ADMIN SERVICES

PROCESS DOCUMENT (Handbook)

___________________________________________
Version <1.0>

Marlabs Software (P) Ltd

Bangalore
 Admin Handbook

DOCUMENT REVISION LIST

Ver. No. Date Description Page No Rationale for the change Change type
(Add/ Modify/
Delete)
3.0 01 Jun 2010 First Release All

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REVIEW & APPROVAL

Review Details

Ver. No. Modified By Reviewed By Review Date

1.0 Draft Surya Prakash Ramakrishna December 4, 2014

Approval Details

Ver. No. Approved By Approved Date

1.0 Anil Raghavan June 18, 2015

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Table of Contents

1 PURPOSE AND OVERVIEW ................................................................................................................... 5

2 SCOPE ...................................................................................................................................................... 5
3 PROCESS STAKEHOLDERS.................................................................................................................. 5
4 ICOR OF THE PROCESS ........................................................................................................................ 6
5 FLOW CHART .......................................................................................................................................... 6
6 PHYSICAL SECURITY ............................................................................................................................. 7
6.1 ENVIRONMENTAL SECURITY ...............................................................................................................8
7 ACCESS CONTROL ................................................................................................................................ 9
8 ADMIN HELPDESK ................................................................................................................................ 10
9 PURCHASE PROCEDURE (BOTH FOR MATERIAL PURCHASE & SERVICE PURCHASE)........... 10
10 PRINTING & STATIONERY ............................................................................................................... 12
11 VOICE AND MOBILE CONNECTIONS ............................................................................................. 13
12 TRAVEL DESK ................................................................................................................................... 14
13 MATERIAL MOVEMENT .................................................................................................................... 16
14 LATE AND HOLIDAY WORKING ...................................................................................................... 18
15 HOUSEKEEPING ............................................................................................................................... 18
16 CAFETERIA........................................................................................................................................ 19
17 SECURITY SERVICES ....................................................................................................................... 20
18 EMERGENCY EVACUATION ............................................................................................................ 21
19 ERT (EMERGENCY RESPONSE TEAM) .......................................................................................... 23
20 APPENDICES ..................................................................................................................................... 26

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1 PURPOSE AND OVERVIEW

The purpose of this manual is to outline the processes and the services that will be rendered by the Admin
Services Helpdesk team.

2 SCOPE
This Admin Manual is applicable to all functions of Marlabs India (Bangalore and Mysore) like:
 GDIC
 Professional Service
 Training Services

3 PROCESS STAKEHOLDERS
Following are the stakeholders along with their responsibilities:

SL Stakeholder Responsibilities
No.
1. Admin Manager To establish and maintain the Admin Manual for Marlabs India
Operations
2. Purchase Manager To comply to the Admin Manual as applicable
3. Finance Manager To comply to the Admin Manual as applicable
4. ITS Manager To comply to the Admin Manual as applicable
5. General HR To comply to the Admin Manual as applicable
6. Talent Acquisition To comply to the Admin Manual as applicable
7. Training Function To comply to the Admin Manual as applicable
8. Senior Management To comply to the Admin Manual as applicable
9. Project Manager To comply to the Admin Manual as applicable
10. PQMG To comply to the Admin Manual as applicable

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4 ICOR OF THE PROCESS

Head Admin Process Owners

O
I
Admin Service
Process

MS-I-ADMIN-AS-DOC-01

Sl.No Item Explanation

Service Request from any Marlabs

1. Input
Employee.
Please look at the Flow Chart
2. Process
provided in the next page.
Requested Service is provided and
3. Output
acknowledged.
To ensure that the control mechanism
4. Control mentioned in this Admin Manual is
adhered.

5. Resources Requestor and Admin team

5 FLOW CHART

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START

Adminservice

Request

Necessary
approval is taken
from respective
department head

Execution of
request , as per
Admin Manager's
advice

If related to N If related to
repair and
procurement
Maintenance

Place an order
Co-ordinate with
vendor

Co-ordinate with
Vendor for
delivery
Effective closure
of the issue

Deliver the same

to the indentor

6 PHYSICAL SECURITY
 Security Incidents:
It is desirous to avert any security incidents to safeguard the men & materials of the company. The
incident free atmosphere builds the confidence of the employee and helps in productivity of the
company apart from progress of the wellbeing of its employees.
 Incident Reporting:
Reporting of an incident is an essential element in any security program. The timely reporting of
thefts, losses, or damage of property and the tampering or unauthorized disclosure of information is
important. A timely report increases the possibility of recovering the property, minimizing damage,
and apprehending the perpetuator.

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 Recording of Incidents:
It is important to record all the security incidents as to:
(a) MARLABS understands the sensitivity of the information security and formed email group where all
the functional heads and relevant stakeholders are included in the group
(b) Incidents should be reported through security-incidents@marlabs.com
(c) Overcome the repetitive issues
(d) To analyze and to take pro-active measures to avert the same.
(e) Lessons to be learnt for incident free operation.
Therefore, the security officer to inform & record all the security incidents in a register kept for the purpose
and to put up the same to the Admin department for the review and further action.
 Details of Recording of Incidents :
The ingredients that are essential to record incidents are listed here under:
 Incident Date/Time
 Work location/site
 Type of incident
 Description
 Action taken details

On evaluation of such incidents by the management of the company, appropriate measures will be taken to
curb such incidents.
 Evaluation of Security Incidents:
 Analyze and establish the cause of the incident and take any necessary steps to prevent
recurrence
 Report to all affected parties and maintain communication and confidentiality throughout
investigation of the incident
 Identify problems caused as a result of the incident and to prevent or reduce further impact
 Ensure all system logs and records are securely maintained and available to authorized
personnel when required
 ensure only authorized personnel have access to systems and data
 ensure all documentation and notes are accurately maintained and recorded in the register and
made available to relevant authorized personnel
 ensure all authorized corrective and preventative measures are implemented and monitored for
effectiveness

6.1 ENVIRONMENTAL SECURITY

 Introduction
The environmental risk applies to act of God, natural or manmade disaster such as fire or flood. It is
important to assess before deciding where to site equipment, particularly if it is critical to the operation of the
unit. The frequency of flooding in the past, for example, can be used to help with such risks assessments.
Where the risk is substantial, appropriate protection should be offered. This could be providing other,
failover systems to introduce redundancy, physical protection, or deciding on alternative locations. Systems
should also have proper ventilation if in areas that reach high temperatures such as servers/switches that
get especially hot during the summer season. Adequate cooling in these situations are essential, including
periodic reviews to address the same.

