.
Only if the right candidate is not available internally, recruitment from outside
will be permitted.
Rev. No. 1
C-18 Issue Date: Nov 2011
REMUNERATION &
FACILITIES
HR Policy Manual REMUNERATION & FACILITIES
Policy :
As good corporate citizens, we would like to operate within the statutory
provisions of compensation / benefits obtaining in the country.
We will review compensation packages from time to time. The review will
be based on region-cum-industry practice, on the functional specialization
requirements, the market, cost of living index, and the capacity to pay, which is
intrinsically dependent on our business performance.
Salary fixation would be on cost to company (CTC) basis. CTC refers to the total
cost that the organization is spending towards the employee including the
Salary, Perks, Costs related to benefits, Retirals, Statutory Contributions, etc.
HR must be involved in deciding the salary and the grade offered to the new
recruits. This will be based on the comparison with majority of employees of his
/ her category, the individual’s qualifications and experience.
When new companies are formed for new businesses, the salary structure of
SPCL (in terms of salary components) will be followed. On certain occasions,
deviations on case to case basis could be made. New employees may initially join (1)
on SPCL roll, with the understanding that they will be transferred to the new
company once its activities pick-up.
Rev. No. 1
Issue Date: Nov 2011
D-1
REMUNERATION & FACILITIES HR Policy Manual
Conveyance Allowance
This allowance is meant to facilitate job effectiveness of employees by providing
assistance for convenient commuting between Home / Office. This is a fixed,
grade-wise component in the salary structure.
Furnishing Allowance
This is a balancing component in the salary structure, and the amount is
determined on case to case basis.
Ad-hoc Allowance
This allowance is paid in the cases of company leased accommodation, as the
difference between rent borne by company and actual HRA entitlement. On
vacating the CLA, HRA will be reinstated, by merging the Ad-hoc allowance in
HRA.
Rev. No. 1
D-2 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
An extra month’s salary will be reimbursed for every 12 months towards ex-
gratia / bonus payment to the personal driver.
In addition, the following elements also may form part of monthly components,
contingent on instances, like :
a) Project Incharge Allowance (PIA)
b) Temporary Transfer Allowance
c) Car EMI, and
d) Car Maintenance Allowance
Applicability of these payments is described in detail in the later part of this
chapter.
Rev. No. 1
Issue Date: Nov 2011
D-3
REMUNERATION & FACILITIES HR Policy Manual
Procedure :
1. An employee becomes eligible to claim LTA on his confirmation in service, though
the benefit accrues from the date of joining.
2. Currently, April-March cycle is reckoned as the LTA year.
3. LTA will be paid when the employee claims it as per eligibility.
4. In case of new entrants, LTA is computed on pro-rata basis for incomplete or
part of the year worked.
5. Similarly, in case of separating employees pro-rata entitlement will be arrived at,
based on the number of months spent during the LTA year.
Each claim form should be accompanied with self-attested original tickets / bills
/ receipts.
The claim form should be certified by the concerned muster roll in- charge in
confirmation of leave availed.
LTA can be claimed only to cover cost of travel of the employee and his / her
family members (i.e. dependent spouse, not more than 2 dependent children and
dependent parents) and it is compulsory that the employee should have travelled
along with them. Incidental expenses incurred viz. food, lodging, local conveyance
etc cannot be claimed as LTA.
In case of employee not furnishing the supporting documents, LTA will be treated
as taxable.
The 4-year tax block has started in 2002 (current block is from year 2010 to
2013).
Rev. No. 1
D-4 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Medical Reimbursement :
a. All regular employees on the rolls of the company and confirmed in service
are eligible for Medical reimbursement.
b. The eligibility is restricted to 1 Basic Salary not exceeding Rs.15,000 / - per
annum, for all grades.
c. Employees will be eligible to claim reimbursement of medical expenses
incurred by themselves and their family upto specified limits. Family for this
purpose will include the employee, his / her spouse, dependent parents and
dependent children upto the age of 21 years only.
d. The reimbursement will cover treatment of the family by a registered medical
practitioner of Allopathic, Homeopathic or Ayurvedic system of medicine.
e. Medical reimbursement benefits are available to employees also while on
domestic travel and on normal leave. However, the coverage does not extend
to the period of study leave.
f. Permissible Expenses are as follows: Consultation fees, Cost of drugs /
medicines, Physiotherapy, Pregnancy and related conditions, Dental treatments
/ dentures, orthopaedic treatments, Optical treatment / spectacles, Diagnostic
Tests, etc.
g. Currently the company has the practice of reimbursing the expenses once a
financial year. For new joinees, the reimbursement is on a pro–rata basis for
a given financial year. The reimbursement is paid along with the salary of the
month in which bills are submitted, and will be shown separately in the salary
slip. All claims must be supported by bills in originals.
h. Medical entitlement can be accumulated for a maximum period of two years
with prior intimation to Accounts. Unclaimed reimbursement, beyond two
years, without supporting bills will be paid to the employee by default and
will be taxable.
i. Trainees, Retainers and Project based employees are not eligible for this
benefit.
Bonus :
The policy on Bonus operates within the framework and provisions of The
Payment of Bonus Act and amendments made there under.
Currently, employees drawing salary up to Rs.10,000 / - per month are eligible
for coverage under the bonus act.
Rev. No. 1
Issue Date: Nov 2011
D-5
REMUNERATION & FACILITIES HR Policy Manual
Superannuation Scheme :
a. This is a scheme voluntarily introduced by the company for Grades C001 and
above. For SPCL this scheme is managed by Life Insurance Corporation, and
an individual account is maintained in the name of each eligible employee.
This benefit forms a part of the employee’s total salary and hence part of the
CTC. All eligible employees are required to fill the Superannuation form along
with the Joining report and hand it over to HR for further processing.
b. Currently the company contributes upto 15% of Basic salary not exceeding
Rs.1.0 Lac annually towards superannuation. This is a non-contributory
benefit, i.e. the employee does not contribute at all. The employee earns
annual interest as declared by LIC from year to year on his / her annual balance
in the Superannuation account.
Rev. No. 1
D-6 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Gratuity :
This is a retiral benefit, and is admissible only on resignation, retirement, or
death subject to the following conditions:
a. All our employees are covered under the scheme as per the Payment of Gratuity
Act and amendments made thereunder. An employee who completes 5 years
of continuous service (including the training period for the fresh entrants as
trainees) in the company will be eligible to receive Gratuity.
b. Gratuity is payable at the rate of 15 day’s last drawn salary (Basic) per year of
service. For the purpose of calculating gratuity, one day’s salary is arrived at
by dividing a month’s basic salary by 26 days.
c. A separating employee will not be eligible for gratuity in case of termination
resulting from disciplinary action, misconduct, theft, fraud, etc.
d. Gratuity will be payable only on clearance of dues (including the dues for the
Company sponsored Distance Learning / Part Time Studies) to the company.
This clearance will be issued by Corporate HR during the Full and Final
Settlement.
e. Incase of death of an employee while in service, the legal heir / nominee
will be eligible for this payment. Further, in death cases Gratuity is payable
irrespective of no. of years of service of an employee in the organization.
Rev. No. 1
Issue Date: Nov 2011
D-7
REMUNERATION & FACILITIES HR Policy Manual
UC CEO, Director
Rev. No. 1
D-8 Issue Date: Nov 2011
HR# D.2.5 GRADE WISE PERKS (Ready Reckoner)
D.2.5 As of 12/2011
BASIC HRA CONVEYANCE FURNI- DRIVER LTA (PA) MEDICAL BONUS PF SUPER SITE SITE PROJECT TEMP. OUTSTATION MOBILE CAR CAR DISTURBANCE
(% of Allowance SHING SAL Reimb. ANNUATION Allowance Allowance INCHARGE TRANSFER Site Living Reimb. EMI MAINT/ ALLOWANCE
Basic (PM) Allowance (PM) (PM) (other than (For Allowance Allowance Reimb REIMB. (on Regular
GRADES
Salary) (PM) Mumbai/ MUMBAI & Job
Delhi) DELHI only) Transfer)
(PM) (PM) (1)
NA
T003 35% 1,200 12,000 1,000 2,500 4,000 3,000 600
NA
S001 25% 1,050 10,000 750 2,250 4,000 2,000 500
* Individual Specific
12% of monthly Basic
S003 30% 1,500 13,500 1,000 2,500 7,500 3,000 500
25% of Basic for 6 months for all Grades
E002 40% 2,350 23,500 1,000 2,500 7,500 10,000 4,000 600
Approx. 35% of Gross CTC per month (excluding committed bonus, if any)
E003 40% 3,050 30,000 1,500 2,500 10,000 10,000 5,000 600
C001 50% 5,000 40,000 2,000 3,000 15,000 12,000 7,000 1200 +
C001-A 60% CC 7,500 50,000 2,500 3,500 15,000 12,000 7,000 1200 + 12,000 4,000
per annum)
Objective :
To provide assistance for reasonably and comfortable family accommodation to
new or existing employees.
General Guidelines :
a. For the new entrants the decision on Company Leased Accommodation / HRA is
taken during the finalization of terms.
b. For the existing employees, a formal request is to be submitted to Corp HR
through Regional / Departmental Head.
c. If approved by Head HR, the request shall be passed on to Admin. Dept. to
locate a house, and finalize terms.
To identify a suitable accommodation, either the employee can assist the Admin
Department or the Admin Department may do the same as per entitlements. In
either case, Admin Department shall discuss / agree on the terms and conditions
with house owners.
d. Deposit payable will be borne by the company, as per company norms.
e. Those enjoying Company Leased Accommodation facility will not be entitled for
HRA.
f. If the actual rent borne is more than the HRA, the additional amount will have
to be borne by the employee. Conversely, if the actual rent is less than the HRA,
the remaining amount will be paid as “Ad-hoc Allowance” in the salary.
Rev. No. 1
D-10 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Objective :
Project In-charge allowance is paid to an employee as an incentive for taking
independent charge of a project, and ensuring its timely completion within the
budget.
Eligibility :
All regular employees from E002 to C001-A, holding independent charge of a (1)
project, and fulfilling certain Project Performance Parameters.
Only one person per project will be entitled for the allowance.
A specific letter will be issued for all approved cases from HO HR.
After the project completion, the Region will inform the HO HR in writing duly (1)
approved by the Regional Head for withdrawal of the allowance.
PIA was hitherto paid on a monthly basis. However, it is now decided to make
this payment on a 3-monthly basis. The Q1 payment will be made along with
the salary of July, Q2 in October and so on.
Those not on the rolls of the company as of the last day of the payment month (1)
will not be eligible for this payment for the entire preceding 3 months.
PIA henceforth, will not be reflected in the appointment letter. However, being
a substantial benefit, the same will be offered in the salary stack-up, where
applicable with qualifying conditions.
Rev. No. 1
Issue Date: Nov 2011
D-11
REMUNERATION & FACILITIES HR Policy Manual
In case of non-availability of an appropriate size of project in line with the level (1)
& seniority of the employee, he will be offered options in other regions. Refusal
to accept such a transfer will render an employee liable for forfeiting PIA.
The Quarterly performance report will be taken as the basis. Those not achieving
the above performance levels on a quarterly basis will not be eligible for PIA, for
the next quarter.
Objective :
For business reasons employees are at times required to be posted at site locations
away from their regular place of posting. This allowance is paid to employees
posted at sites away from the ROs to motivate them to take assignments in project
areas which are generally in remote areas, and not having the usual comforts /
facilities of a City.
Eligibility: All employees upto grade C001-A including all trainees and PB.
Procedure :
Based on the location of the project site and the distance from RO, the Regional
Head would recommend the sites to be covered to HO HR.
This reimbursement is payable over and above the current emoluments. The
amount applicable will be as per the following table:
Reimbursement
Sr. No. Grade
(`. Per Month)
1 N and PB 1500
2 S001 / T001 / Trainees 2000
3 S002 / T002 2500
4 S003 / T003 3000
5 E001 / T004 3500 (1)
6 E002 4000
7 E003 5000
8 SM 6000
9 C001 / C01-A 7000
Rev. No. 1
D-12 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
All employees recruited locally and / or hailing from the Project location are not
entitled to this reimbursement.
This reimbursement will cease to be paid when transferred out of such sites.
The reimbursement is calculated on a monthly basis and payable for the actual
number of days present.
Any leave duration for a period beyond 3 days in a month would be treated as
non-payment days and would not qualify for the reimbursement.
The Site Accountant shall reimburse the payment on the last working day of the
month against submission of a voucher (format attached HR#D.3.3 / F1) duly
verified by the Project Manager.
Rev. No. 1
Issue Date: Nov 2011
D-13
HR# D.3.3/F1
Particulars Rs.
Expenses incurred @ Rs. ___________ per day x No. of days present ____________
___________ at ________________________________________________________
___________________________________________________site.
Date:
HR Policy Manual REMUNERATION & FACILITIES
Objective :
The policy aims at balancing cost and business efficiencies, with a focus to provide
our senior employees, who are representatives of our business externally, two
attractive schemes with regard to commuting facilities, for discharge of official
duties.
Value Limit
Sr. No. Grade
(Ex-Showroom price)
1 E003 / SM 4.00 Lacs
2 C001 6.00 Lacs
The vehicle will remain in the name of the company for the scheme period.
An employee may opt for a vehicle costing higher than the grade limit, subject (1)
to a maximum of 50% of the Grade ceiling, and subject to making the full
differential payment upfront. At the time of buying back, depreciation will be
considered on the total cost of the vehicle.
Rev. No. 2
Issue Date: Nov 2011
D-15
REMUNERATION & FACILITIES HR Policy Manual
Regional Heads not below the rank of Vice Presidents will be eligible for an
enhanced limit of Rs. 9.5 lakhs.
In this scheme, it will not be an automatic choice to transfer the vehicle to its user.
This will be purely based on management discretion and for consideration.
Those desirous of buying a higher value vehicle than the limits prescribed may (1)
do so (subject to a ceiling of 50%) by paying the entire differential upfront. A
vehicle purchased under this option will be transferred to the user after adjusting
the initial payment made, on completion of a minimum period of 4 years.
In such cases, if the employee separates from the company without completing (1)
atleast 4 years service, the differential amount paid shall stand forfeited.
The employee will be expected to make adequate arrangements for their own
transport whenever the vehicle is having its routine servicing done. However,
when repairs are anticipated to take longer than 24 hours, taxi fare would be
reimbursed. Before any major repairs are carried out, prior approval of estimate
should be obtained from Admin & Regional / Business Head. Any bill for major
repairs without prior approval will not be reimbursed by Accounts.
Employees who have a car under the EVS Scheme, on becoming eligible for (1)
COMV, can opt for one, only after completing the EVS Scheme term of minimum
4 years.
Rev. No. 1
D-16 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
EMI Allowance
Repairs / Maintenance
Grade Amt (Rs / per Fuel
(Rs / per month)
month)
C001-A 12,000 / - 4000 / - Actual
The above payments would be made subject to the employee using his own
vehicle.
The employee will have complete option of choosing the model, brand, value,
etc, while payment will be as per Grade eligibility.
Repair, maintenance and insurance expenses of the car will be the responsibility
of the employee. The amounts mentioned above, towards the same, can be
claimed either as a reimbursement (against supporting bills upto the said limit)
or in salary; based on employee choice communicated to HR. The employee
would not be able to change this choice for 12 months, once a choice has been
exercised. Fuel expenses would be reimbursed at actuals.
Incase the employee separates within a period of 3 years, the registration (1)
charges reimbursed will be recovered for the uncovered duration, on pro-rata
basis. Retirement and death cases would be exempted from recovery.
Existing employees who have already been provided with company owned and
maintained car may exercise the EMI option, after completing a minimum period
of 4 years from the date of car purchase / allotment.
Rev. No. 1
Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
D.3.4.4 General :
Employees provided with Company owned and maintained car or EMI scheme
would be required to have the vehicle at their disposal for official purpose
whenever required.
