Stafford Motor Company

01 .Introduction
Stafford Motor company was established in 1977 by Mr .Felix R De zoysa , the founder of
Stafford group of companies .His entrepreneurial spirit and quest for a superior and affordable
form of transport for Sri Lankans led him to introduce Honda products to Sri lanka .

Honda products are synonymous with quality and reliability and with the introduction of Honda
motorcycles in the 1979s in Sri Lanka , the popularity of the Honda brand bolstered .The growth
of our organization was propelled by the sales of motorcycles and amid the backdrop economic
growth in the 1980s , Honda automobiles were launched in Sri Lankan in 1983 .

Stafford motor company , which has it’s root as a fledging enterprise with 30 staff members ,is
now reputed organization in Sri Lanka with a work force of nearly 450 employees. (without
dealers)

Stafford motor company has three main branches to conduct their business.They are located at
Colombo , Raththanapitiya and Ja-Ela.

They provide 4 types of grant services .Such as After sales services ,Motor cycles , Auto mobiles
and power products .

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01.1) Vision of Stafford Motor (pvt) ltd
To be the most respected business entity in the country by enriching the quality of life of all Sri
Lankans .

01.2) Mission of Stafford Motor (pvt ) ltd

To improve economic wellbeing and quality of life of all stakeholders by conducting business
activities in a legal and an ethical manner .

01.3) Values Of Stafford Motor (pvt ) ltd

Total commitment to the customer concern for people and environment professionalism
continuous learning and improvement trustworthiness .

02 .Policies ,
Procedures ,Objectives ,Strategies Of
Stafford Motor (pvt ) ltd
The mother company of Stafford motor company is located in Japan and operates the company
established in Sri Lanka subject to their rules and regulations .

Here are their rules and regulations ,

 Benefits and payments policy

 Certificate of appreciation policy
 Dress code policy
 EPF / ETF policy
 Gratuity policy
 Leave attendance policy
 Promotion policy

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  Recruitment policy
 Resignation policy
 Salary increment policy
 Transfer policy

02.1) Policy on Benefits and Payment of Stafford Motor

Company (pvt) ltd
Remuneration
 Salaries are outsourced to KPMG .
 Executive sales are paid on or before the 25th of each month and non executive
salaries are paid of each month .

Employment category Executive Non Executive

Cutoff date of each month 17th of every month 20th of each month

Salary Advanced
Submit the salary advanced form to the HR department on or before 7 th of each month with the
immediate supervisor ‘s signature .Only 60 % of the basic salary can be requested as the
advanced , this amount is after all the statutory deductions have been made .

Festival Advanced
This would give the entire basic salary to the employee in advanced which will be deducted for
a period of one year .This advance can only be claimed during months which has religious
events to the employee . Employee has to make the request before festival season .Following
categories can be applied for the relevant season .

Category Festival season

Buddhist Sinhala & Tamil New Year
Catholic Christmas
Muslim Ramazan

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Overtime / Extra payments
Employees may all so be required to attend duties on public holidays / weekly off days as per
the exigencies of work and additional holidays or OT will be given on account of that based on
the management approval .Working on mercantile holidays / weekly holidays (Saturday &
Sundays )should have a prior approval from the HOD and must be authorized by MD /CEO .

Employment category Time Amount

Executive Weekdays 8.30 p.m -12.00 pm Rs .500 .00
12.00 p.m onwards Rs . 1000.00
Weekends 3.30 p.m -6.30 pm Rs .500.00
6.30 p.m onwards Rs .1000.00
Non Executive Shop and office 6.30 p.m onwards Basic salary divided by
weekdays 240 (per hourly rate)
to the amount of
hours worked .
Shop and office 8.30 a.m -2.30 p.m Normal OT
weekends
2.30 PM onwards Double OT
Poya & statutory Double OT
holidays
Wages Board 6.30 p.m onwards Basic salary divided by
weekdays 200 (per hourly rate )
to the amount of
hours worked
Wages Board Same as shop and
Weekends & Holidays office non executive

Morning OT
Employees who has been allocated to additional work which has is scheduled as per the
department are entitled to morning OT .

If an employee (Driver ,Lobby helper ) works on a weekly holiday or pass 12.00 a.m (Midnight )
they are entitled a day or a full day of leave .which should be taken on the same month .the
employee can not claim the holiday payment .

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Facilities
*Saturday payments
As Saturday work is compulsory the management has decided to make a payment for the work
being done on those days

*Travelling , Mobile ,Base & Risk Allowance

Designation Amount
Managers and above Rs. 10000 -12000
Drivers (Fixed Dialing ) Rs. 3500 -4500

02.2) EPF / ETF policy of Stafford Motor Company (pvt)

ltd .
02.3) Gratuity policy of Stafford Motor Company (pvt)
ltd .
An employee who has been employed for more than five years is paid a gratuity upon
termination .