The critical equipment’s such as UPS, Air-Conditions are to be well protected and to kept in serviceable
condition at all times to run the business of the company and to ensure comfort of the employees.

The working environments are also to be well protected by time to time maintenance and periodical
servicing.

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Health and comfort of an employee is very important and hence, no compromise on ensuring service levels
of these components.

Protection of wires & cables are also very vital in order to ensure environmental safety & security.
 Measure to upkeep the environments:
 To ensure serviceability condition at all times
 To enter in to AMC’s wherever applicable
 Well securing of wires/cables to protect from damage or to lead to an incident
 Proper signage’s and cautionary notes wherever applicable
 Continues training & awareness
 To ensure proper ergonomics as not to affect health of employees.

 Procedures to ensure environmental security:

 To ensure proper ergonomics as not to affect health of employees.
 Protect access to secure areas with entry controls
 Define physical security perimeters
 Keep doors locked to areas housing non-public data & restrict entry to only authorized
personnel
 Implement protection against damage from natural or man-made disasters such as fire, flood,
explosion etc
 Protect critical infrastructure and resources from temporary losses of power or surges
 Ensure appropriate protection against intruders or unauthorized colleagues
 Keep equipment hosting non-public data in secured /restricted areas
 Do not take equipment without proper authority

7 ACCESS CONTROL
 Introduction :
Access control plays a pivot role in the domain of physical and information security . It is the selective
restriction of access to a location. In the real sense, access means consuming, entering or using and a
measure to regulate the same is the controlling system. Locks and logins credentials are two analogous
mechanism of access control.

 Location of Access control :

On geographical survey of the facility, the positioning of access control system has been installed by the
Admin department.
(a) Main entrance door
(b) Rear exit door and
(c) NOC room
(d) A dedicated bio-metric mode at the entrance of Data center
The system is configured interfacing to the dedicated server whose controls are with Admin department

 Control of Access Control System :

The system interfacing access control is independently handled by admin department on day today basis.
The authorized personnel who are expected to be with in the facility are being provided with access cards to
seek entry and exist. The individual daily attendance is also interfaced to the system by requesting all
employees to swipe their cards compulsorily while entering and existing the facility at main entrance gate.

 Movement of Guests / Visitors / Contractors / Vendors etc..:

The movements of occasional visitors are being regulated by issuing temporary access cards on need base
by the admin department. The record of access card details are maintained in a separate register at the
front office

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Employees who lost their access card are being issued with a new access card by blocking the lost card by
the employee. Employees who forget to bring the access card are being issued with a temporary access
card on day today basis on verifying their credentials and whose details are recorded in a register kept for
the purpose. Also, these details are being configured in HRIS to record their attendance.

 Entry regulation at Data Center :

Entry to the data center is prohibited except to those who need access to the same. A dedicated bio-metric
access control system has been installed at the entrance door of data center

The list of employees /support staff /electricians who are permitted to seek entry to the data center is
maintained separately.

 Procedure to enter Data Center:

Entry to the data center is prohibited except to those who have a definite role to play.

The list of IT team who are expected to work with in the data center is being forwarded to Admin team by
the Manager / HOD of IT department for configuring their finger prints for seeking an entry in to the data
center.

8 ADMIN HELPDESK
 Admin Services Helpdesk works on all working days between 9.30am to 6.30pm. All individuals go
on regular rounds on daily basis and ensure all equipments are in working condition, they check on
housekeeping activities (cleanliness of office). All the observations are explained to respective
people and the same will be monitored. Repair and maintenance related issue if any, it will be
escalated to the Admin Manager and the same will be registered in the Admin Services Register
and followed up for rectification.

 All request/issues related to admin department will reach helpdesk email ID or through request
form. On emergency / query / issues, employees can call Admin team over Tele extension. The
same will be registered in Admin Services Report MS-ADMIN-ASR-REC-01 for execution after
approval from the respective authorities.

 Helpdesk Details:
Bangalore office:
Landline: 67229415 /416/427 & 428
Email: helpdesk.admin@marlabs.com

 Mysore Office:
Landline: 0821 - 4000200
Email: helpdesk.admin@marlabs.com

 Repair & Maintenance:

All requests / repairs / issues related to infrastructure will be handled as per advice from Admin Manager.

9 PURCHASE PROCEDURE (BOTH FOR MATERIAL & SERVICES)

 Purpose:
The purpose of this procedure is to define steps involved in purchase of material and services for utilization
in the office. For a detailed list of materials and services, please refer to the Purchase Guidelines.

 Scope:

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This procedure is applicable to all material and service purchase.

 Responsibility:
It is the responsibility of the Administrative Manager with delegation of responsibilities to admin staff to
follow the activities as defined hereunder.

 Purchase Process:
 Purchase process comprises of both purchase of goods and services.
 Any purchase beyond the value of Rs.3,000/- should go through the purchase order process
(Viz., 3 bid quote; comparison; negotiation ; selection)
 Any purchase less than Rs.3000/- need not go through the PO process.
 Purchases Less than 1 Lakh can be approved by Business Head’s within India.
 Purchases greater than 1 lakh has to be approved by Finance Committee.