In keeping with our Safety policy mandate, while driving to work, all employees
must completely adhere to traffic regulations and ensure that the vehicle is in
safe and road worthy condition. Any fines / penalty due to non-compliance of
traffic regulation will be borne by the employee.
In the event that the employee is absent from work for an extended period (1)
without approval, he / she would not be entitled for any reimbursement towards
fuel and maintenance, for the said period.
All employees are expected to ensure proper maintenance and upkeep of the (1)
vehicles, being Company property. An amount of Rs. 350 / - per month will be
reimbursed towards washing charges for vehicles under COMV.
Toll Charges – All employees in Grades C001-A and above will be eligible for (1)
reimbursement of Toll charges en-route office / residence.
Parking Charges – All expenses incurred for business purpose on parking will be
reimbursed.
Rev. No. 1
D-18 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Rev. No. 1
Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
Objective :
Mileage reimbursement is meant to encourage mobility for work effectiveness.
This policy lays down certain guidelines, limits and procedures to regulate such
reimbursement.
Coverage :
All Executive Cadre employees traveling on official work using own 4-wheeler or
those with vehicle under the EVS scheme.
Those who have availed of the EVS facility should use their own vehicle for
business travel.
Those who have their own personal vehicle are also advised to use the same.
Employees who travel in their car for official work beyond the radius of 5kms
from the place of work will be reimbursed mileage expenses at the revised rate
mentioned below :
Rev. No. 1
D-20 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Objective :
To define guidelines for eligibility for Telephone facilities at residences of employees
so as to enable better communication and response in the performance of their
duties.
Eligibility : (1)
Employees in Grade C002 and above. Mobile phones have emerged as a more
convenient alternative for communication, and hence entitlement of residential
telephones / reimbursement is being restricted to C002 and above from now.
Where the telephone is owned by the employee, only the rental charges
according to the specified limits will be paid by the Company.
Expenses for personal, STD and ISD calls will be payable by the employee.
Eligible employees shall apply for the facility through the HOD.
Claims for reimbursement of rental and call charges should be supported by bills
in original.
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Issue Date: Nov 2011
D-21
REMUNERATION & FACILITIES HR Policy Manual
Objective :
To improve accessibility and effectiveness of employees by better availability.
Eligibility :
Employees who are required to be largely mobile for the performance of their job
and also need to remain accessible, and / or are required to operate from multiple
locations will be eligible for this facility.
This reimbursement scheme will have no provision for providing the Mobile
instrument / handset by the Company. The employees are required to make their
own arrangement for the handsets.
The eligible employees may send their applications as per form attached
(HR#D.3.8 / F2) to HO HR through HOD.
HR will issue a letter to those who have been approved for reimbursement.
On a monthly basis, those approved will forward their original mobile bills duly
approved by the HOD and claim the reimbursement from the HO or RO as
applicable. This payment will not be made from the site.
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D-22 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
The Company will enter into a tie-up with an appropriate service provider and all
cases under this category will be covered by such an arrangement.
The following limits will apply for home-station billing and STD / roaming
charges :
The above limits apply to home-station billing. Official STD and Roaming service
charges will be reimbursed extra, within reasonable limits.
The bills will be directly settled by the Company, based on user certification, if
within the above limits. Specific approval of HOD is required, in case the limit is
exceeded.
All personal ISD / STD call charges will be identified and marked for payment
recovery, by the user.
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Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
A requirement to be on call.
Mobile users are to return the mobile phone and sim card to their Superiors upon
concluding employment with the organization, or when the phone is no longer
required.
Rev. No. 1
D-24 Issue Date: Nov 2011
HR#D.3.8 / F2
Designation ____________________________
I would request you to please provide me mobile phone facility as per policy.
1 Reimbursement scheme
2 Company Billing with Handset (Please go through entitlements as per policy and tick
appropriately)
Approval : (i) Your request has been approved for fixed reimbursement upto
Rs. _________________________ per month/ under scheme 1/2
above effective _________
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REMUNERATION & FACILITIES HR Policy Manual
Objective :
Corporate Credit Card is a convenient tool given to senior executives who travel
frequently on work.
Eligibility :
Employees in Grade C003 and above are entitled to a Corporate Credit Card.
Business Head and Head HR may approve deviations, if any, based on the functional
need of an employee.
Entrance fees and Annual Fees of the membership will be paid by the
Company.
Head HR in consultation with the Business Heads will approve the grant of
Corporate Credit Card.
The Credit Card should be used for Business related expenses only, and as far as
possible should not be used for personal purposes.
On receipt of the bills from the Credit Card Company, the employee will verify
the bill for payment with all supporting bills by way of proof and forward it to
the Accounts Department, for payment within stipulated time-line.
In case any personal expense is incurred on the card, the same should be clearly
identified in the monthly statement and a cheque for the amount in the name
of “Shapoorji Pallonji & Co. Ltd.” should be attached along with the monthly
credit card statement.
In case of any penal charges on account of late payment, the same shall be
borne by the employee where the bills were not submitted on time.
Rev. No. 1
D-26 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Objective :
To provide opportunities for employees in a Department to meet informally and
develop better interpersonal relationships and camaraderie.
Regional Heads and HODs will take personal interest in organizing and
participating in these Socials.
Company will subsidize the expenses of such Socials upto Rs.500 / - per employee,
per social, effective Financial Year 2010-11.
This subsidy may be accumulated upto a maximum period of one year, i.e. 2
socials only, beyond which the entitlement will lapse, for the unclaimed period.
It is preferred that RHs and PMs take interest in organizing these meetings at
the initial stages of the project team formation, which will facilitate better team
integration.
It is mandatory that all the employees of a Dept. attend the Social together.
Payment will be made to the Dept. as a whole and not to individuals. Very small
Depts many join up with other Depts.
The RH / HOD will authorize disbursement of subsidy within the frame work of
the policy.
Rev. No. 1
Issue Date: Nov 2011
D-27
HR#D.3.10 / F3
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HR Policy Manual REMUNERATION & FACILITIES
Objective :
The company is providing mediclaim insurance coverage to all employees to
assist them in their hospitalization needs. Premium for the same is borne by the
company.
D.3.11.1 Eligibility :
This policy is applicable to all regular employees. The maximum reimbursable limits
for various grades are as follows :
Sr.
Grade Limit Per Annum Coverage
No.
Non Caderised
1 Rs. 75,000/- Self & family
employees
N001, N002, N003,
2 Rs. 75,000/- Self & family
S001, S002 & T001
S003, E001, E002, T002,
3 Rs. 1,00,000/- Self & family (1)
T003, T004
E003, SM, C001, C001-A Self, family &
4 Rs. 1,50,000/-
& C002 dependent parents.
Self, family &
5 C003 & Above Rs. 2,00,000/-
dependent parents
Floater Facility :
A unique feature of the scheme obtained by us is the ‘floater’ facility. In case the
claim in a particular year exceeds the limit shown above, by applying the floater
option, the effective maximum limit would stand enhanced as below, subject to
certain overall restrictions :
Sr.
Particular Floater Limit
No.
All slabs upto Sr. No. 4 Rs. 4.00 lakhs, per family, per
1
(above) annum
Rs. 8.00 lakhs., per family, per
2 Grades C003 & above
annum
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Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
No medical check-up is required for employee and their dependents in all age
groups while joining the scheme.
All benefits under this scheme will be subject to terms & conditions laid down
by the Insurance Company from time to time.
D.3.11.2 Benefits :
The Mediclaim policy provides hospitalization expenses for illness, disease sustained
under the following heads of expenses, which are reasonably and necessarily
incurred by or on behalf of Insured person:
Room Rent, Boarding expenses as provided by the Hospital / Nursing Home.
Nursing Expenses.
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D-30 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Terms of Policy :
a. The policy aims at providing reimbursement of Hospitalization / Nursing
Home / Day Care Centre expenses (as defined) incurred by the employee in
India, upon advise of a duly qualified medical practitioner, towards treatment
of illness / disease / accident / injury.
b. Relevant medical expenses incurred 30 days pre & 60 days post hospitalization
towards a particular illness / disease / accident / injury, will be considered as a
part of hospitalization claim.
c. The policy also provides for coverage of pre-existing disease / condition, prior
to joining the policy, subject to certain conditions.
d. Minimum 24 hours of consecutive hospitalization is compulsory, to claim
reimbursement. However the limit of 24 hrs will not be applicable for
the following surgeries / procedures, due to advancement of medical
technology.
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Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
The employee should check the veracity of the bills to ensure that he / she
has been charged only for the treatment given.
Any false claims made by the employee would attract disciplinary action
against the employee.
The claim form (HR#D.3.11.3 / F4) should be submitted along with all
prescriptions, reports, bills / invoices, discharge card etc. in “ORIGINAL”, to the
Insurance Department (Mumbai). Any bills submitted not in original, will not be
reimbursed.
D.3.11.4 Exclusions :
The Policy will not reimburse expenses incurred by the insured, in connection with
or in respect of the following:
Maternity benefit expenses except abdominal operation for extra uterine
pregnancy (Ectopic pregnancy), which is proved by submission of ultra
sonographic report and certification by Gynaecologist that it is life threatening.
Naturopathy Treatment.
War / Invasion, act of foreign enemy, War like operations, Ionising radiation,
contamination by radio activity by any nuclear fuel or waste.
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D-32 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Vitamins and tonics unless forming part of treatment for injury or disease as
certified by the attending physician.
Domiciliary Treatment.
All non-medical expenses including convenience time for personal comfort such
as telephone, television, Aya, Private Nursing / Barber or beauty services, diet
charges, baby food, cosmetics, tissue paper, diapers, sanitary pads, toiletry,
items etc. Guest services and other similar incidental expenses.
Rev. No. 1
Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
Rev. No. 1
D-34 Issue Date: Nov 2011
HR#D.3.11.3 / F4
1 of 3
Practitioner : ____________________________________
State/U.Territory _______________________
9. Are you at present covered under any other similar type of scheme like P.A. Cancer Insurance, Mediclaim
(Individual or Group), Health Insurance, etc. If Yes. Please give particulars of each
(a) Is this the first year of coverage under Mediclaim Policy? Yes / No.
If no, since when have you been continuously insured under Mediclaim Policy.
Give details
(b) (i) Is this the first claim under this policy ? Yes/No
In support of the above claim, I enclose the following original documents (Please indicated by)
2. Cash Memos from the Hospitals (s) / Chemists (s), supported by proper prescriptions.
3. Receipt and Pathological test reports from Pathologist supported by the note from the attending Medical
Practitioner / Surgeon recommending such Pathological tests.
4. Surgeon’s certificate stating nature of operation performed and Surgeons’ bill and receipt.
5. Attending Doctor’s/ Consultant’s/ Specialist’s / Anesthetist’s bill and receipt, and certificate regarding diagnosis.
6. In case of Domiciliary Hospitalisation, receipt from a qualified nurse who attended the patient at his/her
residence duly supported by a certificate from attending Medical Practitioner.
7. Certificate from attending Medical Practitioner giving reasons for allowing treatment at home.
8. Certificate from attending Medical Practitioner / Surgeon that the patient is fully cured.
Summary of expenses incurred for which original bills / receipts / cash memos are enclosed.
2 of 3
Medicines purchased from chemists Rs. __________________________________
I hereby warrant the truth of the foregoing particulars in every respect and I agree that if I have made or shall make
any false or untrue statement, suppression or concealment, my right to claim reimbursement of the said expenses
shall be absolutely forfeited. I further declare that, in respect of the above treatment, no benefits are admissible under
any other Medical Scheme or Insurance.
I ALSO CONSENT AND AUTHORISE THE THIRD PARTY ADMINISTRATOR TO SEEK MEDICAL INFORMATION
FROM ANY HOSPITAL / MEDICAL PRACTITIONER WHO HAS AT ANY TIME ATTENDED ON ME.
I authorize TPA to make payment of the claim admissible as per terms, conditions and limitations of the policy to the
hospital on my behalf for full and final settlement of hospital bills.
I also authorize TPA to receive payment from insurance company as reimbursement of hospital bills incurred on my
treatment.
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REMUNERATION & FACILITIES HR Policy Manual
Objective :
The company is providing personal accident insurance coverage to all Caderised
& project based employees under the aforesaid scheme and the premium for the
same is borne by the company. The grade-wise coverage is given hereunder :
The policy provides for payment equivalent to the Capital sum insured for death
or a percentage thereof for disablement of an insured person due to an accident.
The features of the scheme are as under :
Rev. No. 1
D-38 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Benefits :
Rev. No. 1
Issue Date: Nov 2011
D-39
REMUNERATION & FACILITIES HR Policy Manual
Sr.
Description % of Capital Sum Insured
No
1 In the event of death of insured person 2% of CSI OR Rs. 2500/-
outside his / her home, transportation whichever is lower
cost for carriage of dead body to home
Including funeral charges is payable
2 Ambulance charges for transportation Rs. 1000/- per Insured person
of Insured person to hospital following any one accident or actual
accident which result in liability being expense whichever is lower
admitted by Insurance Company as per
Table of benefits
3 Educational Fund :
In the event of Death, Permanent Total
Disablement as per table of benefits of
Insured person, the Insurance Company
will approve compensation towards
Education Fund for Dependent children
as below :
For One child upto age of 23 yrs 10% of CSI subject to max
Rs.5000/-
For More than One children upto age of 10% of CSI subject to max
23 yrs Rs.10000/-
Medical Bills :
In case of an accident claim the employee is also entitled to medical expense
reimbursement as shown hereunder, over and above the Temporary Total
Disablement Compensation.
Sr.
Description % of Capital Sum Insured
No
1 10% of CSI
2 40% OF Temporary Total
whichever is less
Disablement or
3 Actual Incurred Bills
Exclusions :
The policy does not cover death, injury or disablement resulting from :
a. Service on duty with Armed Forces.
b. Intentional self-injury, suicide or attempted suicide, insanity, venereal diseases,
AIDS or influence of intoxicating drinks or drugs.
c. Medical or Surgical expenses (except where such treatment is rendered
necessary within the scope of the policy).
Rev. No. 1
D-40 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
The following documents are required to be submitted along with any claim,
strictly within one month from resumption of duty.
Claim form duly completed. (HR#D.3.12.1 / F5)
On receipt of the aforesaid documents the Insurance Department will submit the
said claim to the Insurance Company for settlement. In case the employee is not
able to resume duties for a longer period, i.e. say three to four months due to
accidental injury, he / she should obtain the concerned treating Doctors certificate
to keep the claim alive.
Rev. No. 1
Issue Date: Nov 2011
D-41
HR#D.3.12.1 / F5
Claim No.
TO BE COMPLETED BY THE INSURED
1. (a) Name of the Insured [in full] ________________________________________________________________
(b) Name of the injured Person ________________________________________________________________
(c) Address in full __________________________________________________________________________
(d) Profession or occupation __________________________________________________________________
(e) Age at last birthday ______________________________________________________________________
2.
Policy No. Sum Insured Table of Cover Period
i)
ii)
iii)
1 of 3
I hereqy declare that the foregoing statements are made by rnyself and are true in all respect and that I have not
attempted to conceal from the Company anything which it ought to be made acquainted and also that I have not
abstained from any usual occupation longer than absolutely necessary and I agree that if I have made, or in any further
declaration the Company may require, shall make any false or fraudulent statement or any suppression, concealment
or untrue averment whatever, the Policy shall be void and my right to compensation forfeited and am willing, if required
to make a Statutory Declaration before a Justice of the Peace of the truth of the whole of the foregoing statement or
any other statement I may make a connection with this claim.
Witness:
Date __________________________________
Address _______________________________
_____________________________________
I hereby certify that I was present when the Accident occurred to Mr. ________________________________________
On the _____________________________________ day of ___________20_____ in the manner stated by him over
leaf, that it was caused by ___________________________________________which * was / was not his willful act
and that he * was/was not under the influence of intoxicating liquor at the time.
Signature _________________________________
Address __________________________________
_________________________________________
Date :
MEDICAL CERTIFICATE
Claims must be Supported by medical Evidence furnished by the Insured and at his expense.