02.4) Recruitment policy of Stafford Motor Company

(pvt) ltd .
Recruitment Process Of SMC
1. Open the vacancy – Using ERF form approved by Head of Department &MD

ERF – Employee Requisition form

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 In ERF describe position to be filled ,number of vacancies ,Grade ,Gender . Age ,Salary
Range ,Method of recruitment

Method of Recruitments – Internal Advertisement /Press Advertisement /Recruitment

Agency /Head Hunting /Reference

2. Collecting CV’s (from Press Advertisement ,Recruitment Agency or Internal Notices)

3. Shortlisting CV’s
4. Selecting prospective candidates by Head Of Department
5. 02nd interview –Director or MD
6. 3RD interview and finalized recruitment recruitment by HR
7. Induction and Orientation by HR

Mandatory Documents For Recruitment

 Copy of Birth certificate
 02 copies of ID card
 03 color photos (passport size)
 Copy of bank Account Books (Front page with account number )
 Copy of Marriage certificate
 Copies of your Educational Qualification Certification
 Copies of your professional qualification certification
 Copies of service letters of previous employment
 Police Report
 GramaNiladhari Certificate
 Copy of Driving License
 Copy of Medical Certificate

03.Organization
Structure ,Departmentalization ,Span of

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Control & Controlling System Of Stafford
Motor (pvt ) ltd

Organizing is the distribution of resources and distribution among members to efficiently and
effectively achieve the stated goals and objectives of an organization.

Concepts to focus on in organizing , power and authority , responsibility and accountability ,

centralization and decentralization , chain of command , unity of command , control space ,
organizational structure , organization chart

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04. Employee Recruitment Of Stafford
Motor (pvt ) ltd

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Recruitment Process Of Stafford Motor company (pvt )
ltd
8. Open the vacancy – Using ERF form approved by Head of Department &MD

ERF – Employee Requisition form

In ERF describe position to be filled , number of vacancies ,Grade ,Gender . Age ,

Salary Range , Method of recruitment

Method of Recruitments – Internal Advertisement /Press Advertisement /Recruitment

Agency /Head Hunting /Reference

9. Collecting CV’s (from Press Advertisement ,Recruitment Agency or Internal Notices)

10. Shortlisting CV’s
11. Selecting prospective candidates by Head Of Department
12. 02nd interview –Director or MD
13. 3RD interview and finalized recruitment recruitment by HR
14. Induction and Orientation by HR

Mandatory Documents For Recruitment

 Copy of Birth certificate
 02 copies of ID card
 03 color photos (passport size)
 Copy of bank Account Books (Front page with account number )
 Copy of Marriage certificate
 Copies of your Educational Qualification Certification
 Copies of your profesnal qualification certification
 Copies of service lettesiors of previous employment
 Police Report
 GramaNiladhari Certificate
 Copy of Driving License
 Copy of Medical Certificate

Apprenticeship is the period of professional training that an employee hired for a technical
profession must spent .

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05 . Employee Selection /Hiring
/Induction Of Stafford Motor (pvt ) ltd
Employee attraction is the process of attracting job candidates with positive attitudes and
abilities who will help the organization to achieve its goals and objectives .

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Below is an advertisement posted to recruit employees for a job vacancy that occurred in
stafford Motor Company ( pvt ) ltd .

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06 . Discipline Management Of Stafford
Motor (pvt ) ltd
Disciplinary actions taken by a Stafford Motors (pvt ) ltd
 Oral warning
 Writing warning
 Temporary suspension of work without pay
 Demotion
 Dismissal
 Stopping or delaying salary increments
 Transfer of posts

07 . Performance Evaluation Of Stafford

Motor (pvt ) ltd
Performance appraisal is the process of finding out and reporting how well the client is
performing his job .

Below Is a Performance evaluation form of Stafford Motor (pvt) ltd .

Name of the Employee EMP no.

Designation Category; Grade ;
Years of service
Basic Salary
Division
HOD / Immediate Manager’s Name
Date

Our power of dreams formula ;

 65% Key performance indicators

 25% Competencies

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  10% Continuous self improvement & cross functional activities

( 07 .1) KPI ‘S 65 %
No Performance Rating (%) 1 2 3 4 5
1
2
3
4
5
6
7

# KPI’s %
To generate a revenue of 410 from Automobile
1 workshop division .(Labor and 25% from spare parts ) 1b
15
@ labor + 100% from spare parts .
To generate a revenue of 264 M from RTN services ( total
2 revenue with 100% spare parts )
20
To ensure “0”repeat job monitored through the PEX
3 system .1-3 repeat jobs =10 ,3-5 =5 and over 5 repeat
15
jobs = 0 marks
Ensure your location has ‘0’ non –conformities @ ISO
4 Audits .0=15 ,1-2=10 ,2-3=5 and over 5 repeat jobs =0
15
marks
Customer complaints : less than 2% Strictly on service
5 standards and customer handling .2-5%=10 ,5-
15
7.5%=5 ,over 7.5% =0
Leave management + Punctuality
6 Leave = Within the entitlement and prior planned =5
10
Punctuality = less than 3 days a month , assessed
quarterly = 5
Training and Development (HM Service instructor
7 training ) and other related services .
10