 Vendor Selection:
 A purchase committee has been formed comprising representatives (Manager Level) Admin
/Finance who will negotiate the price subject to the cost exceeds to Rs 35,000/- and above.
Less than Rs. 35,000/- worth can be dealt by the department for which Business Head’s
approval is a must.
 For any purchase minimum of 3 different quotes from 3 different vendors has to be obtained in
order to ascertain cost effectiveness / Service / strength or stability of Vendor.
 A comparative statement along with Cost Benefit Analysis is made and the same is put forward
to the internal purchase committee and the date is fixed for final negotiation with each vendor to
explore the best product, service, and price.

 Purchase Order / Agreement:

 Vendor gets selected at the purchase committee’s meet and a PO is raised on the vendor for
the selected product / service.
 If it is Annual Service Contract or Annual Maintenance Contract, an agreement is also executed
along with Purchase Order to the vendor.
 If it is procurement of a product, Purchase request is made for approval from the Business
Head and upon approval, PO is released.
 If it is service oriented, periodical payment is made as per the terms & conditions specified in
the agreement.
 If it is product, the payment is released as per the terms and conditions specified in the PO.
 All payments are made against production of an Invoice or Bill which complies to all statutory
requirement by the Vendor. The bill is scrutinized and recommended for releasing of payment
by the respective departments and submitted to BH for final approval.
 The approved bill by the BH is submitted to Finance department for releasing of the payment.

 Procedure:

 Receipt of purchase request from the requestor:

 All purchase requirements are initiated in the prescribed form (MS-I-AD-PRF-01) by requestors.
 The purchase request form is to be signed by the requestor.
 The purchase request form is to be approved by the requestor’s manager.
 All purchase requests shall be finally approved by respective Heads as described in the
Purchase Guidelines.
 Upon the approved Purchase Request, Admin will interact with Vendors for requesting
quotations / proposal.
 It is required for the Admin team to have quotations / proposals from a minimum of three
vendors with regard to the purchase of material / services.

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 Upon the receipt of the quotations / proposals from various vendors, Admin will do a
comparative report that covers costs, time to deliver, quality, after service, and any other
specifically mentioned parameters.
 In the event it is not possible to get the quotations / proposals from 3 vendors, this exception
has to be approved by the Requestor, Admin, and Finance.
 Vendor (s) will be selected and notified accordingly.
 Purchase Order (in triplicate) will be prepared, reviewed, approved, and dispatched to the
selected vendor (s).

 Original Copy: For Supplier

 Duplicate Copy: For Finance
 Triplicate Copy: For Admin

 Receipt of Materials:
 On receipt of the materials, Security / Front office executive receives the material and the
same is delivered to the concerned users who will certify for the technical authentication and
functionality of the product. This certification is kept safe by EAF for his/her records and a copy
of the same is generated and the same is enclosed to the Invoice/bill that accompanies the
product and the Invoice/Bill is signed for approval by Divisional Heads and subsequently the
same is handed over to the Finance Department to process for the payment as per PO terms.
 Finance department will process payment for the vendor as per the PO terms and hand over
the cheque on or scheduled date of payment to EAF to release the same to vendor on time.
 Administration manager ensures the activities are carried out as per the terms and conditions
fixed in PO. If there is any deviation in the process, Admin Manager ensures to fix proper
justification to such deviation on records.

 Verification of Received Materials:

The products on receipt are subjected to inspection/verification as detailed in verification process.

10 PRINTING & STATIONERY

 Aim:
Devise and implement a process which ensures supply stationery and printing requirements of Marlabs.

 Purpose:
 The system embarks continuous supply with cost and estimation under control.
 Also, ensures to keep essential stock in custody to ensure smooth functioning.

 Office Stationery:
All kinds of office stationery is maintained in stock by , the same will be issued by Front Office coordinator
OR Security Officer / Security Supervisor and the same will be entered in stationery issue register.

 Printing & Stationary Request Procedures:

 Stationery items can be stocked and distributed to the Projects by the Admin Department
 All approved request from the users side should reach the EAF by the 25 of every month.
th

 The same shall be procured and delivered to the individual projects/teams by the 1 of every
st

month by Administration department, to the individual who is accountable for stationary from
project side.
 Any specialized /customized stationery required by the Project/team should be initiated by
project/team by giving minimum 7 working days advance notice to EAF with clear
specification/drawings (if any), including vendor preference if any and also brand preference.
 Other normal stationeries like pen, pencil, eraser, whitener, scribbling pads, scale, files etc., will
be stocked and stored by Administration and will be supplied to the individuals after recording

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the transaction in the relevant register or as per request format approved by

HGD/AVP/HKPO/HTRG for items more than 5 in quantity.
 Any printing required by individual / team / project can be requested using relevant request
application with the approval of HGD/AVP/HKPO/HTRG, Which is recommended by PH/DH.

 Printed Stationery:
 All kinds of printed Corporate Stationery are maintained and the stationery issued to employees
by Admin Executive. (Letterheads, Continuation Sheets, Envelops). Visiting Cards request will
be processed after approval from respective PM. Other printing jobs will be processed as per
request and approval from respective HOD’s
 The printing matters should be specified legibly and clearly on the application or as a printed
attachment to the application should be submitted to EAF giving minimum 5 working days lead
time to execute the works. Additional time depending on the nature of printing will be required
for any specialized printing.
 After request, the proof of the printed matter will be submitted to the Project/team within
36hours. And the same has to be approved by the user department for print. Only on approval
by the user department, the printing would be ordered for printing by EAF.

 Books & Periodicals:

Newspapers are purchased for Front Office. The FA newspaper is for visitors only; employees should make
use of the same at Library. Employees are not encouraged to sit in the FA as it is meant only for
visitors.

 Photocopier:
The Office is provided with photocopiers at different locations. Maintaining of stock of toner & cartridges will
be done by System Administration. This facility is extended for official purpose only.

All bulk orders will require time frame as mention below:

Sl. No Copies Time

01 Above 500 and less than 2000 24hrs
02 Above 2000 and less than 5000 36hrs
03 Above 5000 and less than 10000 48hrs
04 Above 10000 96hrs

11 VOICE AND MOBILE CONNECTIONS

 Aim:
The process is aimed at providing Voice and mobile connectivity to the employees who required to contact/
to be contacted for all official purpose.