1. (a) Name of Claimant (b) Sex (c) Age
2. Present Condition
2 of 3
Having personally examined the above named Insured I certify that the above statements are correct and that the
injured person is necessarily disabled by the Accident referred to
Signature _________________________________
Address ___________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Date :
3 of 3
HR Policy Manual REMUNERATION & FACILITIES
Objective :
Regular job transfers are primarily for the following reasons:
To meet the overall growing business interest of the Company which reflect the
increasing market / customer needs.
It will be ensured that the transferred employee does not go out of pocket or
lose monetarily on account of his transfer.
The need for a transfer will be discussed between the departmental head and
the employee; a final decision jointly arrived at by the RH / HOD and the HR will
be binding on the employee.
The employee will be given sufficient time to plan for his relocation, when the
transfer involves moving from one city / town to another.
A transferred employee, along with his family, where applicable will be provided
with temporary accommodation at the new location for a maximum period of
14 days. Hotel stay entitlements will be as per domestic travel policy. Boarding
expenses, however, will be borne by the employee.
Rev. No. 1
Issue Date: Nov 2011
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REMUNERATION & FACILITIES HR Policy Manual
Rev. No. 1
D-46 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Objective :
For meeting work exigencies it will become necessary to temporarily transfer
employees between Regions. This policy is intended to encourage such inter-
regional moves.
Will be applicable when employees are transferred for business needs, initiated
by the Company, from one Region to another.
The transfer allowance is payable for a maximum period of 12 months in the new
Region or till the return to the original place of posting whichever is earlier.
Transfer allowance will not be applicable when the employee returns to his / her
original place of posting.
Travel entitlements to the place of posting will be as per Domestic Travel Policy.
Rev. No. 1
Issue Date: Nov 2011
D-47
REMUNERATION & FACILITIES HR Policy Manual
Objective :
The objective of this policy is to assist employees posted at the various project sites
of the company with reasonably comfortable accommodation and thus reduce
hardship and inconvenience.
Eligibility :
Employees in Grades E003 and above may be provided family status
accommodation at project sites.
General guidelines :
HRA as applicable will continue to be paid, in case of bachelor accommodation.
However, if family accommodation is provided, HRA will not be applicable.
Furniture :
Reasonable living comfort shall be ensured in the site accommodation. Typically
the following items shall be provided :
Rev. No. 1
D-48 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Electricity charges at the bachelor status site accommodation will be borne (1)
by the company.
Mess Facility :
a. The Company will provide basic facilities for running a mess at such rented
accommodations.
b. Facility of Cook – the salary of the cook will be reimbursed by the company.
c. Basic utensils, gas connection required for running a mess will be provided by
the company.
d. Provisions for running the mess including the consumption of gas will be
arranged and borne by individuals occupying the accommodation and the
costs shared between themselves.
Transportation :
In case the site accommodation is located at a place where public transport
is not available, the company will provide shared transport facility from staff
accommodation to and fro site.
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Issue Date: Nov 2011
D-49
REMUNERATION & FACILITIES HR Policy Manual
Tests will be conducted as per standard Health check-up menu of reputed hospitals,
or with the hospitals tied-up by the company. The scope will cover investigative
tests, and not treatment of any kind.
Company may ask the medical examination results for its records. HR will co-
ordinate this activity.
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D-50 Issue Date: Nov 2011
HR Policy Manual REMUNERATION & FACILITIES
Gist of Benefits :
D.4.1 Leave :
Employees engaged on Project Based employment will be eligible for the following
leaves :
The above entitlement is on an annual basis and the availing will be based on pro-
rata basis. These leaves will neither be carried forward nor encashed and therefore,
must be availed during the tenure of the appointment.
D.4.2 Accommodation :
Project Based Employees will be eligible for shared, bachelor accommodation,
wherever such facilities are provided by company. HRA will be paid, as applicable.
Provident Fund – They will be covered under the Employees’ Provident Fund and
Employee Pension Scheme as per the statute and will be members of our un-
exempted PF Scheme.
Rev. No. 1
Issue Date: Nov 2011
D-51
REMUNERATION & FACILITIES HR Policy Manual
D.4.6 Transportation :
PB employees may avail the common transport facility, if provided by the company
to other employees, and subject to availability.
D.4.8 ESIC :
If ESIC is applicable to the Project location, PB employees will also be covered under
the scheme. The coverage limit for ESIC is Salary (Basic + HRA + Conveyance +
Furnishing Allowance) upto Rs.15,000/- per month.
Rev. No. 1
D-52 Issue Date: Nov 2011
HR#D.4.5 / F4
A++ The Employee has achieved exceptionally high standards of performance consistently. Has high growth
potential.
A+ Consistent High performer with high level of energy, initiative, and contributions.
A Performance large by as per role expectations.
B Performance needs substantial improvement. Needs constant guidance to meet role responsibilities.
A. Self-Appraisal: Describe in brief your major achievements during the year. Rtg. Scale
(To be filled in by the Appraisee) ‘B’ to ‘A++’
Low High
SELF APSR
1 of 2
Describe in brief your major achivement during the year (Contd.) Rig Scale ‘B’ to
(To be filled in by in Appraisee) A++’ Low High
Self APSR
B. Please describe in brief the Strength & Areas of Improovement of this Employee, including the Appraiser
feedback to him / her.
Strength Areas of Improvement
2 of 2
Attendance &
Leave Rules
HR Policy Manual Attendance & Leave Rules
Flexi-Timings :
HO offices allow a one hour flexi-timing on either side of the day to meet any
personal exigencies of employees in a restrictive manner. For eg. those who wish
to start early can report at 9 am and leave at 5.15 pm and so on. The normal
number of hours has to be filled on the same day. However, a specific written
permission from the HOD is required.
Electronic Attendance Machines are provided in all offices. All employees are
required to swipe their attendance card on Entry & Exit. Those in grades C003 &
above may assign swiping of cards to their secretaries. It is a serious misconduct
to swipe the attendance card belonging to any other employee, except under
specific authorisation as above.
Paid Holidays :
Total of 10 days will be observed as paid holidays in a year. Statutory holidays
like Republic Day (26 / 1), Independence Day (15 / 8) and the State Day of
the respective states will be mandatorily covered in the 10 days. The remaining
days will be decided in the beginning of each year based on local customs and
festivals in different parts of the country.
Block closures (too many holidays together prefixed / suffixed with weekly offs)
shall be avoided as this will keep us out of contact with our customers for too
long.
Rev. No. 1
Issue Date: Nov 2011
E-1
Attendance & Leave Rules HR Policy Manual
Objective :
To provide guidelines on Leave entitlements and its administration uniformly across
the organization.
PL can be accumulated up to 63 days for all grades. Leave beyond this limit will
lapse automatically.
A minimum of 3 days PL has to be taken at a time, and not more than 3 times
in a year.
Every Department will prepare a leave plan in the beginning of the year, ensuring
that proper back-up is available for the employee proceeding on leave and that
the work and customer interest is not sacrificed.
Leave encashment will be applicable on the Basic salary only. Per day rate will be
worked out by dividing the monthly Basic by 22 days for all employees.
Intervening weekly offs and paid holidays during an “approved and with full
pay” leave period will not be treated as leave. PL will be availed only for actual
working days.
Rev. No. 1
E-2 Issue Date: Nov 2011
HR Policy Manual Attendance & Leave Rules
Those covered by ESI Act will be eligible for SL @ 5 days per annum.
Employees covered under the ESI Act shall claim the benefit including leave from
ESIC, and will not be entitled for Maternity leave from the company.
Rev. No. 1
Issue Date: Nov 2011
E-3
Attendance & Leave Rules HR Policy Manual
The total leave period of 12 weeks shall be availed in such a way that 6 weeks
each be on either side of the expected date of delivery.
The leave cards of all employees will be updated to reflect leave positions as of
1st April every year.
If an employee leaves early or reports late for a duration of 2 hours and above,
the same shall be regularized with a half day leave, and a full day leave if the
duration is more than 4 hours.
All new entrants joining the organisation will be issued a leave card regardless
of grade or entitlement for recording all leaves of absence.
All leaves availed, whether against entitlement with pay or without pay, have to
be entered in the card and approved by the reporting superior.
During probation period, a special leave of 3 days will be granted to all employees
to meet personal exigencies in the absence of SL and CL. Un-availed balance of
this special leave will lapse on confirmation.
An employee will not be eligible to avail any long duration leave while serving
notice period. Any exception to this will be approved by the Head HR.
All leave must be planned and availed in a manner not conflicting with other
colleagues and work exigencies.
All leave must be availed with prior approval of the superior, barring exceptional
emergencies.
It is mandatory to intimate the office about one’s absence on the very same day
of absence, where an unplanned absence has occurred.
Absence without intimation for more than 3 days at a time will activate
disciplinary action.
Rev. No. 1
E-4 Issue Date: Nov 2011
HR Policy Manual Attendance & Leave Rules
Sr. Special
Category SL CL PL
No Leave
1 Probationers Nil Nil Yes 3
2 Confirmed Employees 10 7 21 Nil
@ 1 day
3 Project Based 5 5 for every Nil
20 days
4 GET / DET / PGMT / GAT,etc 10 7 NIL Nil
@ 1 day
5 Retainers NIL NIL for every 7
20 days
Note : For those covered by ESIC, the Sick leave entitlement will stand reduced to
5 days per annum.
Rev. No. 1
Issue Date: Nov 2011
E-5
Attendance & Leave Rules HR Policy Manual
Objective :
The intent of this program is to encourage employees reaching out to colleagues
in need as a voluntary act of camaraderie and team-spirit.
An employee can donate upto 50% of PL to one’s credit at any given point of
time. Recipients & donors may approach HR for the same.
The receiving employee has to use up the donated leave for an immediate
need.
The direct reports of an employee will not be eligible to donate to his / her
immediate Superior.
Unused donated leaves, if any will be forfeited and not returned to the donor.
The policy aims at ‘reaching out’ to a colleague in need and will have to be
implemented in this spirit always.
Rev. No. 1
E-6 Issue Date: Nov 2011
HR Policy Manual Attendance & Leave Rules
Objective :
The objective of this policy is to help in processing employee requests for educational
aid and long duration leave of one year or more to acquire higher educational
qualification. It recognizes that attainment of higher education is likely to help the
employee acquire more knowledge, skill and self-confidence. Higher education is
also likely to lead to development of higher capabilities which could be of benefit
not only to the employee but also to the organization.
Applicability :
All regular employees with atleast 3 years in-company experience are eligible for
educational leave.
Before Educational leave is sanctioned, the quality of the course chosen will be
carefully considered along with its relevance to the organization.
However, depending on the degree and the institution attended, at times a total
restructuring of the package might be warranted.
Procedure :
The employee desirous of taking Educational leave may, through his HOD / RH,
make an application giving the following information:
a. The course of study and institution / college where he has obtained
admission.
Rev. No. 0
Issue Date: Nov 2011
E-7
Attendance & Leave Rules HR Policy Manual
HR will discuss his application with the CEO and jointly decide on leave sanction.
The main consideration for sanction would be the career plan for the employee
and the relevance of the course to his / her career plan.
HR will issue to him / her letter within 15 days stating whether or not his / her
Educational leave is sanctioned.
On being sanctioned Educational leave, the employee would have to first obtain
all clearances as per the standard exit format available with HR, and dues, if any,
must be settled before actually proceeding on leave.
One month prior to the completion of the course, the employee must write
to HR informing about his / her proposed date of resuming duties with the
Company. HR will then find out the appropriate job in which the employee could
be placed on resuming. HR will inform the employee in writing about the job,
the Region / function, the grade and salary in which the employee will be placed
on his / her return to the company.
The employee will enter into a formal contract with the company on approval
of his / her case.
The loan will carry no interest, if the employee resumes post-studies as scheduled,
and work for a minimum period of 3 years in the organization.
In case, the requisite 3 year term is not fulfilled by the employee, or he / she does
not fulfill the contract conditions, he / she will return the entire loan balance,
along with interest calculated from the loan disbursement date @ 12%.
On completion of the 3-year term, the employee will be paid back 50% of the
loan amount as a one-time education grant.
Rev. No. 0
E-8 Issue Date: Nov 2011
GRIEVANCE &
DISCIPLINARY
PROCEDURES
HR Policy Manual GRIEVANCE & DISCIPLINARY PROCEDURES
If the employee has still not reported post seven days after issuing letter AB / F1,
RO HR will issue a Show Cause Notice to the employee as per draft format
(HR#F.1.0 / AB / F2) attached.
In case the employee has not responded to the second Show Cause after lapse
of 21 days then the RO HR will forward all correspondence to Corporate HR and
they will issue a service abandonment letter as per format (HR#F.1.0 / AB / F3)
to the employee.
Rev. No. 1
Issue Date: Nov 2011
F-1
HR#F.1.0 / AB / F1
Date _________________
Mr / Ms.__________________________________
_________________________________________
_________________________________________
_________________________________________
It is observed from our records that you are absenting yourself from the duty with effect from _______________
________________________ without any prior sanction of leave or intimation to us. You are hereby called
upon to resume duties immediately and explain to our satisfaction in writing, reasons for remaining absent
unauthorisedly.
Project Manager
cc Regional HR
1 of 1
HR#F.1.0 / AB / F2
Date _________________
Mr / Ms.__________________________________
_________________________________________
_________________________________________
_________________________________________
This has reference to our letter dated _____________________________ vide which we had requested you to
resume your duties immediately.
We have neither received any communication from you nor you have resumed your duties till date. Your
continued absenteeism is hampering the progress of the work assigned to you.
You are hereby called upon to Show Cause as to why disciplinary action should not be taken against you. Your
explanation should reach us along with necessary documentary evidence, within seven days from the receipt
of this Notice, failing which it will be presumed that you have no explanation to offer and we shall proceed
with disciplinary action as deemed fit.
Regional Head
cc Regional HR
cc HO HR
1 of 1
HR#F.1.0 / AB / F3
Date _________________
Mr / Ms.__________________________________
_________________________________________
_________________________________________
_________________________________________
(Permanent Address)
This has reference to our Letter dated ________________ and Show Cause Notice dated __________________.
We had requested you to resume duties and explain reasons for your unauthorised absence. You have neither
resumed your duties nor submitted any explanation. Your continued absence is hampering the progress of
work assigned to you. Under the circumstances we are left with no option but to assume that you are no more
interested to work with us.
We are therefore striking off your name from the Company’s roll with effect from today on the ground of
abandonment of service. Please contact the HR Dept to collect your legal dues, if any.
1 of 1
HR#F.1.0 / F4
W Joint Consultation
of Proj. Mgr. & RO
Letter issued to absenting employee by HR
Project Mgr. "immediately"
(As per draft attached AB/1)
W W
Inform RO HR
Yes Is explanation
satisfactory?
W
Show Cause Letter
sent to employee
"Verbally " warn the by RO HR
W
14 days lapsed
Yes Has the empl. reported No
W to work /Responded
Employee is with documentary
evidence? Joint Consultation
allowed to join of RGM & RO HR
back
W
W
W of Absenteeism W
W RO HR to issue one
Proj. Mgr. reports the
Issue written warning/ more Show Cause letter
matter to RO HR
appropriate action in (Draft AB/2) 21 days lapsed
consultation with
HO HR
W
Action reported to W
HO HR Note:
RO HR to record
all actions in
Yes Has the empl. reported personnel file of
to work /Responded employee
with documentary
evidence? RO HR to send a
Monthly reportof
“AB/1&2” cases
to Corp. HR by
7th of subsequent
month.
No
Inform HO HR
Joint Consultation
of RGM & RO HR
Objective :
It is the policy of the Company to redress grievances of employees as satisfactorily
and speedily as possible.
This procedure is not used for appeals against disciplinary action. Those will be
governed by the Disciplinary Procedure Code.
This procedure is not to be used for the resolution of issues related to performance
appraisal, promotion, increment, etc.
Grievances should be resolved at the lowest possible level within the company.
