XXXXXXXPVT LTD

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HR-DEPARTMENT HANDING OVER NOTES

(For the period: 01-01-2017 to 31-01-2019)

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HANDING OVER BY:

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MANAGER HR AND ADMIN (GRADE: M6) Signature ------------------------------

Date - - - - --- -----------------

Handing over to:

SSSSSSSSSS
MANAGING DIRECTOR

XXXXXXXXXXXXXXXXXXXXXXPVT LTD Signature: - - -- --

CC: AAAAAA Executive Director,

XXXXXXXXXXXXXXX , - Executive Director

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1 Contents
2 Introduction..............................................................................................................................4
3 Duties and responsibilities of HR department.........................................................................4
4 Various System and Implementation done by HR Team.........................................................6
5 Achievements and Benefits through HR DEPARTMENT...........................................................7
6 Administration..........................................................................................................................7
7 Pending work............................................................................................................................8
8 My learning.............................................................................................................................10
9 My grievance (confidential)....................................................................................................10
10 My failure.............................................................................................................................11
11 Recommendation and Suggestion.........................................................................................11
12 Conclusion..............................................................................................................................12

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2 Introduction

Xxxxxxxxxxxxxxxxxxxxxxxxxxx ltd started its operation partially in January, 2017.Though it was a

construction mode the administration work and HR related work started from January, 2017
onwards. During the time there was hardly30 people to manage the day-to-day functions. It is
included erecting team both in PEB and Ale.
From there we were able to bring the team together under three divisions Aluminum, Shelves
and PEB the common staffs like HR, Finance, purchase and Civil put together for Admin
department.

3 Duties and responsibilities of HR department

HR duties and Responsibilities mainly divided into four different time based regular work and
unexpected issues.

JOB SPECIFICATION FOR HR DEPARTMENT

DAILY DUTIES

1. Verify security registers.

2. Cross check punching list with attendance register.
3. Filing documents.
4. Addressing emergency situations if any.
5. Meeting outside people, daily paper work.
6. Addressing any grievances related to admin.
7. Rounds : Canteen and Plant.

Weekly duties

1. Updating employment records related hiring, transferring, promotion, terminating.

2. Addressing any employment related issues, complaints etc.
3. Conduct induction programme for new starters.
4. Visit workmen’s accommodation rooms.
5. Recruitment/status updating.

Monthly duties

1. Monthly salary work.

2. Salary advance preparation 20th of every month.
3. Preparing monthly statements (canteen expenses, admin expenses, rent etc :)
4. Conduct employee engagement programmes.
5. Preparing monthly PRM (PPT)

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 6. Preparing report of employees who join and exit.
7. Maintaining service record.
8. Monitoring monthly accommodation bill.
9. Monitor monthly EB-bill for rented rooms.
10. Contract workmen’s bill verification.
11. ESI return.
12. EPF return and PMRPY updation.
13. Performance appraisal and review/counselling and salary increment task.
14. CITU Settlement.
15. Monthly Security bill process.

Half yearly duties

1. Obtain certification for lift/pressure vessels.
2. Kerala labour welfare fund remittance.
3. Panchayath professional tax remittance.
4. Factory returns.
5. Building tax remittance.
6. ER-I Submission to Employment exchange ( once in a 3 month)

Annual duties
1. Factory license renewal.
2. Budgeting for next years and annual operating procedure preparation.
3. Annual plan for employee engagement.
4. Company day celebration.
5. National festival and holiday act leave submission.
6. Obtaining certification for various lifting machineries / Equipment’s as per Factories act /Rule.
7. PCB form No-02 return filing and submission to Pollution control Board.
8. Contract Labour license updation.

Two Year Tasks

1. ER-II submission for Employment Exchange.

General Work,
Personal grievances addressing and personal counselling is another work of HR , felicitating
policy as per company requirement . On requirement basis, formulate new policies.

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4 Various System and Implementation done by HR Team

What done HR for xxxxxxxxxxxxxx? It is listed below in bullet point.

1. Initial the current Admin office seat arrangement for office staffs
2. Purchased 56 chairs / 24 tables as of now.
3. Computer desktop purchased for initial level staff settlement from Siya computers,
Aluva.
4. Started recruitment for Back office staff (Like: Purchase, Warehouse & Accounts).
5. Attendance card allocation.
6. Personal bio data collection.
7. Personal Employee ID number allocation starts with 10000, 20000, 30000 based on their
nature of job.
8. Personal file system for all individuals.
9. Grade system and designation designing.
10. Gate Pass implementation for visitors.
11. New various registers / Working Procedures for security office.
12. Started National festival Holiday allocation
13. Consent to operate PCB license.
14. Smoothly handled with Local unloading workers issues through a gentleman settlement.
15. Factory license obtained on 07-07-2017.
16. ESI Registration w.e.f 01-07-2017.
17. EPF Registration w.e.f 01-07-2018.
18. PMRPY Benefit obtained.
19. Bureau of Immigration registration for forgine Visitors.
20. Leave card system for Permanent Employees w.e.f 01-01-2018.
21. Vehicle gate pass system.
22. Company vehicle authorization slips
23. On working time gate pass slip for employees.
24. Hospital tie ups with Athani and Thankam hospitals.
25. Contract work engagement
26. Accommodation site increased from 8 to 31.
27. Induction training for new joinees.
28. Performance review system.
29. Based on PRS the annual salary increment system developed.
30. Employee Id card system.
31. Uniform for different division.
32. Company day concept and event celebration.
33. Sports activity and cultural activities.