 Purpose:
Provisioning of voice and mobile connectivity is essential for fast telecommunication which saves time,
resources and energy.

 Landline:
 We are operating with 2 PRI lines comprising of 200 lines each connected to EPABX and
enabled basically intercom facility to all employees at the ratio of 4:1.
 If an employee wishes to have dial out facility in his line, he has to get an approval from his line
Manager – The line manager approved request will further be sent to BH by Admin executive to
obtain final approval. The facility shall be extended based on the approval from BH.

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 Facilities like Zero dial; STD and ISD shall be enabled only to an eligible employee based on
approval from BH.
 Those who have been enabled with Zero dial, STD and ISD facilities also, provided with
dynamic electronic locking systems to lock their telephones when not in use. Employees are
solely responsible for safeguarding the phones from misuse and accountability rests with them
for the calls made from their allocated phones.

 Mobile Connections:
 Company provides only mobile phone connectivity (not an instrument) to those essential staff
who are required to be contacted 24/7 basis. The eligibility criterion is purely decided by their
respective Manager and the same should be approved by BH. Based on the approval, the
following process shall be adopted.
 As per the requirement, an Admin Executive will be appointed as a coordinator to monitor with
the service provider.
 All mobile connectivity related activities are required to be routed through Admin Coordinator
 The service provider will act upon only on the Advice from Coordinator as appointed by the
company.
 The connectivity is on the postpaid mode with the service provider
 Stake holder to submit the approved request form to Admin Process owner
 Admin Process owner interacts with the service provider for the connectivity by aligning with the
approved corporate tariff plan in hand.
 As far as possible, employees are expected to utilize this facility for official purpose.
 The bill will be generated every month and forward to the company coordinator by the service
provider.
 The coordinator in turn forwards the bill to all the employees.
 Employees to identify the personal and official calls. The cost incurred towards personal
calls/value added services are to be borne by the employees and to endorse on the bill (
needless to mention that the cost includes appropriate tax too)

 Upon segregating personal calls and endorsing the amount, the employees need to sign the
bill.
 The bill needs to be approved employee’s Manager and submitted to the Admin coordinator
well before due date to process the payment
 During exit from the company, an employee to hand over the SIM to the Admin coordinator and
to settle his bill for closure of the account.
 If the settlement of the bill is delayed reason beyond Admin Coordinator, Admin will advise HR
department to settle the same out of Full & Final Settlement due to the employee.

12 TRAVEL DESK
 Aim:
To extend the facility to those employees who reports early to the work, extended work and official work
away from office.

 Purpose:
To facilitate cab facility in order to ease out the employee to come early or leave late hours, motivate to
work. Extending cab service will save the valuable time and also, economical as compared to own arranged
cab facility.

 Travel and reservation will comprise the following:

 Car Booking
 Bus/Train Booking

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 Flight Booking (Domestic/International)

 Accommodation

The Admin Travel desk will be responsible for carrying out the above mentioned jobs under the supervision
of Manager Admin.

 Cab Booking:
 Car rental / hiring will be done only on receipt of approved request from HOD’s, recommended
by Project Manager / Divisional Head.
 Admin Team will arrange cab services for any project/team strictly by following the procedure
mentioned below:
 Approved request form HOD’s to reach Admin Team with minimum 2 hours prior notice during
working hours and on working days only.
 EAF will initiate action only after receiving such requests submitted to him/her.
 Any cancellation should be requested over phone, which has to be confirmed by email to EAF
at least by giving 2 Hrs. before scheduled departure by the Cab agent. Late cancellation cannot
be honored and the expense incurred will be debited to individual project or team.
 Any cab requirement for weekends and holidays should be informed to EAF with approved
request form at least 24 hours prior notice during working hours and during working days only.
Failing to do this, the individual or team or project cannot expect Admin to do the arrangement,
instead they will have to make their own arrangement and claim the same on later date by
justifying such failures to his / her project Manager.
 Contract employees of other locations need to claim their expenses by producing the bills
attached to an expense sheet and then claim their expenses from Finance, by getting their
claims approved by HOD’s
 US employees visiting India on a business trip will have to meet their expenses by themselves
and then claim their expenses from their USA office.

Note: A separate cab policy has been drawn and posted at HRIS for reference & adherence

 Bus/Train Bookings:
 Approved Travel Request Form should be submitted to EAF with min. 48hrs prior intimation.
 Based on the Request, EAF will arrange for your booking
 Tickets and information on travel will be given to the traveler at least 2 hrs before his / her
travel.
 If tickets are not available, the same would be informed to the traveler and different mode of
travel will be initiated based on the importance of the travel with concerned DH decision.

 Flight Booking (Domestic / International) :

Requisition for air travel is made on the Overseas or Domestic Travel Request Forms and is given to EAF-
Travel Desk duly signed by the traveler and authorized by the DH. Based on the Travel Request Form the
booking is made with the travel agent and subsequently the tickets are handed over to the traveler.

 Procedure:
For all travel policies & guidelines, please refer Folklore site by HR for information. Understanding the
policy, you may follow the procedure given below:

Option – 1: If an individual is required to make an official trip, he/she may refer the guidelines provided in
HR travel policy. Then you may take a Travel advance from Finance, using advance request form available
with Finance / Admin. You can make your own arrangements for your travel and accommodation. After
returning from your travel, you may settle your travel expenses within 48 hours of your return. You can use
the prescribed travel settlement form available with Finance / Admin and complete the formalities within 48
hours / 4 days on your return from your official trip.

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Option – 2: If an individual traveling on his/her business visit to any place and who wishes Admin
department to do his/her Air/Train/Bus ticket booking and accommodation arrangements, should follow the
procedure as under.