Rev. No. 1
F-6 Issue Date: Nov 2011
HR Policy Manual GRIEVANCE & DISCIPLINARY PROCEDURES
Rev. No. 1
Issue Date: Nov 2011
F-7
GRIEVANCE & DISCIPLINARY PROCEDURES HR Policy Manual
Objective :
Shapoorji Pallonji & Co Ltd (SPCL) is an equal employment opportunity employer
and is committed to provide a safe and conducive work environment that enable
employees to work without fear of prejudice, gender bias and sexual harassment.
In an effort to promote and protect the well being of all employees at work place,
the organization has laid down the following guidelines to deal with any act that
is detrimental to an employee’s dignity in a fair and time bound manner. It firmly
believes that sexual harassment at work place or other than work place if involving
employees is a grave offence and is, therefore, punishable.
Applicability :
This policy applies to all the employees on the rolls of the company, including
those on deputation, training, contract, temporary, etc.
F.3.1 Definition :
Sexual Harassment is defined as any unwelcome sexually determined behavior
whether direct or implied. This will include physical contact or advances, demand
or request for sexual favours, sexually coloured remarks, showing pornography or
any other unwelcome physical, verbal or non-verbal conduct of sexual nature.
Rev. No. 1
F-8 Issue Date: Nov 2011
HR Policy Manual GRIEVANCE & DISCIPLINARY PROCEDURES
It is important to note that harassment is often defined by the way the recipient
feels, rather than by the intent of the person causing the offence. It cannot,
therefore, be excused or justified by claiming that it was unintentional or
humorous. The implications of harassment are serious and the organization will
take appropriate disciplinary action against the accused.
Keep a record of incidents (date, time, location, possible witness, what happened,
your response etc). It is not mandatory to have a record of events to file a
complaint, but a record can strengthen your case and help you remember the
details over time.
If after requesting the accused to stop his / her behavior, the harassment still
continues, report the complaint as per the Redressal Procedure.
Rev. No. 1
Issue Date: Nov 2011
F-9
GRIEVANCE & DISCIPLINARY PROCEDURES HR Policy Manual
At the first meeting the Committee members shall hear the complainant and
shall record her / his allegations.
The Member Secretary will maintain a register to endorse the complaints received
by it and keep the contents confidential, except to use the same for discrete /
explicit investigations.
The complaint shall be specific and should contain all the material and relevant
documents concerning the incident including the name of the accused.
The Central Complaints Committee will hold a meeting with the Complainant and
the Accused (separately) within 10 (ten) days of the receipt of the complaint.
The Central Complaints Committee will document the minutes of such meetings
along with any documentary proofs submitted by both – the Complainant and
the Accused.
If the complaint does not fall under the purview of Sexual Harassment or the
complaint does not mean an offence of Sexual Harassment, the same would be
dropped after recording the reasons thereof.
The Central Complaints Committee shall prepare and hand over the statement
of charges against the person who is accused and give him / her an opportunity
to submit a written explanation within 7 (seven) days of the receipt of the same.
Similarly, the Complainant shall be provided a copy of the written explanation
submitted by the Accused.
The Central Complaints Committee shall call upon all witness / es mentioned by
both the parties.
Rev. No. 1
F-10 Issue Date: Nov 2011
HR Policy Manual GRIEVANCE & DISCIPLINARY PROCEDURES
The Central Complaints Committee shall ordinarily arrive at its conclusion and
submit its findings and recommendations for suitable disciplinary action within
45 (forty five) days of the receipt of complaint, to the CPO.
The Member Secretary shall analyze and put up an annual report on all complaints
of this nature to the CPO for further appropriate action.
In case the Central Complaints Committee finds that the complaint amounts to
criminal offence coverable under the Indian Penal Code, then the Committee will
inform the CPO who will initiate appropriate action with relevant authority and
provide full details and support.
Rev. No. 1
Issue Date: Nov 2011
F-11
GRIEVANCE & DISCIPLINARY PROCEDURES HR Policy Manual
Objective :
To clarify and provide awareness on model standing order provisions amongst
employees, as applicable to them.
List of Misconducts :
Any of the following acts and omissions on the part of an employee shall amount
to Misconduct. (These are relevant abstracts quoted from statutory provisions
dealing with Employee Discipline.)
Willful insubordination or disobedience, whether or not in combination with
another, of any lawful and reasonable order of a superior.
Habitual absence without leave, or absence without leave for more than 10
consecutive days or overstaying the sanctioned leave without sufficient grounds
or proper satisfactory explanation.
Habitual breach of any Standing Order or any law applicable to the company or
any rules made thereunder.
Collection without the permission of the Management, of any money within the
premises of the company except as sanctioned by any law for the time being in
force.
Rev. No. 0
F-12 Issue Date: Nov 2011
HR Policy Manual GRIEVANCE & DISCIPLINARY PROCEDURES
Habitual breach of any rules or instruction for the maintenance and running of
any Department, or the maintenance of the cleanliness of any portion of the
company.
Habitual commission of any act or omission for which a fine may be imposed
under the Payment of Wages Act, 1936.
Canvassing for union membership, or the collection of union dues within the
premises of the establishment, except in accordance with any law or with the
permission of the Management.
Holding meetings inside the premises of the company without the previous
permission of the Management or except in accordance with provisions of any
law for the time being in force.
Rev. No. 0
Issue Date: Nov 2011
F-13
GRIEVANCE & DISCIPLINARY PROCEDURES HR Policy Manual
All employees are required to observe the disciplinary norms of the company
meticulously. Violation of the norms will be construed as an act of misconduct and
can result in disciplinary action.
The Company shall have the right to dismiss or discharge an employee from
the services of the company without any compensation whatsoever, should he
/ she be found guilty of breach of any service agreement, insobriety, addiction
to drugs, dishonesty, neglect of duty or conduct described in more detail in the
Model Standing Order in Policy F.4.0 considered detrimental to the interests of the
Company.
Rev. No. 1
F-14 Issue Date: Nov 2011
Performance
Management
SYSTEM
HR Policy Manual Performance Management
Policy :
The Company encourages all employees to set Performance targets in the
beginning of each year. However, KRA setting is mandatory for all employees in
Grade E002 and above.
The target / KRA set for each individual in a group would sum upto the business
target for a Region / function, thereby bringing in an alignment between
Organization target and the individual KRAs.
Target setting and Review being a participative process would lead to developing
a Performance oriented culture in the organization.
The practice or the process of setting KRAs and periodic reviews, which includes
resource planning, is an integral part of a Manager’s job.
Procedure :
KRAs shall be set at the beginning of the financial year, mandatorily for employees
in Grade E002 & above.
All KRAs shall be reviewed half-yearly, and the mid-year review will be completed
by end October. Driving this process to its logical completion, on a continuous
basis, will be the primary responsibility of Business HR.
KRA shall be set jointly with the employee’s immediate Superior, in a participative
manner.
KRA setting being a supportive process, will start with a review of results achieved
against previous targets. The accent should not be on fault-finding, but on what
was achieved and what could not be achieved, leading to identifying supports,
resources and targets for the next six months.
In case team targets are set, it is advisable to decide on the responsibility holder
and the secondary responsibility holder for each target.
Since targets are mutually agreed between the employee and his superior, there
is greater ownership, and hence, certainty of accomplishment.
Setting and periodical reviews of targets help the employee to reflect and plan
for mid-term corrections where required.
An easily accomplishable target does not stretch oneself thereby not utilising
one’s full potential. At the same time, targets are to be realistic and achievable.
Rev. No. 1
Issue Date: Nov 2011
G-1
Performance Management HR Policy Manual
Audit of Targets : Targets once set, need to be audited by HODs with reference
to the following :
a. The targets are set in line with the employee’s position (grade) and related
role expectations. Many a times it could happen that lighter targets are set
for “low” performers while stiffer targets are set for employees with high
potential. Though setting of stiff targets can challenge employees, due
consideration should be given to this factor while evaluating performance.
b. It should be seen that targets of all individual employees add upto the Region’s
targets.
c. There would be a possibility of mid-term revisions of targets in view of
changed internal or external circumstances. Such changes in targets need to
be documented.
KRA forms duly completed will be retained with the employee, which will act as
a constant guide.
Rev. No. 1
G-2 Issue Date: Nov 2011
HR Policy Manual Performance Management
Objective :
The Performance Appraisal and Development Process (PADP) is a managerial and
organizational process that helps in reviewing / improving the performance and
capabilities of individuals, teams and the organization as a whole. It promotes
a performance culture in the organization through proper linkages between
performance and rewards.
Defining the performance measurement criteria (KRA) is a vital aspect of the entire
process.
Policy :
Performance appraisal in SPCL is an open system and is meant to be a humane
process requiring sensitivity and skill on the part of the appraiser. We recognize
that there is an element of subjectivity in any appraisal system and no one can
be totally objective in appraising. However, the more data-based and informed
this subjectivity is, and the more sensitively it is exercised, the better is likely to
be the outcome of the appraisal exercise.
We recognize that appraisal will be effective only if the feedback given does not
come as a surprise at the end of the year. Round the year communication and
feedback between an employee and his / her supervisor are essential.
Procedure :
Performance appraisal is an annual event which takes place soon after the end of the
financial year. The appraisee first goes through the process of Self Appraisal (Refer
annexure HR#G.2.0 /F1). The appraisee is expected to reflect on the performance
period gone by and write down his / her major achievements. He / she should also
give himself / herself a rating as per the rating pattern described in the form.
Rev. No. 1
Issue Date: Nov 2011
G-3
Performance Management HR Policy Manual
In the following step, both the appraiser and the appraisee should engage in a
focused discussion wherein they concentrate not just on the appraisee’s performance
in the past year but also set targets (KRAs) for the current year. Discussions between
the appraisee and his / her appraiser should highlight achievements and shortfalls,
against the set KRAs of the past year. Developmental areas for the appraisee should
be identified and the appraisee should be given opportunities by way of training
etc, to work towards improvement in the ensuing year.
Employees in Technical / Administrative support roles will use the two-page form
(Refer annexure HR#G.2.0 /F2). All employees in grade ‘N’ and those in ‘S’ who are
primarily performing a support role will have to fill-up form HR#G.2.0 /F2. Other
employees in ‘S’ and those in grades ‘E’ & ‘C’ will use the form HR#G.2.0 /F1.
The appraiser can give his / her recommendations for salary revision, rationalization
and final rating. The appraiser will not make any verbal commitments to the appraisee.
All decisions related to salary revision, and promotions will be implemented by HR
in consultation with Business Head.
In case, there are sharp differences of opinion about one’s appraisal, the appraiser
may arrange a meeting between the appraisee, the appraiser and the reviewer to
try and resolve the difference. In such a situation the reviewer’s decision will be
final and binding.
In the matrix structure that we follow, various functional heads in the ROs also have
a reporting relationship with their HO functional heads. Performance feedback from
the HO functional heads will be taken into account in case of all such employees.
However, the RO view will have a higher weightage since they are more involved
in the day-to-day priorities of the Region, in respect of expert functions. Respective
RO functional heads will ensure that the same process is followed in respect of
employees reporting to them functionally, within the whole Region. The functions
covered by this definition of Expert functions, are :
PMV
Construction Methods
Contracts Administration
IT & Systems
Admin.
LRD
Rev. No. 1
G-4 Issue Date: Nov 2011
HR Policy Manual Performance Management
The appraisal and career decisions of employees in these functions will be primarily
governed by their HO Heads, with inputs from Regional Head.
As an overall guideline, we have set the following percentage limit for the different
ratings :
Rev. No. 1
Issue Date: Nov 2011
G-5
HR#G.2.0 / F1
Guidelines To Employee
The Self Appraisal is meant to facilitate the total appraisal process. Your Manager will treat this as an input to your
appraisal. Please be informative and candid in your response to the questions.
Guidelines To Appraiser
Ensure that you have prepared yourself thoroughly for the appraisal, covering the entire performance period. Do
not let only recent happenings influence your assessment. Incorporate feedback from internal customers wherever
possible. Try not to allow personal prejudices to influence your appraisal. Support the assessment with as much
data as possible. Assess the level of achievement keeping in mind the normal performance standards required of the
job and position.
Please study the Job Description Manual available with the Regional Head and used in the Competency Mapping
Exercise for a better understanding of the Key Responsibilities & Activities of each position.
A++ The Employee has achieved exceptionally high standards of performance consistently. An
acknowledged performer with high Visibility across the Company. Has very high growth potential.
A+ Consistent High performer with high level of energy, initiative, and contributions.
B Performance needs considerable improvement. Needs constant guidance to meet role responsibilities.
1 of 8
PART-I: EMPLOYEE OBJECTIVES AND RESULTS
CURRENT REVIEW PERIOD
A. FUNCTIONAL
What have been your major achievements during the period under review? Indicate specific indexes of performance relevant to
your function.
Rtg. Scale
‘B’ to ‘A++’
Low High
SELF APSR
2 of 8
B. ORGANISATION BUILDING INITIATIVES:
SELF APSR
(i) Customer Satisfaction, Quality & Safety are 3 major areas, as an organization we have committed to
make substantial improvements. Please describe your contributions in these areas, and the results achieved.
(ii) Specific feedback from Site Visit Reports of Senior Management Members on the areas of House Keeping,
Company Assets Protection / Maintenance, Image Management initiatives at sites etc.
(iii) Are you a Mentor to the fresh entrants? Describe your contribution and names of your Mentees. Would
you like to play a more active role in the Company’s Mentoring Program ?
C. MANAGERIAL COMPETENCIES: (This section is not mandatory for Administrative and Technical support staff:)
The following 10 Competencies have been identified as most relevant, and commonly applying to maximum jobs in
the company. We believe that developing and applying these competencies on the job is critical to successful performance,
as well as to building a strong career with SPCL.
Please review these in great detail with employees, and the areas of improvement are to be covered as Training & Developmental
needs.
SELF APSR
1 Learning Orientation
Learns from past experience, seeks feedback, updates knowledge base and is open to change.
Coaches and Trains others.
2 Customer Focus
Identifies the customer both external and internal. Understands and owns responsibility for meeting their
needs. Guides customers considering the parameters like Cost and Quality.
3 Communication
Clarity in spoken and written communication. Has listening skills and is receptive to negative feedback.
Is assertive to get the results and shows empathy.
4 Quality Consciousness
Adheres to quality standards, quality assurance plans and systems voluntarily, without supervision. Seeks
and ensures committed quality standards, acquires the image of a “Quality Person”.
5 Leadership
Takes initiative and charge, acts with self belief, self confidence. Empathies, appreciates and motivates.
Walks the talk, leads by example, and has high visibility and is approachable. Accepts challenges.
Demonstrates fairness. Communicates like a leader.
3 of 8
SELF APSR
6 Interpersonal Skills
Relates well with others. Is trustworthy, sensitive to others and respectful. Maintains confidentiality. Accepts
constructive criticism.
10 Teamwork
Teamplayer to achieve team / organizational objectives.
E. List the key factors that Facilitate, and Constrain your effectiveness ?
Facilitating : Constraining :
4 of 8
G. Please describe in brief the Strengths & Areas of Improvement of this Employee, including the Appraiser feedback to
him / her.
Strengths Areas of Improvement
H. My appraisal has been discussed with me, and I am satisfied /not satisfied with the process.
Specific recommendations for Confirmation, Salary Revision, Salary Rationalisation & Final Rating
(A++, A+, A, B)
(Not to be discussed with the Employee).
Final
Rating
Promotion
5 of 8
PART-II: EMPLOYEE TRAINING & DEVELOPMENT
Emp. Name : Emp. No. : Emp. Grade :
Based on the appraisal discussions, please identify appropriate training need for this employee. Training is imparted for
improving performance in the current job, as well as the to take up higher level of responsibilities. Please explain to employee
that this is not an automatic confirmation for sponsorship.
6 of 8
PART III - KEN RESULT AREAS
(Mandatory for Grades E002 & Above)
the Company’s.