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( 07 .2) Competency 25%
Performance Factors Performance Ratings % Total

Technical Technical Competence (job Work performance (Diversity ,Pro

Application knowledge) Activeness )

1 2 3 4 5 1 2 3 4 5
Work Organization Quality of work Planning

1 2 3 4 5 1 2 3 4 5
Administration of Following Superior Dependability
work Instructions

1 2 3 4 5 1 2 3 4 5
Creativity Adaptability Innovation

1 2 3 4 5 1 2 3 4 5
Communication Skills Interpersonal Relations Flexibility

1 2 3 4 5 1 2 3 4 5
Work Performance Initiative and vision Work Progress

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 1 2 3 4 5 1 2 3 4 5

Reliatility and Attitude Towards Productivity

punctuality Attendance

1 2 3 4 5 1 2 3 4 5

Leadership Developing Relationship

1 2 3 4 5 1 2 3 4 5

Problem solving and Judgment Taking Risk & Challenges

decision making

1 2 3 4 5 1 2 3 4 5

Target Achievements Task Orientation Motivations

1 2 3 4 5 1 2 3 4 5
Remarks

Total points -

Divide the total points by 4 (max 25% )

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( 07 . 3 )Continuous Self Improvement & Cross Functional
Activities 10%
No Description Percentage
(5%)
1 The employee has studied further in the respective field (Last 3 yrs )
2 Introduce a new Customers to the company to increase company profit
(power product , auto mobile ,services ,spare parts )

KPI Competencies Continuous self Total

improvement
65% 25% 10% 100%

Performance Description Equivalent Increment

level score
A Performances exceeds all expectations and 80 -100 100%
targets
B Performances exceeds expectations and targets 60 -79 75%
considerably
C Performances is in accordance with expectations 40 -59 50%
and targets
D Performance needs improvement 20 -39 25%
E Performance is very proofs Downgrade Below 20 0
----------------- ------------------

Signature Of Employee Signature of Immediate supervisor

Recommended to Promote as :

Promoted Designation
Promoted Grade
Promoted Category

Recommended by

Signature

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Name of HOD

Remuneration Committee Approval (promotion Approved / Reject

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MD / CEO Approval ( Promotion Approved / Reject)

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Additional Comments

08 .Grievance Handling Of Stafford

Motor (pvt ) ltd
Employee Grievance Redressal is the management work done to remove the mental
frustration /employee grievance caused by an employee in relation to the job or the work
environment .

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Features of Grievance

 Employee grievance can be expressed or unexpressed .

 Grievances directly affect employees .
 They hinder the achievement of the organization ‘s objectives .
 Worker Grievances are the first stage of industrial disputes .
 Steps should be taken to resolve an employee grievance .

According to the information obtained from Stafford motor company , Grievances are not
reported to it ‘s Human Resource Management Department and they are resolved in the
relevant departments .

09 .Employee Welfare Of Stafford Motor

Company (pvt ) ltd .
Benefits from the welfare society
Monthly there will be a deduction of Rs . 200 from every employee ,mentioned below are some
of the allowances that are paid through the society .

Funeral Allowance

The welfare society of the company will be making a payment in thus regards .

Relationship Amount
Mother / Father Rs .50000
Mother - in –law / Father - in –law Rs .25000

Gift Voucher

On the birth of a child of an employee a gift voucher of Rs. 2000 from ARPICO will be given .

Medical Insurance

Stafford Motor Company (pvt ) ltd

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 REV : 1 Date Process no : SMC /HR /BP Page 4 of 14

1. Suwasampatha Insurance Policy –Entitled after 6 months of employment

2. Worksmen Compensation –With the commencement of employment
3. Personal Accident Cover –With the commencement of employment

Plan NO 1 –SENIOR MANAGEMENT OF JUNIOR EXECUTIVE

Plan NO 2 – SHOP AND OFFICE EMPLOYEES EXCEPT THOSE PLAN NO 01 ( Non Executive )

Plan NO 3 – WAGES BOARD EMPLOYEES

To claim the medical bills the employee should send the bills attached with a cash payment
voucher signed by the HOD to the Person who handles the medical claims .

Claiming medical – Executive – Spouse and children if married ,if unmarried parents of the
employees .

If child of executive staff has reached the age of 20 years child’s name will get remove
automatically from the medical system .But employee can request to claim medical for his / her
child studying only .

Non executive –Spouse and children if married , if unmarried parents of the employees .only
OPD ..

Medical policy

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Medical payments are made only if admitted in private hospitals.Health is insurance is paid by
Ceylinco Life Insurance Company

10 .Training And Development

( Stafford Motor Company (pvt ) ltd )
Training
Instilling self-confidence in the employee to enhance the current effectiveness and
efficiency of the employees.

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 Development
To enhance the general abilities of the employees to develop the future
performance of the employee.

Employee training methods

 Apprenticeship training
 On – the – job training
 Inter – job training
 Role play
 Simulation
 Management games
 Sensitivity training

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