 Travel Request Form has to be filled by the individual and get his/her DH recommendation in
the application and the same should be approved by HGD/AVP/HKPO/HTRG.
 The individual has to submit his/her approved request to Admin Department well in time at least
by giving admin department a cushion time of One week (i.e. 7 working days) to do the needful
and to confirm his travel booking.
 Submission of approved Travel Request form to EAF is mandatory for Admin to act upon the
request. Please note that no oral request will be entertained.
 Admin acts upon the request and as per the eligibility works out the mode of travel (i.e. Bus /
Train / Flight) and delivers the tickets to the individual at least one day before the scheduled
travel. If requested in the Travel request form, admin also makes the stay arrangement for the
individual in all possible metro cities and keep the individual informed through email the name
of the hotel / serviced apartment and its address with contact person and contract number.
 If there is any damage commercially, owing to last minute cancellation, the same has to be
bone by the individual project who had requested this travel.

 Accommodation:
 Employees outside Bangalore who request hotel reservations will be done on receipt of
request. From concerned department / other location through approval mail. However
based on the requisition the hotel would be advised to forward the bill to Marlabs for
settlement of payment and these would be paid on receipt of bills or the individual has to
clear the payment based on the approval.

 Guest House (Mysore Branch) is for only employees from other location. In case of non-
availability of guesthouse, the booking will be made in other hotel or service apartment.
Maintenance of Guesthouse is the responsibility of the Admin service helpdesk.
 Based on the need HR department will request for accommodation for new joiness form
other location, Admin service will co-ordinate with Admin Manager and book Chummery
accordingly. Incase of non-availability of chummery, accommodation for the same will be
done in a hotel or service apartment.
 Asset / Service Provider Health Card:
Admin maintains the asset health card for all the equipments to track the asset or service provider operating
condition. It helps to analyze the asset functional efficiency.

 Service Providers Audit:

Admin team carry out the surprise audit to check the efficiency of service providers, documentation, reports,
record maintenance and service provider will submit the observations closure report to admin.

 Other Requirements:
Other Requirements apart from the above mentioned process will be routed through Admin Manager and
the same will be facilitated accordingly.

13 MATERIAL MOVEMENT
 Aim:
The aim is to ensure proper accountability of company property and to keep track of all in and out
movements of materials.

 Purpose:

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It is important to have accountability and tracking of all company property that is being sent out from the
premises and also to have proper accounting of incoming materials may be returnable or non-returnable
items.

 Outward Movement
 All materials moving out from office premises to go with proper gate pass.
 Security team has been instructed not to allow any material / company property with out any
authenticated document.
 Material movements are of Two types (1) Returnable and (2) Non Returnable. Accordingly, the
gate pass has been devised for the type of movement.
 Returnable gate passes are used for those materials which are expected to return to company
with a definite/tentative date
 Non –Returnable gate pass is used for the material which not expected to return to the
company and will be struck out from the list/inventory.
 A specimen signature list has been prepared department wise who are authorized to sign the
gate passes which has been duly approved by AVP India Operation
 The list has been handed over to security team to verify the signatures before allowing the
material to move out from the premises.
 Mismatch /not tallying with the list will be brought to the notice of Admin department to deal
further on the issue.
 Departments who intending to send the material out on Returnable/Non-Returnable basis to
raise a gate pass accordingly which should accompany the material. The gate pass number is
to be serially numbered for easy account purpose by the departments. The material
register/inventory should be endorsed with the gate pass number together with date for proper
tracking/accounting purpose.
 Upon raising the gate pass, the same should accompany the material and to be submitted to
Security team.
 On receipt of the same, the security will physically inspect the material, verify the details
entered in the gate pass for correctness.
 On ascertaining the correct details, the Security will enter the details in the “Material Out
ward” register opened separately for Returnable & Non –Returnable type of materials. The
entries are maintained serially and the serial number with date will be endorsed and signed on
the gate pass to have a counter check. A copy of the gate pass will be retained and filed by the
security.
 The security team will capture weekly returnable material and list out the same and to hand
over the list to Admin Department
 Admin Department in turn will update the status to departments which are to receive the
material back. This is being done to remind the department to follow up for the materials.
 Likewise, non-returnable material also shall accompany a gate pass (Non Returnable Gate
pass) duly signed by the authorized signatory and entered in a register kept at Security Team.
 Inward Movement:
 Materials which are coming in to the company premises are initially to be reported to Security.
 On receipt of the same, security will verify the incoming DC/Gate pass/Invoice and check for
physical quantity.
 After ascertaining the quantity and correctness of entries, security will inform the department to
whom the materials have arrived.
 On confirmation from the departments, security will enter all the details like, DC /Bill no,
quantity, Date Received etc. and endorse the Sl no/date /time of the entry on the DC/Gate
Pass/bill. The original will be forwarded to the concerned department and retains a copy in the
file.

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14 LATE AND HOLIDAY WORKING

 AIM:
To extend facility to those who works late hours and also during holiday

 Purpose:
It is important to extend facilities & logistics to employees who work during late/extended hours or during
holidays.

 Process:
 To support the production team, Admin will deploy a person to oversee the Admin
arrangements up to midnight.
 An Electrician and a H/K personnel shall be available round ‘o’ clock to support the Admin
Member on duty.
 Admin member to ensure to extend support in terms of H/K, Power, Food/snacks, coffee
&Tea and cab and any other Admin support.
 Admin member will send out an e-mail a day in advance to the holiday to all the Managers
who are expected to work during holiday’s requesting to provide the quantity of food
required and arrange accordingly.
 Arrangement of cab will be as per existing practice/policy.
 Free Dinner will be arranged to those who expects to work beyond 9.30 pm in the night for
which employees to put up a request to Admin Member well in Advance ( at least a day in
advance)
 However, dinner will be arranged to those who work permanently in the night shift for which
the concern Manager to approve for the quantity required.
 Admin member on duty to facilitate snacks worth of Rs 15/- per employee/per night and
also, ensure provision of coffee/tea in the night up to a reasonable time.
 In the absence of Admin member i.e. after midnight, security supervisor will extend the
support after concurring the same with Admin Team.