O Do include atleast one Process Improvement target wherever possible. Review the performance of the Region / Dept. critically and identify those factors
O This document will be reviewed on a quarterly basis and will form the basis for next year’s appraisal.
7 of 8
Goals Achievements Review Remarks
8 of 8
Overall comments of the Reviewer on Target v/s Actual, at the end of the year.
A++ The Employee has achieved exceptionally high standards of performance consistently. An acknowledged performer
with high Visibility across the Company. Has very high growth potential.
A+ Consistent High performer with high level of energy, initiative, and contributions.
A Performance as per role expectations and completely satisfactory. Belongs to the majority group of employees.
A. Self-Appraisal: Describe in brief your major achievements during the year. Rtg. Scale
(To be filled in by the Appraisee) ‘B’ to ‘A++’
Low High
SELF APSR
1 of 2
B. Qualitative Parameters: Remarks in support SELF APSR
of the Ratings, if any Rig. Rig.
1. Quality and Quantity of output.
2. Accuracy of the output.
3. Work related Knowledge.
4. Initiative and willingness to take additional responsibilities.
5. Attitude towards work.
6. Attitude towards colleagues / organisation.
7. Ability to grasp and understand work instructions.
8. Ability to create work systems and automate routine tasks.
9. Ability to get along with people.
10. Ability to get work done through others.
11. Customer orientation.
12. Job/Task Ownership - setting & fulfilling commitments.
13. Initiative to improve and learn.
14. Language Proficiency - Written / Oral.
15. Innovation & Creativity.
16. Cost consciousness, control of wastages.
17. Ability to develop on given ideas, and go into details.
18. Punctuality and Discipline.
19. Ethics / Values / Safety Awareness / Integrity.
20. Overall ‘Dependableness’ -(Task assigned is Task completed)
C. General:
Strengths Areas of Improvements
D. Please select maximum three training needs : Please specify If any other
(I) Fractional (ii) Communication Skills ....................................................................................
Quality Control Spoken English
Plant / Machinery Management Letter writing
....................................................................................
Form Work ....................................................................................
Concrete Technology (iii) Environmental Control ....................................................................................
Quality Management System / ISO and Safety
....................................................................................
Finishes Safety Awareness
Store Management Emergency Evacuation
....................................................................................
Effective Purchase 5S / House Keeping ....................................................................................
Land Surveying ....................................................................................
Computer Skills
....................................................................................
Secretarial Course
Time Management ....................................................................................
Recommendations : Final
Rating
Promotion
2 of 2
Performance Management HR Policy Manual
Objective :
The company’s increment policy is aimed at linking up employee rewards to business
performance and to distinguish between and differentially reward different levels
of individual performance, thereby recognizing and challenging individuals as well
as business to work towards higher performance.
Policy :
Our annual increments are effective 1st April, covering the performance period
of April-March cycle.
Peformance Improvement Plan (PIP-refer to G.6.0) process will be initiated for (1)
those rated ‘B’ in an annual performance evaluation exercise, or those identified
to be needing major improvement.
Two consecutive ‘B’ rating will warrant employee separation from the (1)
organization.
The quantum of increment will be as per guidelines issued year to year, based on
business performance and market salary.
Salary revisions and promotions for levels upto and including C001 will be jointly
decided by the President / CEO & CPO. Promotions from C001 to C001-A and
upward; performance evaluation and revision for Grades C001-A & above will
be done with the approval of the Group MD.
Rev. No. 0
G-16 Issue Date: Nov 2011
HR Policy Manual Performance Management
Objective :
This policy gives basic criteria to be kept in mind while considering a promotion.
It also provides a set of steps, which need to be taken while screening a case for
promotion.
Policy :
Promotion is a very special form of reward which is to be exercised with care
and discretion.
Promotion should not be given merely for making a person feel good or for
equalizing with others. There are other forms of rewards which are possible,
including lateral movement.
The basis for recommending a promotion should be the aggregate effect of the
following:
a. Past performance record.
b. Performance in the present job.
c. Potential of the employee for success at the higher level.
d. Presently latent knowledge and skills possessed by the employee which could
be used at the higher level.
e. Peer level acceptance.
One-time high performance (flash in the pan) would not justify a promotion.
Consistently high level of performance over a period of time is essential.
Rev. No. 0
Issue Date: Nov 2011
G-17
Performance Management HR Policy Manual
All promotions to Grades E003 and above will be met by an HO panel. The
promotion recommendation form has to be filled in for all such cases and
forwarded to HR in advance. The panel decision will be final and will be
communicated to the recommending authority.
Promotions to grade C001-A and above, are to be reviewed by the Group MD.
Procedure :
Recommendations for promotion are to be made in the prescribed form.
(HR#G.4.0 / F3).
HR would go into the merits of each case and discuss it with the concerned HOD
/ RH. For promotions to E003 and above, HR will set up the panel and organize
the promotion interview.
The panel’s recommendations for Grades C001 to C001-A and above will be
taken up with the Group MD for his final decision by HR.
Rev. No. 1
G-18 Issue Date: Nov 2011
HR#G.4.0 / F3
(Please ensure that the appraisal form is available for discussions while
processing this recommendation)
Name RO/Dept
Year A++ A+ A B
1 of 2
Describe the proposed job enlargement / additional responsibilities after promotion.
Final Decision
Comment
2 of 2
HR Policy Manual Performance Management
Objective :
Our Performance Bonus Scheme is meant to encourage employee involvement
and ownership in the process of achieving better business results and to make
employees partners in progress by providing suitable rewards.
These thresholds are determined based on the following parameters. The figures
indicate weightages of each of the parameter.
Performance Parameters & Weightage :
Profitability - 60%
Order Booking - 25%
Invoicing - 15%
Qualifying Threshold :
a. Business as a whole should achieve a minimum of 65% of Performance against
the parameters above.
And
b. Region should achieve atleast 70% on the above parameters.
Else
c. Region by itself should achieve 100% or more.
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Bonus Kitty :
On qualifying based on the above parameters, following percentages of Regional
Profit will be set aside as the Performance bonus kitty, for a given year:
Performance Only RO
Business + RO Qualified
Slab Qualified
70 – 80 % 2.5% of Profit at RO level, minus 3.5% of NA
turnover for overheads & working capital cost.
80 – 85% 4% -do- NA
85 – 90% 5% -do- NA
90 – 95% 6% -do- NA
95 – 100% 7% -do- NA
100 – 110% 8% -do- 4%
< 110% 9% -do- 5%
Distribution of Bonus :
Distribution to individual employees will be on the following basis.
General Guidelines :
a. “Active Service” – Status where no notice of resignation given as of 30th June
of the year. Employees will not be eligible if he / she has submitted resignation
from the service as of 30th June even if the employee was on the roll for the
entire financial year gone by.
b. Retirement Cases – On pro-rata basis / even if not on roll on 30th June.
c. For all Resigned cases even after 30th June, performance bonus payment will
be at the sole discretion of the Management.
d. Employee performance rating at upto “2” (on a scale of 10) will not be eligible
for Performance Bonus.
e. Performance Bonus committed at the time of joining will be within the norms
of this scheme from Year–2. For the first year the committed bonus will be
paid subject to, and on completion of 12 months service.
f. For grades E003 onwards, of the total amount payable 2 / 3rd will be paid
immediately, while the remaining 1 / 3rd will be paid in two equal installments
over the subsequent two years, subject to being on the rolls in “Active service”
as of 31st March of the respective year and certain performance conditions.
g. First year committed bonus will be paid without deferment.
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HR Policy Manual Performance Management
h. Those qualifying for the Year-3 payment of the Performance Bonus will also
qualify for an extra 25% of the retained amount. This will become due only in
Year-3.
i. Project Performance for Regional Office employees will be reckoned as average
of all projects in the Region. (Wtd Avg of all projects).
j. Performance bonus will be applicable on a pro-rata basis for the duration of
service in a financial year.
k. Management may change, modify, cancel any part of this scheme at its sole
discretion, any time.
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Performance Management HR Policy Manual
Objective :
We believe that every employee has potential and can be successful in their
positions. However, when the performance of an employee is out of alignment
with the work expectations of his / her position, it is important that we have a
planned, systematic & focused approach towards performance improvement.
Applicability :
Any employee rated “B” during Confirmation / Annual Appraisals or those identified
to be needing performance support.
Collaboration and Communication are essential between all who are involved
in supporting PIP. Maintaining appropriate level of confidentiality is core to this
process
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HR Policy Manual Performance Management
Process :
In the Performance Appraisal, employees who have been rated “B” would be
initiated into the Performance Improvement Plan.
Regional HR will issue a letter (as per Annexure HR#G.6.0 /F4) to the employee
intimating him about the program.
On a mutually agreed date, the First meeting of PIP will be scheduled between
the employee, his immediate Appraiser and Regional HR. At this meeting, the
Appraiser will discuss the need for such a plan and review areas where the
employee is not meeting performance expectations.
The Appraiser and the employee will together develop the Performance
Improvement Plan (as per Annexure HR#G.6.0 /F5). The PIP will summarize the
following:
a. Sets appropriate Performance standards for the employee to meet.
b. To set a reasonable timeframe to monitor the employee’s progress against
these performance standards, providing them with the opportunity to
improve performance.
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c. Provide Support to assist the employee to meet the expectations and objectives
set in the PIP which may include, but is not limited to, training, counseling,
close supervision and / or guidance.
d. Allocates a time for Review. The time period should be determined by the
task(s) to be completed, the complexity of the improvement needed and the
skill development needs of the employee
Once the plan has been finalized, the plan is then used as the basis for formal
review meetings between the Appraiser, the employee and the Regional HR. At
least two formal review meetings should take place during each cycle to
discuss and review outcomes.
In the two Review Meetings, the Appraiser and the Regional-HR, should give
constructive Feedback on the employee’s performance while a PIP is in process.
It is equally important to give the employee an opportunity to share their
perceptions on their PIP progress. The appraiser needs to be fair and open-
minded.
First Review Meeting - A review meeting will be held to review progress and
to determine whether an acceptable standard of work has been reached. If
performance is considered to be acceptable the Appraiser will acknowledge this,
encourage the employee to sustain this level of performance and continue to
monitor the situation. If the performance remains unacceptable, the Appraiser
will give written details and seek a further response from the employee. And
the same details would be continued in Performance Improvement Plan (as per
Annexure HR#G.6.0 /F5).
Second Review Meeting - This meeting will be held between employee, his
immediate Appraiser and Regional HR. Final Review Meeting will be held to
review progress and to determine, whether an acceptable standard of work has
been reached. If performance is considered to be acceptable, the manager must
recognize and acknowledge this achievement by giving a formal Appreciation
Letter and provide positive reinforcement. If the performance remains
unacceptable despite the support and assistance that has been provided, the
Appraiser and the Regional HR after a detailed and mutual discussion put a
recommendation to Head- Corp HR for Outplacement on the grounds of
Performance of the employee.
The First and Second review meetings will take place with a gap of 3 months,
and the total PIP cycle will be completed in 6 months.
In the event of two consecutive “B” rating, even where the PIP is not followed,
Outplacement Process would be initiated by HR.
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G-26 Issue Date: Nov 2011
HR# G.6.0 / F4
This communication is further to the performance review discussion between you and your
immediate Superior. Following this, it has been found that your performance has not been upto
the required standard / expectations.
We would like to offer you our support in terms of specific feedback, clarity of deliverables,
role & responsibilities, or any other deficiency that you feel necessary to address; through the
process of PIP (Performance Improvement Plan).
You will be evaluated on your performance by your immediate Superior and HR twice during
the PIP period with a gap of 3 months. All evaluations and outcomes will be shared with you.
It is expected that your performance comes upto the Management expectations, failing which
the provisions of our PIP policy will apply.
Yours faithfully,
REGIONAL HEAD
HR#G.6.0 / F5
Areas of Improvement (describe candidly on time-lines, quantum/quality of output, relationship, knowledge, integrity, leadership acumen, outlook towards work, growth aspirations,
influencing ability, peer/subordinate respect, etc. by the immediate Superior).
Date : Name :
Date : Signatures :
Date : Signatures :
WORK ETHICS
HR Policy Manual Work Ethics
Objective :
The application of the Equal Opportunity Policy aims to eliminate discrimination in
employment on the grounds of age, gender, disability, race, colour, nationality or
religion. It also aims to comply with equal opportunity legislations as applicable,
and to follow good management practices.
Policy Guidelines :
The Company is an equal opportunity employer in all respects in its business. It
expects its employees to treat both genders equally while dealing with them in
their respective areas of operations.
The Company does not distinguish between caste, creed, colour or race. It
expects all its employees to treat everyone with the same dignity and respect.
The Company believes in ‘equal wages for equal work for both genders’ and it
expects its employees to follow the same while doing their operations.
All policies and practices of the company will be applied equally to all
employees.
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Issue Date: Nov 2011
H-1
Work Ethics HR Policy Manual
Objective :
We expect total professional integrity from every employee. Each employee must
be fully aware of his responsibility and be committed to the company’s policy
and principles of ethical practices. He / she must adhere to total confidentiality in
respect of all company matters they deal with.
Policy Guidelines :
It is the responsibility of individual employees to keep all company property and
information given to him / her in the course of their employment, confidential
and safe.
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H-2 Issue Date: Nov 2011
HR Policy Manual Work Ethics
Objective :
To provide a mechanism to employees to report any unethical, improper practices
or any wrongful conduct they observe in the company.
Applicability :
All employees of the Company. The Protected Disclosure will be in relation to
matters concerning the Company.
H.3.1 Definitions :
1. “Protected Disclosure” means any communication made in good faith that
discloses or demonstrates information that may evidence unethical or improper
activity.
2. “Whistle Blower” means an employee making a protected disclosure under this
policy.
The whistle blower’s role is that of a reporting party with reliable information.
They are not required or expected to act as investigators or finders of facts nor
would they determine the appropriate corrective or remedial action that may be
warranted in a given case.
While it will be ensured that genuine whistle blowers are accorded complete
protection from any kind of unfair treatment as herein set out, any abuse of this
protection will warrant disciplinary action.
Whistle blowers, who make any protected disclosures, which have been
subsequently found to be malafide or malicious or whistle blowers who make
3 or more protected disclosures, which have been subsequently found to be
frivolous, baseless or reported otherwise than in good faith, will be disqualified
from reporting further protected disclosures under this policy.
Appropriate care will be taken to keep the identity of the Whistle Blower
confidential.
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Issue Date: Nov 2011
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Work Ethics HR Policy Manual
Investigation Procedure :
All protected disclosures reported under this policy will be thoroughly investigated
under the authorization of the Group MD.
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HR Policy Manual Work Ethics
Objective :
The objective of the policy is to define a communication process and assign
responsibilities to various officials in the company in case of any untoward, major
happenings in or around the company or its establishments.
Following will constitute (but not exhaustive) the list of events / incidents which
shall be reported to higher management.
Any “incident” where any statutory authorities has issued any “summons” or
any “warrant” in the name of any official of the company.
Any “incident” where any statutory authority has “arrested” any of our
employee or any of our sub-contactor employee for violation of any law or rule
in connection with the work of the company.
Any accident at site / office / labour camp resulting in serious injuries, loss of life
and / or damage to company property.
Any employee unrest / violence / strike call which are likely to threaten peaceful
working.
In all the above instances, it shall be the responsibility of the concerned HOD /
RH to inform the CEO / President / CPO at HO instantly, but not later than 24
hours of the occurrence of the incident.
HOD / RHs are requested to issue guidelines to their employees to ensure
necessary communication flow to them.
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Issue Date: Nov 2011
H-5
COMMUNICATION
HR Policy Manual COMMUNICATION
Each and every employee of the Company is eligible to have a user id on SPARK. It
allows you to :
Open up a channel of information between all Regions.
IP Address is - 202.134.193.162
Through Intranet :
URL is - http: / / spark.com
IP Address is - 192.168.1.4
Process of Login :
After logging on to the website it is mandatory for first-time users to sign up as a
New User. The SPARK ID is generated after the Emp. No & SP email id are created.