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 34. Various Employee Engagement activities.
35. Monthly Review meeting of HODs to review the performance.
36. Safety related posters and classes implemented with adequate fire extrusions
installation.
37. Housekeeping staffs involvement.
38. Email id and email id communications
39. CUG number for telephonic communication.
40. Marriage gift policy.
41. Health and Safety Polciy
42. Notice board communication system.
43. Standing order certification
44. Kerala labour welfare fund registration.
45. Marketing team developed.
46. Dispatch team developed.

5 Achievements and Benefits through HR DEPARTMENT.

 Major statutory registration obtained.
 To regulate IR issues in future, a Standing orders developed with consultation from labour
officials and got certified from the Deputy labour commissioner.
 PMRPY benefits availed as of now 2 lakh rupees got reimbursed.

All statutory related compliance to checked as per the duties and responsibility framed in the
point no-

6 Administration

Office Assets inside the Factory

Office assets are main in the admin department work, the table shows the inside campus admin
department asset registers

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 ASSET REGISTER
SL NO PARTICULARS HR OFFICE ADMIN PC PEB ALUM UV TOTAL
1 Air Condition 1 3 2 1 7
2 Almara -Steel Big 1 1
3 ALMIRA BROWN 1 1
5 Computer Chair 4 5 1 4 4 18
6 Computer Desktop 4 7 2 1 6 1 21
7 Monitor 1 1
8 Computer Laptop 1 2 1 1 5
9 Computer Table Small 1 1
10 File Cabinet 1 1 2
12 PRINTER COL 1 1
13 Printer HP 2 2
15 PRINTERS CANON 2 1 1 4
18 Steel TABLE 2 4 6
19 TABLE FAN 1 1 2
20 UPS 4 6 3 3 5 21
21 Visitors Chair-Black 4 15 4 5 5 2 35
22 Visitors Chair-Brown 9 9
23 WOODEN TABLE 4 7 1 1 7 20
24 Wooden Table big 1 1 2
TOTAL 34 52 15 20 34 4 159
Item wise details are attached in Annexure –I separately

7 Pending work

Some pending work is listed in the table, for new HR person, in which the factories and boilers,
PCB and Workmen compensation case, I will assist properly.
Statutory Compliance.

 How to take decision when an IR issues comes up.

 Negotiation with keen study on subject
 How to tackle local people with local peoples help and involvement.
 Studied the Importance of PR.
 Standing order framing and law point.
 Manufacturing process.
 How to sett up and industries.

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8 Recommendation and Suggestion

 We do all work with temporary objectives like our water pipe lines, we should have a blue
print about our lines with adequate water storage tank and supply.
 Dirking water facilities we have, I appreciate the ideas we follow, but it has to standardizing
further.

 Since our company is in very new stage whenever we commit a favor to a person, it
become a custom so think many time before do any commitment.
 Inside the campus the bike driving without helmet and three person travelling in a single
bike should ban.
 Very important matter, we should consider workers as mob, they can turn any time at any
situation so the supervisor would be the key control point. But I failed to see in PC and PEB
(some point) the Supervisor were not able to control the mob. The reason why the
supervisors are not maintaining a descent distance from their employees.
 They talk company matter together, they make their own perspective and they judge
senior officers together, they rate them etc . Which will spoil the good IR atmosphere of
any company. I found many times the trigger points where Supervisors themselves for an
issues. With regret to say, it is my failure that I don’t have any valid proof against them.
 Don’t encourage political and local interference much, I was keen and have good relation
with local senior politicians which helped me to come out with some issues.
 Keep good harmony with gov. officials and local people, leaders as I enclosed in the PR
table.

9 Conclusion

XXXXXXXXXXXX LTD is not just a job for me, if that is the case I never argue with management
or fight with collogue to get my work done, it’s more than a job. I am happy that I was part of
big team. I will be keen to watch the progress of the company and seeing happy to watch the
progress.
I extend my sincere appreciation for all Executive directors and Managerial staffs, workers for
their true support.

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My personal Contact: XXXXXXXXXXX941
Email: XXXXXXXX@gmail.com

Mr. XXXXXXXXXX

Annexure -1 Asset Details

Annexure -2 List of Files
Annexure 3. Vehicle register
Annexure -4 MY Computer files

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