15 HOUSEKEEPING
 Appointment of Housekeeping personnel:
 SMA shall appoint the Housekeeping personnel.
 The following factors has to be considered before appointing the personnel
1. Proven track record of the personnel
2. Reference Check
 EAF will interview the personnel & refer the short listed ones to SMA for final discussion and
appoint the selected personnel, which meet the company’s house keeping requirements
adequately.
 EAF will negotiate and finalize the terms of contract with the selected personnel with the
Agency providing the service.
 EAF should submit the proposal to SMA. In turn SMA reviews & discusses the proposal with the
HGD/AVP/HKPO for approval.
 The HGD/AVP/HKPO would sign the contract.
 After the contract has been signed by the HGD/AVP/HKPO and the selected personnel. EAF
shall forward one copy of the contract to the selected personnel and the other to HR & one copy
to finance.

 General responsibilities of House Keeping:

 All housekeeping boys will report for duty as per roster, the housekeeping boys and
supervisor will come on rotational shifts. The Housekeeping Supervisor allocates the

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duties. A housekeeping boy / maid are allotted to clean the ladies/gents toilet respectively.
The housekeeping activities will be carried out on all days including Sunday’s and
holidays.
 The housekeeping should be maintained as per the Checklist maintained by the Front office
executive and Maintenance Staff on a daily basis.

 Daily activities:
 Sweeping, mopping, dusting & vacuum cleaning
 Dusting and wiping all workstations.
 Cleaning Toilet every two hours
 Cleaning Cafeteria – Keep it clean always
 Cleaning and disinfecting telephone instruments
 Cleaning Monitors, CPUs and Keyboards
 Clearing garbage/ dustbins / disposed water cups
 Re filling of water dispensers
 Sweeping of parking area and front of reception, surrounding area of reception and ramp
leading to basement parking area (both entry & exit)

 Weekly Cleaning:
 Light fittings
 All chairs of all floors
 A/c inlet grills
 A/c Filters – AHU / Split A/c
 Terrace Floor
 Terrace Table / Chairs
 Kitchen scrubbing
 Toilet scrubbing
 Water Dispensers
 Washing Dust bins
 D.G & UPS Room cleaning

The housekeeping supervisor will take a complete round of the entire area and check if all the jobs have
been carried out satisfactorily in time. Apart from housekeeping supervisors, the Admin team members will
also go on rounds along with the supervisor before they start their day & list out areas to be cleaned again.
The SMA will do a surprise check of the facility with regard to housekeeping activities.

 Housekeeping Materials:
The housekeeping materials are ordered every fortnight after approval from SMA. A register is maintained
by the housekeeping supervisor to monitor the consumption. Admin will monitor Stock of the material on
daily basis. All cleaning material used in the premise should be ecofriendly.

16 CAFETERIA
 AIM:
It is desired to have a full-fledged service provider on board to meet the food to employees at agreed rate.

 Purpose:
Food is an essential item required by employees. The caterer so engaged to supply food will be guided
under certain conditions to maintain quality, taste, hygiene and health of the employees.

 Catering during week days:

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Catering services is provided to the staff by the vendors who have been chosen by Marlabs. Arrangement
for Lunch, Dinner and Snacks is tied up with different vendors who cater at the Cafeteria. Employees can
make use of this facility a token system is administered for all members those who have lunch, Dinner, at
the cafeteria. Anyone without a token will not be entitled for lunch and Dinner. You are also required to sign
in a register. If you have taken the token and signed, your salary will reflect a deduction irrespective of you
having lunch or not.
 Catering during Weekends and Holidays:
 Any project / user who wishes to work on a week end and on holidays, who desires Lunch /
breakfast (Strictly on special approved request) / Dinner / Snack to be arranged for his team
should inform EAF with approved Catering request form signed by the individual and
recommended by the project head and approved by the HGD/AVP/HKPO/HTRG 24 hours in
advance for caterer to get prepared for the same.
 Cancellation of any such request should also happen with 24 hours prior notice. Failing which
cancellation cannot be honored and the expense for the same will be debited to the particular
project/team. If you want to cancel lunch please inform security before 9.30AM (In person or
over phone).
 However, lunch arrangement for small group of people on any emergency can be ordered
based on approved request form for any VIPs & guests with 2 hours prior notice. This will be
ordered from any nearby standard food court. If there is any specialty menu, the same should
be mentioned in the requisition form even with, the Food joint/food court of your preference.

 Timings:
 Lunch - 12:30 Hrs to 14:30 Hrs
 Dinner – 20:30 Hrs to 22:00 Hrs
 Snacks – Round o clock except on fixed break Time in the mid night.

Coffee/Tea is being served at the Cafeteria on 24 hours basis at free of Cost. Packaged drinking water is
provided to all the staff. The vendor will be responsible to provide the required numbers of dispensers
with hot & cold outlets. The Admin service helpdesk will be appraised by security on shortage of water.

 Special Note:
 Strictly employees will not be allowed to have any short eats at their work place. If any
employee desires to have short eats, should go to Cafeteria and have the same. Security
Supervisor has been authorized to intrude & stop the same with those employees who deviate
from this rule. Please avoid getting into any embarrassing situation.
 Employees will not be served any beverages in their work places. They have to go to dry pantry
area and help themselves with beverages.

17 SECURITY SERVICES
 AIM:
To ensure physical security of men and materials of the company

 Purpose:
Security force has been deployed to ensure safety of men, material, facility and parking of vehicles within
the facility. They would also require manning the Reception to take charge of front office duties.

 Workforce
Security has been deployed to guard the facility on round the clock basis the team comprises of One
Security officer who is in charge of the security services and works during General Shift.

 Two Security Supervisors one each in day and night shift.

 Other Guarding staff as per the approved strength.