Please contact the concerned HR Associate for assistance.
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COMMUNICATION HR Policy Manual
Access to ERP is given to certain specific personnel according to the job profile.
Policy Guidelines :
No employee is permitted to interact with the media on behalf of the company,
unless written, prior permission is obtained from the MD.
All media matters related to the company’s business shall be released after due
approval of the MD.
In the event of any accident / mishap / incident at any location / site, it will be
dealt with by the Regional Head, in consultation with HO.
Any social event arranged by any Region or location can be publicized but it
should be vetted by the HO.
No employee shall ever give out information / data on the project where SPCL is
a contractor, as we are bound by a non-disclosure agreement with our clients,
as well as by our business ethics.
In case employees have any queries or doubts on a matter they intend to circulate
or post, they are advised to discuss with HO.
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I-2 Issue Date: Nov 2011
HR Policy Manual COMMUNICATION
Issues from January 2008 onwards are regularly uploaded on our Knowledge
Management website - SPARK.
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Issue Date: Nov 2011
I-3
AWARDS &
CELEBRATIONS
HR Policy Manual Awards & Celebrations
INTRODUCTION
Recognising and appreciating exemplary efforts of employees at individual as well as
group levels are critical to maintaining high spirits and morale in the Organisation.
All initiatives rolled out in the company have to be implemented through people.
Contributions of different individuals and groups will vary and differ based on
the rigor, passion and commitment displayed by the team members. Aiming for
excellence and achieving it is the hall-mark of champions. Such efforts also need
special merit and recognition for the inspirational effect it will have on other
employees.
In SPCL, we encourage this process and place in the hands of RHs & HODs, the
following tools :
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Awards & Celebrations HR Policy Manual
Felicitation of 10, 15 and 20 year cases will be held at the Regional / Departmental
level.
Those with 25 years and above will be invited to HO and felicitated in the hands
of the Managing Director.
Travel and stay arrangements at HO will be organized by the Company. They are
also permitted to travel by Air from their place of posting to HO & back (from
locations outside Maharashtra regardless of their travel policy entitlements).
Since the additional stages have been introduced this year, those who have
completed the landmark of 15, 20 and 30 years last year also have been covered
for felicitation in 2011.
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HR Policy Manual Awards & Celebrations
Eligibility :
Projects have to be completed during respective financial year.
Each region can nominate one entry as their best project on the basis of scores
obtained.
One project will finally be selected as the Best Project of the year on a National
basis from all regional entries.
Exclusion :
Any project which has had a fatal accident will not be covered for Best Project,
regardless of its performance.
Selection Criteria :
The following criteria will be considered for evaluation, and the weightage for each
are indicated against the criteria :
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Selection Process :
The selection will be done by a Corporate Committee, who will choose the Best
region based on overall performance on each of the criteria.
Selection Criteria :
The selection criteria are as below, along with the weightage for each :
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HR Policy Manual Awards & Celebrations
Applicability :
All internal QMS Auditors who have conducted at least three (3) audits in the year.
ISO Cell members are not eligible.
Nominations :
The QMS Department will nominate the best 3 Auditors, and a Corporate committee
will select 1 employee as the Best Auditor of the year.
Selection Criteria :
Number of Audits conducted vs. scheduled.
Suggestion given for the ‘Observations’ & ‘NCR’ raised. (Auditor to attach a
supplement to an audit report for the Suggestions).
Award:
The winners will be felicitated at the HO Annual Day function, with an appropriate
prize and a citation in the hands of our Managing Director.
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Awards & Celebrations HR Policy Manual
Experience in getting to know the culture dimension, DO’s & DON’Ts in the
organization.
Awards :
Based on the quarterly selection of best mentors by Regions, one mentor who
has made the maximum impact in the mentoring process will be selected by a
corporate committee to be the Best Mentor of the year.
The winner will be felicitated at the HO Annual Day function with an appropriate
prize and citation, in the hands of our Managing Director.
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HR Policy Manual Awards & Celebrations
Policy :
In line with the Vision statement, SPCL endeavors to enhance the knowledge and
competency levels of its employees through continuous skill development and
training. Training programs are held on various subjects – Behavioural and Technical
– across Regions.
Procedure :
The technical training programs are largely conducted by in-house trainers. These
are Senior Mangers in the company who have developed domain expertise through
years of experience in the field and are especially conversant with the company’s
processes.
In an initiative to recognize the toil and effort put in by the trainer to enhance
the skills of the employees, the company has instituted an annual award for the
“BEST TRAINER”. The award comprises a Citation recognizing the achievement
and an appropriate prize. The award is presented by the Managing Director during
the company’s Annual Day function at HO.
Quality of content
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Issue Date: Nov 2011
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Awards & Celebrations HR Policy Manual
Policy :
Annual performance review & reward system takes care of the consolidated
performance of the employee once a year. There are several instances where
employees achieve short-term goals and important tasks which are critical and
with strict deadlines. Such contributions at times go unacknowledged due to the
annual process being far away or rewarded after a long gap. There should therefore
be a process available to capture such one-time achievements and reward them
immediately after the accomplishment. Such acknowledgement will be greatly
appreciated and will serve as an example to others.
Scheme :
We, therefore, introduce an Appreciation Award, for such one-time
accomplishment which requires the employee to go beyond the normal call
of duty and at the same time important for the organization meeting a tight
deadline, making a process improvement, bagging or support to bag a break-
through contract, creative problem solving initiatives, cost saving etc. These are
some illustrative examples which will merit an Appreciation award.
The amount involved will be within the range of Rs.5,000 / - to Rs.15,000 / - per
occasion. One can get as many awards as the performance demands. We would
like all HODs to make use of this facility and also wish to propose a dedicated
budget of Rs.500 / - per person per annum towards this.
Each award will go with a citation from the Regional Head & GM-HR, stating
clearly the achievement. All cases will be approved by Regional Head and Head
HR.
For those who would like these rewards to be more frequent and at the same
time stay within budget, the rewards can be of smaller values or in kind. For
example, vouchers for family dinner / movies (“night-on-town”) etc. Unutilized
budget will be forfeited at the end of the financial year.
The objective is to create exemplary effect and raise the level of performance
across the organization.
It is important not to fall into the following traps while implementing this :
a. Ordinary efforts, not likely to be seen / appreciated by team members should
not be covered.
b. If there is a team involvement in the task accomplished, the whole team
should be covered rather than one or two individuals.
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HR Policy Manual Awards & Celebrations
Policy :
A merit prize would be awarded to SP employees’ children securing 90% and
above in Class - X and 80% and above in Class - XII board examinations. The
amount will be :
a. CLASS – X : Rs. 5000/-
b. CLASS – XII : Rs. 7500/-
The prize is given for performance in the final examination and not for
intermediate examinations held during the year or for any second attempts.
Procedure :
The application for merit prize or those who qualify as per this policy is to be
made by the concerned employee of SP Group on the prescribed application
form along with the attested copy of the marksheet. Specimen copy of the
application form is attached as HR#J.8.0 / F1 (Also available on SPARK).
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Issue Date: Nov 2011
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HR#J.8.0 / F1
RECOMMENDATIONS
Head - HR
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HR Policy Manual Awards & Celebrations
The HO function takes place on the eve of Diwali, while ROs may preferably
organise the function between November to January.
This occasion provides good opportunity to let the families know more about
the Company.
Regions may forward photographs from the function for coverage in We @ SP.
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Issue Date: Nov 2011
J-11
TRAVEL POLICY
HR Policy Manual TRAVEL POLICY
Objective :
To provide guidelines to employees for reimbursement of reasonable expenditure
incurred during travel within India, on business or training.
K.1.1 Travel :
Travel on company business upto a radius of 120 km (one-way) shall qualify as
outstation trip.
All employees are expected to use a combination of public transport such as rail,
bus, and shared taxis to keep the expenses within reasonable limits.
Use of luxury / tourist taxi / private vehicle service should be restricted to business
needs involving prestigious / important clients / exigencies, and will be permitted
only with prior authorization from the HOD / Regional Head.
The Company will make every effort to ensure ticketing and travel reservations. (1)
However, if travel reservation by the Company is not possible for any reason, the
responsibility for making travel arrangements will be on the employee. In such
cases, employees will attach tickets and boarding pass in original to their claims
for the fare incurred as per the entitlement.
The Annexures K.1 / 1 & K.1 / 2 attached at the end of this policy show grade-
wise entitlement for stay in hotels, class of travel, fixed allowance, etc.
Employees in Grade C004 & UNCL are entitled to travel by Business class,
provided the flight duration is not less than two hours, or when a corporate
coupon booklet is used.
All travel requisitions will need prior approval of the HOD / RH. However, any
deviations in the entitlement limits will need to be specifically approved by CEO
/ Director.
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Issue Date: Nov 2011
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TRAVEL POLICY HR Policy Manual
All travel plans need to be examined carefully to review whether or not such
travel is necessary in the first place and whether maximum use can be made of
any travel undertaken by an employee.
In case of employees who are not otherwise eligible to travel by air, the CEO
/ Director may on a restrictive basis and keeping in mind the business and
functional needs, authorize air travel.
The value limits indicated in the Annexure are outer-limits and is not to be
understood as grade entitlement.
The boarding limits will include expenses on food, laundry, etc. which will also
be supported by bills. In case the boarding expenses are not claimed at actuals,
an amount equivalent to 50% of the Grade limit can be claimed.
The amount shown in the column under Fixed Allowance is applicable only
when the employee makes his own arrangements for accommodation. Typically,
employees may use the option of staying with friends and relatives in such
instances.
Telephone, Fax, Internet and other incidental expenses while on tour will be
reimbursed additionally.
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HR Policy Manual TRAVEL POLICY
No further travel advance will be given until the previous advance has been
settled.
Incase the expense statement is not submitted within the permissible time limits,
the entire advance outstanding against the employee shall be deducted from his
salary.
The company will arrange for to & fro Air / Rail travel. Further, all the local
conveyance expenses incurred by employee during the training program will be
borne by the company.
All employees regardless of their levels shall comply with the set norms and shall
not seek any deviation.
Visits to outstation locations should preferably be made over days which do not
include paid holidays. Business trips undertaken on paid holidays etc, will not
attract any special consideration like compensatory offs, etc.
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Issue Date: Nov 2011
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TRAVEL POLICY HR Policy Manual
Rev. No. 1
K-4 Issue Date: Nov 2011
HR Policy Manual TRAVEL POLICY
Objective :
To provide guidelines to employees on all aspects of business related foreign travel,
obtaining approvals for the travel, permissible expenditure during the travel, taking
into account the foreign exchange regulations of the country, and post travel
formalities.
Enable employees to travel in reasonable comfort, keeping in view the image of the
Company and with a sense of accountability.
Eligibility : All employees who are required to travel abroad for business
related work
Entitlements :
Please see Annexure K2 / 1 for details of grade-wise entitlements. The hotel
accommodation limit and the fixed daily allowance are shown separately.
All Overseas travel requisitions need approval from the Group MD.
The prescribed Overseas Travel Requisition (OTR) (attached as HR#K.2.0 / F1) has
to be filled up, and with the recommendations of the CEO / Business Head, the
same may be sent for MD’s approval.
After obtaining approval of the OTR, the same may be sent to Accounts for
drawing foreign exchange. Reasonable advance intimation should be given to
Accounts.
The class of travel entitlement shall remain the same as that under domestic
travel policy. However, a specific approval is required in the OTR form, from the
MD, each time for travel by Business class.
All ticketing will be done through Forvol. The Overseas Travel Cell will ensure
that each booking is done in accordance with the guidelines and entitlements,
before the booking is passed on to Forvol.
Contact Details - Overseas Travel Cell (Mr. Raju Parekh - Cell No. : 9820139277)
Tel : 022 – 67490226
Forvol – 022 61941109, 61941107, 61941110, 61941111
The Hotel Accommodation limit will be applicable for the actual hotel nights
spent abroad.
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Issue Date: Nov 2011
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TRAVEL POLICY HR Policy Manual
The Allowance will cover meal expenses, local conveyance, laundry bill etc, and
can be claimed as a fixed per diem allowance.
Employees should submit the accounts of expenses incurred within 7 days of the
completion of the trip and refund the un-utilized foreign exchange, if any.
The allowances given in the annexure are only for short duration trips, not
exceeding 14 days. For trips longer than this duration, the allowances will be
worked out on a case to case basis.
It is mandatory for all employees who travel abroad to submit a Tour Report (1)
to the respective Business Head, who will forward it to the MD’s office with his
comments. The tour report should include a list of contacts with photocopies of
visiting cards. This will enable us to create a database for future reference and
use for the organization.
All overseas travelers are advised to use calling cards / matrix cards for telephone
calls, and avoid international roaming activation.
All overseas travelers must take a Mediclaim Policy, the premium for which will
be borne by the Company. In order to avoid last minute problems, an employee
should submit the prescribed form, duly completed in all respects in compliance
with the Insurance Company regulations, to the Insurance Dept. when a tour is
initiated. If any employee does not avail the Mediclaim policy, the Company will
not be responsible or liable for any medical exigencies that might occur abroad.
It is possible to claim back the Value Added Tax paid by travelers to the UK and
European countries. All travelers to the following countries should therefore submit
all bills along with their expense statements (Hotel + all other receipted expenses)
– Austria, Belgium, Denmark, France, Netherlands, UK, Sweden & Norway.
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HR#K.2.0 / F1
Comments if any :
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K2 / 1
Countries Hotel Allowance Hotel Allowance Hotel Allowance Hotel Allowance Hotel Allowance
Accom. Accom. Accom. Accom. Accom.
Japan, Saudi, Arabia, Switzerland 300 150 275 135 250 125 200 100 150 75
UK, Europe, Kuwait, UAE, USA 275 150 250 135 225 125 175 100 125 75
Middle East, Asia, Africa, 200 125 185 110 175 100 145 80 115 75
South America
a. Knowledge (information)
b. Skills (ability to apply what he knows)
c. Attitude (motivation, approach, etc) thereby raising his potential to perform
better on the job. Given a supportive climate, training can bring about positive
changes in behavior and performance of people.
Growth :
Training will also be directed towards developing people for higher levels of
responsibility thereby reducing the need for recruiting people from outside. This
would also improve the morale of existing employees.
Organizational Effectiveness :
In-company training will also provide a means for bringing about Organizational
Development (OD). It could be used for strengthening chosen values, building
teams, improving inter-group relations and the quality of work life. The ultimate
objective of training in the long run will be to improve the Company’s business
performance through people performing better.
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Issue Date: Nov 2011
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DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
a. A new area for which expertise is not available within the company.
b. A need, not shared by many others, so as to make it worthwhile to organize
an in-company program.
c. Senior level managers and a few others who would benefit by exchanging
experiences with their counterparts from other companies.
d. Long duration educational programs.
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HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Faculty :
Wherever possible, appropriate faculty for in-company programs will be chosen
from within the organization. Internal faculty will be helped to improve their
training skills, as required by nominating them to programs like ‘Train the
Trainers’. Outside faculty will be selectively invited after briefing them adequately
about our learning objectives.
Training Budget :
A corporate training budget will be prepared by HR each year. The activities will
be carried out cost-effectively within its approved limits.
Evaluation of Training :
Every effort will be made to evaluate training programs in terms of :
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Issue Date: Nov 2011
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DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
The training curriculum is formulated in collaboration with CITB, London and is (1)
delivered in three streams: Formwork, Finishes & Steel Fixing.
The scheme would ensure that we have a steady supply of qualified and internally
trained supervisors. We wish to scale up the supervisory training by establishing
one more centre at Chhindwara shortly.
Rev. No. 1
L-4 Issue Date: Nov 2011
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Objective :
To provide financial assistance to employees in pursuing specialized training
programs and / or courses leading to award of Certificate / Diploma / Degree.
We believe that such programs / courses would facilitate better job performance
and career advancement. These are programs typically identified and initiated by
employees.
Eligibility :
The employee should have undergone two (2) successive appraisal cycles with
satisfactory level of performance, and The program / course identified should be
relevant to the current / future job in the company.
Procedure :
The interested employee will give a written application to the respective HOD /
RH specifying the relevance of the course and all the necessary details (course
content, brochure, fee, etc).
Employees who seek to benefit from the scheme will have to sign a Service
Contract with the Company. The Company will contribute 50% of the entire
course fee. All the process will be routed through Corporate HR. If the fees are
paid in installments, the employee will first pay the installment and then seek
for reimbursement by submitting the original fee receipt along with the previous
semester / term marksheet. The Company will reimburse 50% of the term fee
paid, subject to successful passing of the previous semester / term.
If the Company contribution is more than Rs.25,000/-, and is upto or less than
Rs.75,000/-, the employee will serve the company for a minimum period of two
(2) years from the date of result declaration.
If the Company contribution exceeds Rs.75,000/-, the employee will have to serve
the company for a minimum period of three (3) years from the date of result
declaration.
Rev. No. 1
Issue Date: Nov 2011
L-5
DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
L.2.1 In the event of the employee leaving the services of the Company for whatever
reason and not able to serve the Company as per the contract, the employee shall
reimburse to the Company as per the following table :
Company Contribution
Sr.
Particulars Upto ` 25,001/- to More than
No
` 25,000/- 75,000/- ` 75,000/-
1 If the employee leaves the 100% 100% 100%
Company before completion of
the Course.
2 If the employee completes the 100% 100% 100%
Course but leaves the Company (1)
within 12 months from the
date of result declaration.
3 If the employee completes the NA 50% 50%
Course but leaves the Company
within 24 months from the
date of result declaration.
4 If the employee completes the NA NA 25%
Course but leaves the Company
within 36 months from the
date of result declaration.
NA : Not Applicable
In case the employee is unable to complete the course within the stipulated
period, the employee shall reimburse the entire amount paid by the company.
The Company has the right to recover the same from full and final settlement,
or from any other dues.
Rev. No. 1
L-6 Issue Date: Nov 2011
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Objective :
In order to enhance the training and development opportunities available to
our employees, the Company sponsors them to programs / courses conducted
externally or internally by reputed institutions to equip them with necessary skill
sets to take up future challenging assignments. This will help in identifying and
developing talent from within to manage growth. For the employee, this would
be an opportunity to take on larger roles and responsibilities. This can become
a strong value proposition for attracting and retaining best talents in our field.
Such programs will have to be identified by one’s superior and approved for full-
sponsorship.
Course Fee and Service Commitment :
The Company will bear the entire expense including Program / Course fee, to &
fro travel costs, lodging & boarding expense, out-of-pocket expense, applicable
taxes, etc. The entire training duration is treated as ‘on duty’, as is the case for
employees sponsored to the NICMAR E-PGPM Program or 3TP Management
Programs of IIM-A, and others.
The benefits of such investment must be available to the organization for a
reasonable period of time. With this in view, the sponsored employee will have
to serve the Organisation for a stipulated time period as shown in the Table
below. The no. of years mentioned in the column will be calculated from the
date of completion of program / date of result declaration.
More than 1
3 Years 3 Years 3 Years 5 Years
month
Note: Service commitment is the time period (expressed in no. of years), the
sponsored employee agrees to serve the Organization post the completion of
the course / date of result declaration.
The company may not always enter into a formal contract, but it is expected that
the sponsored employee abides by the above.
Rev. No. 1
Issue Date: Nov 2011
L-7
DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
Objective :
The aim of this course is to enhance Managerial competencies in the functional
as well as behavioral areas and to bring about a perceptible change in the overall
personality of the chosen candidate. This program is meant for potential candidates
who have the ability to take on higher responsibilities in the near term, preferably
in the Project management area.
Eligibility :
Graduate Engineers in Grades E001 to SM, with an overall industry experience of
5 - 10 years, and an in-company experience of atleast 2 years. A few exceptional
Diploma holders may also be considered.
Course Duration :
16 months (Part-time course). There are 3 contact sessions of three weeks each at
NICMAR, Pune Campus. These three weeks are considered as special leave with full
salary benefits.
Selected employees will be nominated for the Program, and will sign a service
contract with the company.
The Company shall bear the course fee, travel expense, lodging & boarding and
other incidental expenses on behalf of all selected employees.
The service contract period will be for 3 years from the date of result
declaration.
In case the employee is not able to complete the course within the prescribed
duration, the employee shall reimburse the entire course fee, travel expense,
lodging & boarding, and other incidental expenses to the company.
In the event of the employee leaving the services of the company for whatever
reason, and not able to serve the company as per the contract, the employee
shall reimburse to the company, the following amount :
Rev. No. 1
L-8 Issue Date: Nov 2011
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
The Company has the right to recover any dues on this account from the full and
final claim of the employee.
Objective :
Aldep is the flagship leadership development program of the company, introduced
with a view to create an internal leadership pipeline, and also to offer fast-track
career opportunities to high performing young engineers.
Eligibility Criteria :
a. Graduate engineers from any stream of GET, post 1 year in-company training.
b. Qualify in the entrance examinations comprising of Written Tests, Group
Discussions, Simulation Games & Panel Interviews. Dates will be announced
every year during July-September quarter.
Salient Features :
a. Aldep is a 4-Year program, and is designed to inculcate technical and
managerial acumen and leadership values.
b. Successful candidates are offered faster career progression and highly
differentiated emoluments.
c. Aims at overall leadership development with high quality training inputs,
consisting of classroom trainings (12 days per annum), on-the-job learning,
case studies, coaching & counseling, mentoring, etc.
d. Classroom trainings will cover advance topics in technical, management and
internal processes / practices.
e. Annual evaluation will be stringent. Evaluation to cover Assignments & case
submissions, class-room sessions and on-the-job performance. Candidates
who successfully qualify the requisite percentages will be promoted to the
next year of Aldep.
f. Lateral entrants (other than through GET stream) will also be offered an
opportunity to enter the Aldep scheme directly in the 3rd year, subject to
certain entry conditions.
Rev. No. 1
Issue Date: Nov 2011
L-9
DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
Career Progression :
An indicative Grade positioning on successful completion of each year of ALDEP
is given below:
Rev. No. 1
L-10 Issue Date: Nov 2011
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Objective :
Mentoring has been recognized as an important career development strategy in
SPCL. This process is expected to guide, develop and empower new entrants into
the organization to help them grow, perform faster, and to familiarize them with
the system and work culture of the organization.
All fresh entrants will be attached to a Mentor. Ideally the number of Mentees
per Mentor should not exceed three.
The Mentor will be available to the Mentee, as and when required. There could
be formal or informal meetings individually.
The Mentor will guide the Mentee on his experiences of making a successful
career in the organization. He will act as a sounding board for the various
anxieties and queries the Mentee may raise from time to time.
Though the Mentor is a role model for the Mentee, it is essential that the Mentees
are encouraged to develop their own style to suit their personality and context.
Mentor’s role is to listen, ask questions, probe for facts / career choices, and
to act as a source of information, experience, contacts and opportunities from
other sources from which the Mentee can benefit. The Mentor should not be
giving instructions, but rather give inputs and personal insights to help the
Mentee form his own views and develop different perspectives.
Rev. No. 1
Issue Date: Nov 2011
L-11
DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
Those who have had a positive experience in their career progression, and the
organization.
Lateral Recruits: All lateral recruits will also be attached to a Mentor, from their
own function and location. For lateral recruits, the mentoring need is more from (1)
the point of view of acclimatization and organization knowledge. In such cases,
the Mentors could be immediate Superiors also. A close interaction and hand-
holding at the early stage is extremely critical, as is evident from the alarming
levels of employee attrition in the first year of joining in our organisation. This is
best done by none other than the immediate Superior. This association shall be
for a minimum period of 2 years.
Rev. No. 1
L-12 Issue Date: Nov 2011
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
In addition, based on quarterly reports from the Mentees, and the overall mentoring
performance, every Region will honor one Mentor each from the ‘Fresh and Lateral’
categories as their Best Mentor for the quarter. They will be given a suitable reward. (1)
Regions will be the custodians of this process. The final choice of the Best Mentor
for the company, for the year, will be made from the recipients of the quarterly
awards.
Rev. No. 1
Issue Date: Nov 2011
L-13
HR#L.6.0 / F1
Please describe your Mentoring experience on the following parameters on a scale of 1 to 10 ( 10 being the highest)
g Experience in getting to know the culture dimension, DO’s & DON’Ts in the organization.
Qualitative comments: Share your specific learnings from this process and further expectations.
1 of 1
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Objective :
It has always been our endeavour to identify, recognize and reward high performing,
high potential employees of the organization. The “SP-ONE” program will help us
to identify and recognize such splendid performers in the organization.
Identification Process :
Employees who were able to significantly contribute in one’s area of work by way
of reducing Costs, increased Profitability, turnaround Project / Function, remarkably
reducing Cycle Time, any other noteworthy contribution can be nominated by their
superior with a performance note for approval to HO HR. The preferred grades
from which nominations expected are S3 to SM.
The Recognition :
Every quarter Corporate HR will organize and facilitate an interactive session with
the MD / Corporate for the nominated cases. These meetings will be over lunch.
MD / Corporate Management will have the opportunity to get to know the employee
better, will share the future plans of the organization. It will help the employee to
mould himself into the plan, and find ways to become part of the larger picture.
SP-Ones may also be chosen for exposure to organizational roles, which may go
beyond immediate functional roles. This will, however, depend upon the employee’s
capability and potential.
Rev. No. 1
Issue Date: Nov 2011
L-15
DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
Objective :
Competency Mapping is an important tool to examine the gap between required
competencies for the job role and actual competencies of the incumbent in the job
and enables the company to plan for the up-gradation of the skills, knowledge,
attitude through systematic training inputs.
Substantial work has already been done in creating detailed competency dictionary,
covering generic and functional competencies applicable to various roles.
Generic competencies are those which are most relevant and applicable to
maximum jobs in the company. Developing and applying these competencies
are critical to successful performance. Following are the 10 generic competencies
identified, after detailed internal discussions with our Senior Management. We
have also made these part of our appraisal system for a periodic and systematic
review.
Learning Orientation
Learns from past experience, seeks feedback, updates knowledge base and is
open to change. Coaches and Trains others.
Customer Focus
Identifies the customer both external and internal. Understands and owns
responsibility for meeting their needs. Guides customers considering the
parameters like Cost and Quality.
Communication
Clarity in spoken and written communication. Has listening skills and is receptive
to negative feedback. Is assertive to get the results and shows empathy.
Quality Consciousness
Adheres to quality standards, quality assurance plans and systems voluntarily,
without supervision. Seeks and ensures committed quality standards, acquires
the image of a “Quality Person”.
Leadership
Takes initiative and charge, acts with self belief, self confidence. Empathize,
appreciates and motivates. Walks the talk, leads by example, and has high visibility
and is approachable. Accepts challenges. Demonstrates fairness. Communicates
like a leader.
Rev. No. 1
L-16 Issue Date: Nov 2011
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Interpersonal Skills
Relates well with others. Is trustworthy, sensitive to others and respectful.
Maintains confidentiality. Accepts constructive criticism.
Teamwork
Team player to achieve team / organizational objectives.
Job descriptions of identified roles were then created by defining each key activities
in the job, and the “Required proficiency” level for performing the same.
Almost all the participants have been very appreciative and have said it was very
beneficial. After one manager accepted his competency gap during a session, the
Regional Head commented that although he has been giving the same feedback
to this manager, it was for the first time that he has accepted his weakness.
Some managers who do not have significant competency gaps in their current roles
were identified and were helped to see self-development needs for their future
career growth. It would be valuable to hold career discussions with such managers
in order to retain them.
Rev. No. 1
Issue Date: Nov 2011
L-17
DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES HR Policy Manual
Senior Management involvement plays a key role in the mapping exercise. It was
observed that when their role was left to Project Managers or Co-ordinators they
were often not able to provide candid feedback to their Construction Managers on
competency gaps.
The journey of Competency Mapping of the critical roles in the organization was
started in 2006, and was repeated in 2008 and 2010. So far 550 employees have
been covered for this exercise.
Predictive Index (PI), a psychometric tool was also used in the mapping session
to gain insights into the behavioral characteristics, orientation and performances
which drive behavior and action.
Rev. No. 1
L-18 Issue Date: Nov 2011
HR#L.8.0 / 1
Proficiency Level 1 Works only on instruction and guidance. Seeks advice before
(Low or Absent) execution. Repeated errors arising out of lack of knowledge.
Not able to identify the alternatives to the problem hence, gets
stuck. Is very slow and tardy in response because of lack of
knowledge.
Description and Attributes of the Competency: Project planning and scheduling. Application
of modern tools in project planning and implementation. Vendor development / Management.
Contractual communication and documentation. Coordination, review and anticipatory skills.
Timely and appropriate decision making. Planning and optimum utilization of resources.
Proficiency Level 2 Can independently manage low value and simple projects
(Basic) within stipulated cost and time. Has a general appreciation
of modern project management tools. Applies oneself to
understand contractual obligation, documentation and
communication. Ensures housekeeping and hygiene at the
site and labour camp. Vendor development is adequate.
Proficiency Level 3 Can independently manage complex and larger value projects
(Advanced) within stipulated cost and time. Organized working – devoid
of fire-fighting. Control of project on a daily basis. Timely
communication and actions affecting stakeholders. Proficient
in the use of IT based project management tools. Keeps
updated on all aspects of project – resource utilization, cost
to completion and profitability. Spots and taps opportunities
to generate additional revenue. Exhibits total control over the
project.
Description and Attributes of the Competency: Knowledge about terms and conditions of
different types of contracts and details of specific contracts. Keeps update of procurement cost
and labor rate. Keeps updated about competitors pricing. Knowledge about project financing.
Knowledge of activities involved in Execution. Knowledge of statutory payments. Ability to
foresee possible changes in the contract. Understanding of civil drawings.
Proficiency Level 1 Statistical data quoting based on past data rather than analytical.
(Low or Absent) Offers broad estimates fairly accurately but fails to give right
estimates for individual items (Material and Labor). Missing
out on listing all the resources for the project. Inadequate data
bank. Missing out on terms and conditions of contract, which
may have adverse impact.
Proficiency Level 3 Providing all the resources required for the project. Quick
(Advanced) to respond to market trends in procurement based on
understanding the contract. Is able to forecast the operation of
favorable and non-favorable item and is able to correct them
during the operations. Good grasp of drawings and contract
terms and conditions. Alerts the project team on possible
risks in the contract. Reviews past experience on his own and
deploys the learning in future contracts
Proficiency Level 4 Able to foresee changes in the contract at an early stage and uses
(Expert) this awareness to the company’s advantage. Providing all the
resources in an optimized manner. Able to analyze accurately
(close to the final requirements). Able to forecast market
trends in procurement cost. Suggest clauses / modifications
to contracts in the interest of the company. Able to suggest
clauses which can restrict competition. Advises management
on right type of contracts.
HR#L.8.0 / 4
Description and Attributes of the Competency: Knowledge about standards and principles
of estimation. Good sense of Geometry and calculation. Systematic and methodical in
coverage and estimation. Skill of reconciliation and cross checking. Rate analysis, sequencing
of activities. Awareness of market rates. Proper Documentation of progress. Business acumen
for better cash flow for the project. Awareness regarding various methods and techniques of
construction.
Proficiency Level 4 Has a holistic view of the market and market trends. Advises
(Expert) strategic procurement decisions. Takes long term view and
enters into strategic supplier alliances. Is able to source /
procure material from geographic locations whereby the
company pays appropriate taxes. Has basic knowledge of
international procurement / sourcing of materials.
HR#L.8.0 / 6
Proficiency Level 1 Is able to comprehend the activities but unable to plan the
(Low or Absent) sequence and come up with the schedule. Inter linkages are
also missing. Can understand scope of work broadly from the
drawing. Reports only on activities completed in the standard
format.