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 Duties and Responsibilities

 Security is responsible for all Physical security of men and materials.
 Security staff to fully conversant of Fire drill, smoke & fire detection, access control system,
Evacuation process safety, traffic management , handling visitors, material movement,
liaison with police and other detective agencies , handling of front office etc.
 Their primary role is to take care of safety & security of both men and materials of the
company.
 They are trained with First Aid training, Evacuation training, Fire fighting training. They have
to emerge swiftly at times of emergency to secure the lives of employees and protect the
property.
 They have to monitor the entry, exit of men and material and maintain record for the same
properly.
 Security deployed at main entrance to guard the area on 24 x 7 hrs basis.
 Guard to ensure that the Access control at the main door is in working condition.
 To ensure that the door be in locked condition all the time.
 To ensure that the guard checks for identity before allowing employees entry.
 If the access through access card possessed by the employee decline entry, Guard should
not allow the entry with any other card which is in his possession. The matter to be brought
to the notice of Admin in-charge.
 Guard should not allow cell phones and any baggage carried by Contract Staff (like House
keeping, Security staff etc). The same needs to be taken over before entry and return while
exit.
 Entry and exit through Main reception is restricted to all the employees if they carry any
baggage.
 All employees are subjected to check their baggage both while entry and exit.
 Any Personal items to be declared in advance and the same needs to be entered in a
register kept for the purpose at security and to clear the entry while taking out the same
while exit.
 All visitors to enter and exit through only Main reception.
 Visitors are to be duly accompanied by the employees whom they have visited to their
place or to escort by the security staff. In no case, visitors are allowed with out
accompanying them in to the facility.
 Entry of Support service personnel like house keeping, electrician, plumber etc will be
regulated with a separate access cards in possession and entries to be made in the register
kept for the purpose.
 Entry of all equipments, machinery, electronic goods will be permitted only through
permission granted by Admin in-charge and precisely to record the same in the register
kept for the purpose.
 No luggage, big bags or any other materials will be allowed to take inside nor brought from
the premises. All personal baggage of employees to be checked while exit
 Security to maintain a separate occurrence register and to keep record all untoward
incidents if, any.
 No eatables or beverages are allowed inside except regular drinking water jar which needs
to be placed by house keeping staff.
 Any abnormality or issues, he should immediately appraise the same to Admin in-charge.

18 EMERGENCY EVACUATION
 AIM:
To ensure, as far as practicable, that no person suffers injury or illness as a result of fire in a building
Each workplace at Marlabs to have a fully implemented emergency evacuation procedure (EEP)
The procedures that follow are designed to evacuate the building incase of an emergency.
 Emergency Evacuation Procedures in Case of Fire:

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 If noticed fire or any emergency, it will be announced through PA system and thereafter
Main Electrical switches are put off. No elevators (lifts) will be in operational condition.
Access doors are free from locking system so as to evacuate freely without any hindrance.
 Doors at the rear lift lobby area will be opened by security personnel who ever are on duty
so that employees can also move out from this route.
 Signage on ‘Fire Exit’ & location of ‘Fire Extinguishers’ and ‘Escape Route Maps’ are
displayed at all wings and at appropriate places in the building. Please familiarize on the
same which will be handy during emergencies.
 Employees exit from Lift lobby area to assemble at the Road side on eastern part and those
who are exit from Main Reception to assemble at the adjacent side of car park area on
southern part of the building.

 If you discover a fire:

 Help people in immediate danger
 Warn others by shouting "Fire, Fire, Fire", raise the alarm if not already sounding and
telephone to security at Extn: 400 or 700
 Decide if you can put the fire out. If you are not sure, do not attempt to.
 Don't attempt to use a fire extinguisher if you are not sure as how to use the same
 If you can put off the fire then do so ,if not proceed to evacuate the building
 If you hear the fire alarm ringing or an announcement; you must prepare to evacuate the
building:
 If time permits, shut down all computers, printers and all other electrical appliances.
 Close all windows and doors.
 Collect all your personal belongings in preparation to immediately evacuate the building.
 Organise /Help others in the vicinity to evacuate.

 Evacuate the building and proceed to your Building Assembly Area:

 Move briskly with a walk, do not run.
 If you have to move through a closed door that you cannot see through:
a). Look for smoke coming under the door;
b). Open the door slowly and look around it to see if there is a fire behind it;
c). If there is no fire on the other side, proceed through and close the door behind you;
 Move to the Building Assembly Area as quick as possible;
 Report to security /Admin team that you/your group is there and if you know of anyone
trapped in the building;
 Remain in the Assembly Area until further instructions
 If you notice someone in the area with panic:
 Monitor and guide to move away
 Do not create panic
 Take hold of one of their hands and guide them out of the building to the Assembly Area;
 If they will not co-operate or start to grab hold of things. Leave them where they are;
 Evacuate yourself and inform to the Security/Admin team
 Mobility impaired people:
If you encounter a person with some form of physical disability that restricts their mobility, you need to assist
them to move out from the building. If you are unable to remove them from the building, they can be left
there but, shielded from the fire. The same need to be informed immediately to the security/Admin team to
retrieve them from that place.
 If you are trapped in a room:
 Exit through a window if you are on the ground floor;
 If you are not on the ground floor:
 Close the door and
 Go to the window;
If there is smoke in the room open the window a little so that you can breathe fresh air. If not, do not open
the window otherwise, this can assist in the spread of fire into your area from lower floors;
 Attract people's attention to your plight and take their help to evacuate from the room.

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 If the room is filling with smoke, stay close to the ground. The air is cooler and oxygen is more plentiful
in this region;
 Wait for the Fire and Rescue Service to rescue you.

CAUTION
 Fire spread rapidly;
 Fire produce thick black smoke that is difficult to see through and
causes suffocation;
 The fresh air will always be near the floor;
 Move quickly. Do not run;
 Be decisive;
 Do not waste time and act smartly
 Emergency Evacuation Priorities:
a. First Priority: Protection of Life
The first priority is to ensure that all people who may be in danger are warned, and that an action is taken to
guarantee their safety, before any steps are taken to prevent the spread of the hazard, to secure assets, or
to eliminate the hazard.
b. Second Priority: Prevent Spread of Hazard
The second priority aims at controlling the extent of the hazard within the building and minimizing its release
into the environment.
c. Third Priority: Save Assets in the Affected Area
The third priority is to prevent personal and company assets from being damaged in the event of a fire. The
final priority is to eliminate the fire by extinguishing it
d. Fourth Priority: Eliminate the Hazard
The final priority is to eliminate the fire by extinguishing it

CAUTION
 While evacuating:
 Do not create panic
 Do not use lift
 Walk briskly and do not run
 Do not block the exit points
 Give priority to evacuate aged/physically challenged/female employees.
 Do not bother much about personal belongings as saving of life is important
 If you are in a position to help others, please do so
 On reaching assembly point, wait for further instructions.