Proficiency Level 2 Is able to break down activities and make a sequential schedule.
(Basic) Studies the scope and drawings, intricacies, and comes up with
resource plan. Periodically monitors and provides data and
reports. Is able to interpret contractual terms. Is methodical
and able to generate necessary contractual documents.
Participates in sub – contractor evaluation.
Proficiency Level 1 Waits for enquiries to come. Limited knowledge about the
(Low or Absent) market potential and competitors. Unable to coordinate
and network internally for faster response. Submits pre –
qualification of the company and follows up the enquiry. Is
not able to guide the project team on the specifications of
the project discussed with the clients. There is no post award
involvement in the project. Interaction with the client is nil
once the project is awarded.
Proficiency Level 4 Networking with other storekeepers for intra region sparability
(Expert) of material. High level of appreciation of cost of materials.
Has a database of the vendors and is able to suggest different
vendors for procurement of same material.
HR#L.8.0 / 9
Description and Attributes of the Competency: Thorough understanding of the project and
quantum of work associated with it. Thorough understanding of the budgeting process and making
appropriate suggestions at the pre – start process. Ability to plan, procure and utilize the resources
in right way to earn maximum profit. Effective execution of the project in order to improve the
savings in terms of budgeted vs actuals. Continuous monitoring of the cash flow.
Proficiency Level 1 Superficial understanding of the project. Not able to make out the
(Low or Absent) quantum of work involved. Inadequate knowledge of the budgeting
process. Not updated with the rate analysis pertaining to resources.
Utilization of the resources is haphazard as a result the actual cost is
more than the expected cost. There is a mismatch in the coefficient of
cost per consumption unit between tender estimate and actual process.
Irregular monitoring of the cashflow. The project always overruns the
cost.
Proficiency Level 2 Has adequate understanding of the project and the budget prepared
(Basic) during the tendering process. Uses the resources as per the coefficient of
consumption per unit. There are no major deviations from the expected vs
actual cost as well as estimated as well as actual progress. Ensures stable
cashflow at the site. Continuous monitoring of the unit. Company’s asset
such as material, shuttering, and machines are properly taken care of.
Negotiates well with subcontractors for materials and other consumable
items and ensures that the actual cost fits the budget. Is aware of the
cashflow variations (positive and negative).
Proficiency Level 3 In – depth understanding of the project. Ability to make a better budget
(Advanced) in the pre start process to meet the unforeseen / emergency at site. Is able
to modify the budget than what was estimated in the tendering. Identifies
the cushion in the budget and stays within the budgeted norms. Creates
better saving than what is budgeted. Identification of the resources at a
right price and deployment of the same at the right place to reduce the
budget than what was prepared during tender, thus increasing the profit.
Identifies the correct methodology resulting in effective utilization of
the resources. Maintains good rapport with vendors, subagencies, and
contractors.
Proficiency Level 4 Excellent negotiation skills. Gathers quotation from various vendors,
(Expert) buys material at a least price without compromising on the quality.
Squeezes the vendors in the cost structure. Actual budget is always
within the expected budget. There is never shortfall of the cashflow at
site. No resources are wasted. Maximum output is gathered from all the
resources. The actual progress of work is always within the estimated
progress. Adopts the best methodology thus saving more and generating
extra profits than what was envisaged during the tender.
HR#L.8.0 / 10
Description and Attributes of the Competency: Use of relevant techniques and methods such
as safety audits, risk assessment and periodical assessment of status of Environment, Health &
Safety plan. To understand the statutory provision and companies minimum Environment, Health
& Safety standards. To provide and maintain all personal protective equipment & job site condition
to eliminate risk. To provide information, instruction, training and education to ensure health &
safety at work of all the employees.
Proficiency Level 1 Not able to identify hazards. Hazards are not removed and no planning and
(Low or Absent) indenting of the personal protective equipments. EHS plan not in place.
Unfamiliar with the companies minimum Environment, Health & Safety
standards. Safety inspections are haphazard. Irregular in conducting
safety induction, toolbox talks and safety promotional activities. Not
able to implement / enforce the safety guidelines mentioned in the safety
manual. No safety audits are conducted at site. EHS not complying with
statutory requirement.
Proficiency Level 2 Ability to identify hazards and is able to devise control measures against
(Basic) the hazards. HSE inspections & report as per the contract & statutory
requirement. Regularly organizes and conducts safety inductions,
toolbox talks and safety committee meeting. Conducts safety audits as
per Corporate Safety norms EHS plan in place. Average safety promotion
initiatives taken. Advises the Project Manager on HSE related matters
and maintenance of hygiene at labour camps when asked for. Lacks
ability to analyze & improve upon deviation data.
Proficiency Level 3 Ability to amend the EHS plan as per pre-risk assessment. Is able to
(Advanced) design a comprehensive EHS plan to meet the unforeseen or emergency
situations. Proactively advises the Project Manager about the EHS
measures to be taken and follows up with him. Enforces innovative
methods to improve physical conditions of work and practices at site.
Keeps updated on global safety practices and implements at work
situations. Ability to focus, create awareness , motivate and energize all
groups to follow safety rules & create safe working environment .
Proficiency Level 4 Ability to institutionalize best safety practices at all sites. Is considered
(Expert) an authority in Safety Management both internally & externally. Has
clear understanding of safety needs in a project and makes value-added
suggestions during tendering & contracting. Ability to resolve all safety
related issues at site arising out of any accidents managing statutory
norms as well as organizational commitment towards safety. Is able to
influence the management on safety policies and processes.
HR Policy Manual DEVELOPMENTAL OPPORTUNITIES & ORG.DEV.INITIATIVES
Objective :
To meet employees in small groups for a dialogue on any organisational / group
issues.
All issues raised will either be clarified in the meeting or responded to within 2
weeks.
HR Associate will record the major employee perceptions in the format attached
(HR#L.9.0 / F1) and will bring it up for deliberations with HODs / Business
Head.
Staff meetings will be more meaningful when issues raised are predominantly
people and business-related, rather than administrative and infrastructure-
related.
Rev. No. 0
Issue Date: Nov 2011
L-29
ANNEXURE A (HR#L.9.0 / F1)
Sr. No. Major Issues Action Taken/Proposed Follow-up action with Whom / Date
Objective :
Passing away of an earning family member, deprives the dependents of their
livelihood. In the event of our employees’ family members facing such dilemmas,
through this scheme, we aim at providing some financial assistance to the
dependents - thus helping them tide over financial difficulties.
Applicability :
All regular employees including probationers and Non-Caderised. (Trainees, project (1)
based employees, retainers and temporary employees are not covered, under this
scheme).
Those not covered for the benefit will not be required to contribute either.
On receipt of the above information, HO-HR will issue a circular, informing all
employees about the death and deduction in salary.
HO / RO-Accounts will initiate such deduction from the salary of all employees
and would also ensure that the deduction is made from the earliest salary.
Rev. No. 1
Issue Date: Nov 2011
M-1
Welfare Measures HR Policy Manual
Since this is meant to be an immediate financial help, all efforts should be made
to release the payment at the very earliest.
HO-Accounts will issue a cheque for the amount raised, in the name of the
nominee / s as mentioned in the ‘Affidavit-cum-Indemnity Bond’. The cheque
will be given to the family along with a covering letter, enclosed HR#M.1.0 /
F1.
Rev. No. 1
M-2 Issue Date: Nov 2011
HR#M.1.0 / F1
Date :
Dear
I take this opportunity to inform you that Shapoorji Pallonji has a Death Benevolent Scheme to
provide financial assistance to the family of a deceased employee. The scheme operates on the
basis of a one-time, fixed contribution from all our employees in all Regions, and a matching
contribution from the company. It is an attempt on the part of the company and our employees to
extend a helping hand, and reach out to the family of a colleague.
I am enclosing our cheque no. __________ dtd. __________ for Rs. ______________ drawn
on ______________________________ Bank in your name. (Our employees have contributed
Rs. __________and the balance is put in by the company).
We are aware that your loss is permanent, and irreparable; however, if this small help supports you
in your efforts to re-build life and carry on, we would feel fulfilled in our objective.
Kind Regards,
Varghese Mathew
(Chief People Officer)
Welfare Measures HR Policy Manual
Rev. No. 0
M-4 Issue Date: Nov 2011
HR Policy Manual Welfare Measures
Rev. No. 0
Issue Date: Nov 2011
M-5
Welfare Measures HR Policy Manual
Material Collection drives are organized across all offices of the company for
collection of materials such as clothes, utensils, foot wear, blankets, books; in
addition to monetary contributions by employees during several calamities and
disasters.
Rev. No. 0
M-6 Issue Date: Nov 2011
EXIT FORMALITIES AND
FULL & FINAL SETTLEMENT
HR Policy Manual EXIT FORMALITIES AND FULL & FINAL SETTLEMENT
Sr.
Grades During Probation After Confirmation
No.
1 Grades C002 & 1 Month 2 Months
above
2 All grades upto & 15 Days 1 Month
incl. C001-A
3 Trainees / Temporary 1 Day Not Applicable
4 Retainers / PB 15 Days Not Applicable
Those joined as confirmed employees in Grades C002 & above, will have a notice
(1)
period of 1 month for service upto 1 year and thereafter 2 months on either
side.
The Notice pay, either as a recovery from the employee in case of notice shortfall,
or as a payment from the Company will be on Basic Salary only. Allowances will
not form part of notice pay on either side.
The Resignation Acceptance letter given to the employee will communicate the
shortfall in notice, if any.
Any deviations on notice period will have to be approved by the Head HR.
Rev. No. 1
Issue Date: Nov 2011
N-1
EXIT FORMALITIES AND FULL & FINAL SETTLEMENT HR Policy Manual
The ‘Exit Interview’ is designed to solicit ideas, suggestions and experiences of the
employees leaving the company as to how SPCL may be made a better place to
work.
Policy Guidelines :
The ‘Exit Interview’ exercise is a sincere attempt to capture the experiences and
views of separating employees during his / her tenure in the company.
No experience letter will be issued without completing the Exit Interview form
by separating employee.
The Feedback from the separating employee will be captured / recorded in the
Exit interview form. (Format attached as HR#N.2.0 / F1).
All significant and relevant points arising out of the exit interview and feedback
by the employee will be communicated to the concerned persons in the
organization. In case of certain sensitive information, to avoid embarrassment,
this feedback will be given only after the employee has left the company.
If it is felt that the decision of an employee to leave is not in his / her best
interest or the company’s best interest, we will try our best to counsel him / her
to change the decision.
Procedure :
When an employee puts in his / her resignation or is planning to leave, HR
should be immediately informed.
There are three sections in the Exit Interview form (A, B & C). Section ‘A’ is to
be filled in by the employee, Section ‘B’ by the HOD / RH and Section ‘C’ by HR
independently.
The Exit Interview should be held as soon as the employee has resigned or
indicated that he is leaving.
Rev. No. 1
N-2 Issue Date: Nov 2011
HR Policy Manual EXIT FORMALITIES AND FULL & FINAL SETTLEMENT
The discussion will focus on the reasons for leaving the organization, his new
employer, terms of offer etc. His comments / opinions about the company and
the policies should also be ascertained.
Immediately after the Exit Interview, the contents of the discussions should be
recorded in the ‘Exit Interview Form’.
HR will meet the employee separately and record the feedback on the exit
interview form. In the regions, it will be done by the Regional HR.
Rev. No. 1
Issue Date: Nov 2011
N-3
HR#N.2.0 / F1
The objective of this exercise is to collect live experiences and feedback for organisational improvement. Please therefore, be
totally open, candid and forthright.
1. Higher Education
2. Higher Salary / Better Prospects
3. Overseas lob
4. Starting own Business
5. Family Reasons
6. Dis-satisfaction with SP on :
Systems & Processes
Inter-Personal Relationship
Role Responsibilities
Lack of Growth / Promotions / Increment
Work Pressures
1. Please give some details of your reasons for ticking the above:
2. What would you regard as some of your major contributions during your tenure?
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3. Who do you think can replace your position in the organisation?
4. What are some of your Best & Worst Experiences in the Company?
BEST WORST
5. What specifically would have made your stay longer in the Company?
Employee Signature
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B
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C
(C) To be filled in by HR
1. Discussions with the separating Employee for your own assessment of the case.
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EXIT FORMALITIES AND FULL & FINAL SETTLEMENT HR Policy Manual
This is both – statutorily incorrect and also financially imprudent. Prima-facie, there
is a strong case for continuation of the PF / FP membership, and any premature
withdrawal is a very unsound decision.
The best option is to get the accumulations transferred, on your joining another
company.
Members earn Interest as declared by the Government from time to time on the
accumulations. The rate of interest has been at higher than market rates and
more importantly it is a tax free earning.
If membership is retained, and the member dies before attaining the age of 58
years, having served for the eligible service of 10 years, on a pensionable salary
at the time of death say, was Rs.5000 pm, then the spouse will get a widow
pension of Rs.1900 per month.
Rev. No. 1
N-8 Issue Date: Nov 2011
HR Policy Manual EXIT FORMALITIES AND FULL & FINAL SETTLEMENT
There is also a provision for ‘Orphan Pension’ in the event of both parents passing
away. The amount applicable will be 75% of the Widow Pension.
Existing PF members when joining a new organization, will be required to fill the
Form 13, for transfer of accumulations from SPCL Account to the new employer.
This process is handled by the new employer.
In spite of all the above, if an employee still wishes to withdraw PF / FP, he may do
so by obtaining withdrawal forms from the PF Department. However, if the Service
/ PF membership duration is less than 5 years, copies of Form-16 for the last 5
years have to be attached to the withdrawal forms. In the past, non-submission of
Form-16 has resulted in delays in PF settlement, and we would like all employees
to comply with this statutory requirement strictly.
HR will issue a letter to the employee who is attaining the age of retirement,
at least two months before the actual date to enable the employee plan his
retirement. The retiring employee will start the process of full and final settlement
on receipt of this letter.
As is the case with normal separations, the clearance check-list will be filled
up for retirement cases also. The full & final settlement is made based on the
clearance check-list.
Rev. No. 1
Issue Date: Nov 2011
N-9
EXIT FORMALITIES AND FULL & FINAL SETTLEMENT HR Policy Manual
If the final decision arrived at is to relieve the employee, the resignation duly
accepted by HOD / RH should be forwarded to HR.
HR will issue resignation acceptance letter, clearly stating notice recovery, where
applicable.
If it is felt that the employee is likely to owe some amount to the company, even
after adjusting all dues (except Gratuity), HR should discuss the details and draw
up a payment plan, obtain a cheque for the approx sum owed before a formal
Acceptance letter is processed.
Any service commitment, education bond, EVS etc will also be scrutinized before
the Acceptance letter is issued.
Once the resignation is accepted, HR will initiate the final settlement process,
beginning with the Exit Interview formalities.
After completing all formalities, Accounts will communicate to the employee the
details of payment / dues to / from the employee. Final settlement payment are
processed through the payroll, and hence it is important to meet the very next
payroll cycle, failing which the settlement will get delayed by atleast 1 month.
The last 1 month’s salary of a separating employee will be paid along with the
final settlement.
Rev. No. 1
N-10 Issue Date: Nov 2011
HR#N.5.0 / F2
- Calculator
- Tools
LIBRARY
- Library Books / Company Literature
REGIONAL ACCOUNTANT I ACCOUNTS
- Cash
- Advances pending
- LTA, Balance
- Medical Balance
- Any other
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REGIONAL ADMIN / HUMAN RESOURCES
- Details & Amt. to be recovered in case of
Educational bond
- Notice shortfall # day for recovery
State clearly what action you wish to take in respect of the following : (Please refer Policy No. N.3.0)
SEPARATING EMPLOYEE
I attached herewith :
3. I confirm that I have handed over files / working papers, etc. to ______________________
4. I am not/ I am a LAN user, and I have handed over my directory to my Superior _________________________
Signature of Employee
Address for remittance of my dues / future correspondence :
Signature
Date
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