19 ERT (EMERGENCY RESPONSE TEAM)

Introduction:
Emergency preparedness is a proactive measure in any set up of an organization. The main principles of
involved here are emergency assessment, hazard operations, population protection, and incident
management. It establishes organizational readiness to minimize the adverse impact of these events by
means of active responses to protect the health and safety of individuals and the integrity and functioning of
physical structures. Hence, constituting of ERT is a paramount importance in an organization. The role also
widens in terms of establishing an alternate location as not to interrupt the productivity of an organization
during an exigency.
The preparedness of disaster recovery is also an important function and it comes in to picture when there is
already an impact of disaster in the facility.
The role and function of ERT varies from incident to incident and training such team is vital to safeguard
lives and property of an organization.

Forming of ERT:

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The team commands its role when disaster occurs. The team closely works with the commander in chief
and directs its employees to safe route and at the same time ensures for minimum impact to the property of
the company

Fire & Evacuation Procedure:

The objective of fire & evacuation procedure is to familiarize all members of the ERT with necessary
procedure in place to facilitate safe, orderly and timely evacuation when need arise.
While Fire is the reason for implementation of an evacuation plan, other instances such as gas leakage,
bomb scare etc. may well necessitate evacuation of the premises. It is of vital importance that all members
of the ERT are familiar with the procedure to overcome the emergency situations

Emergency Response Team:

Based on an approval from the center head, the ERT has been formed and the list is as appended:

Emergency Response Team (ERT)

Sl.
EMP No Name Extn No Cell No
No
1 414 Kamala Rajan 597 9945094566
2 11404 S.P. Kumar 542 9916453898
3 11448 Edwin Raja 488 9900615151
4 11043 Amit Kumar Shah 505 9916445447
5 10660 Raghavendra Narisetty 727 9880330719
6 11160 Mahesh Aniket 774 9886083015
7 11752 Vijetha Kulal 750 9632224927
8 430 Ramesh Jujari 819 9880724484
9 2154 Ningappa Dharmatti 881 9663304869
10 12088 Ashish Sivadas 433 9731695001
11 652 Ramesh Kalmangi - 9342804575
12 USS105 Siddhardha Venuthurapalli - 9704087144
Ananth Raj (Security Officer – On Contract)
13 - 400 / 700 -

Note : The composition of the team is subject to change from time to time

Emergency External Contacts:

Need to identify and draw the list of external contacts which will be handy during the disaster. The list
includes important contacts such as nearest Fire station, Hospitals, police station and such important
statutory bodies.

Appended are the list and contact details:

Emergency Contact details

Fire Station Contact Numbers
Sl.No Name Contact Number Remarks
1 Control Room 101/108
2 Fire Brigade 080-22971500

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080-22971550
080-22971600
3 Mahadevpura 080-22971541

Police Station
Sl.No Name Contact Number Remarks
1 Control Room 100
2 Mahadevpura 080-22942546
3 Police station 080-28510782

HOSPITALS CONTACT NUMBERS

Sl.No Name Contact Number Remarks
1 Ambulance 102 / 108
2 Jeevika Hospital 080-30766768

POST OFFICE
Sl.No Name Contact Number Remarks
1 Mahadevapura 28530417
2 K R Puram 25610575

BAGMANE Contact Numbers

Sl.No Name Contact Number Position
1 Helpdesk 080-41529681 Complaint Request
2 Shift mobile 9743786782 Technician Shift Mobile
3 Hariprasad 9844847705 Facility officer Aquamarine Block
4 Hemaraj 8970070175 Facility officer Citrine Block
5 Jagan 8892823606 AHU
6 Shivakumar 9591106922 AHU
7 Markandeya 9731277959 Fire System
8 Rangaswamy 9535140816 Plumber

Marlabs Administration Team- Contact Numbers

Sl.No Name Contact Number Position
1 Surya Prakash 9945156846 Head- Administration
2 Balu 9880994586 Associate Manager-Admin
3 Catherine Mamtha 9880088773 Associate Manager-Admin
4 Girish Hiremanth 9945157069 Sr. Admin Executive
5 Deeban A 9008313776 Facility Engineer-Electrical
Prabhakara
8 (Laxmi Gowda) 8722389997 Support –House Keeping (on Contract)
9 Anantha Raju 9880271265 Security officer (on Contract)

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20 APPENDICES
 Acronyms

Acronyms Description
AVP Assistant Vice President
BH Business Head
CMMI Capability Maturity Model Integration
EPABX Electronic Private Automatic Branch Exchange
HK House Keeping
HR Human Resource
ISD International Subscriber Dialing
IT Information Technology
PC Personal Computer
PO Purchase Order
PQMS Process and Quality Management System
Rs Rupee
SIM Security Identity Module
SLA Service Level Agreement
STD Subscriber Trunk Dialing

 Definitions

Term Definition
Product It is any hardware or software entity requested by the purchaser. It can
be software tools and application.
Purchase Order An agreement or contract or letter of engagement with vendor to supply
products or services. Usually, it is a legal document executed by both
purchaser and supplier.
Purchaser A person or function who takes the ownership of purchase of products
and/or services requested by requester.
Requester A person or PM or support function personnel who initiates a purchase
request.
Service Service is some set of tasks which shall be provided based on standard
process and requirements submitted by the requester and as per agree
SLAs.
Service Level It is contractual obligation on vendor part to provide services to
Agreement purchaser with in stipulated turnaround time.

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