handover mod hr
TRANSCRIPT
MOD HR DUTIES AND RESPONSIBILITIES Apart from Operations
HR PATH: CONTENTS
1. Interviews
2. Shortlist / KIV database
3. Recruitment
4. Reference check
5. Joining formality
6. Uniform deposit
7. Handing over the Appointment letters/ Offer letter
8. Create Personnel file
9. Induction
10. Uniform Distribution
11. Buddy Association
12. Showbiz ID Creation
13. HDFC Account opening
14. Salary
15. Medical Tests
16. Roster
17. Regular Training & Pop quizzes
18. Regular Punctuality Evaluation ( Attendance) & Absconding letter action
19. Performance Evaluation ( Evaluation Sheet )
20. Confirmation & Appraisal
21. Disciplinary Action (c to c, warning letter)
22. Sanctioning leaves
23. Resignation formality & Clearance Certificate for F & F
24. Facebook & Quality Checklist
25. Statutory compliance :
1. ESIC
2. PTAX
3. LWF
4. PF
5. Registers
6. Musters
7. Wage Cards
8. Leave Card
9. Files
10. Inspection book
11. Incident book
26. Welfare Activities :
1. Monthly meetings
2. Fun Activities
3. Employee of the month
4. Pop Corn Certificates
5. Highest SOS Incentive
6. Punctuality incentive
7. Birthday Celebrations
8. Cinema Star success celebrations
27. Staff provisions :
1. Offer letter
2. Appointment Letter
3. Uniforms
4. ID Cards
5. Lockers lock key /Reimbursement
6. HDFC Account Opening
7. Complimentary Tickets 4 / month
8. Paid Break
9. Torches (Ushers)
10. Compensatory offs if worked on National Holidays
28. Reports :
1. New Joinee data ( in 3 days of joining )
2. Quality Checklist ( G & A tracker)
3. Roster (PBRS) - Every Wednesday
4. Hourly report – Every Thursday
5. Interview Database – Every Friday
6. Attendance : Full Timer (25th eve of every month)
7. Attendance : Part Timer ( 30th / 31st eve of every month)
8. Shortage report : To be sent along Part timer’s attendance
9. Training Tracker report ( 27th of every month )
10. Training Feedback summary report ( 27th of every month )
11. Training Calendar ( 27th if every month )
12. Attrition report ( 28th of every month)
13. Employee master sheet ( 28th of every month )
14. Uniform Money Policy report ( 28th of every month )
15. Fun Activity with pics ( 28th of every month )
16. Current Employee status ( 29th of every month )
17. Report by email every time :
a. New Joinee joins
b. Staff’s absconding
c. Staff’s asked to resign
d. Staff resigns
e. Staff has not received sal/ cheque
f. Staffs showbiz ID not received
29. Files to be maintained:
1. Personnel File
2. C to C – Xerox/ Absconding letter – Xerox/ Warning letter – Xerox
3. Cinepolite request file – Leave Request Xerox & Shift Request
4. Format File ( Leave app/ Clearance certificate/ C to C/
5. Weekly interview File
6. Resigned Employee clearance certificate
MOD HR DUTIEES AND RESPONSIBILITIES –Operations (Daily)
1. Self Grooming
2. Check the log book
3. One round of the property with manager checklist before shift
4. Briefing
5. Performance analysis board to be filled up.
6. Grooming check (Grooming checklist)
7. Staff Allocation
8. Float issue
9. Fill Opening manager checklist
10. Fill housekeeping checklist (You are in charge of housekeeping)
11. Cross check opening checklist to be done by supervisors
12. Check if standees flexes schedules and promotional materials present and well placed at
property
13. Check wi fi is working at Coffee tree
14. Check if fliers, feedback forms, club cards given, coffee tree coupons given.
15. Check the housekeeping & security staff present
16. Check maintenance register
17. Randomly check the signage sheet behind the washroom door
18. Check online booking functioning
19. Check facebook fan page, follow the fb chart posted on notice board.
20. Update the G & A tracker Quality checklist
21. Initiate evaluation of staff to be done by supervisors
22. Spot checks in co-ordination with accountant of staff during not very busy hours
23. Guest grievance handling
24. Call guests who have complained or even appreciated via kiosks, visitor book or even
facebook.
25. Check if procedures are followed starting from staff tech sales to dress code to each area
procedure whether box office, concession, coffee tree.
26. Staff grievance handling
27. Welfare/ fun activities to conduct
28. Learn Projections, preparation at Coffee tree, Pos handling, ticket selling at Box.
DETAILED HR PATH :
1. Interviews :
a. Conduct walk-in interviews either on a particular day for eg. Wednesday from 4pm -6pm or
everyday 4pm -6pm.
b. If possible prepare a Creative and stick it on the entry for awareness of vacancies in case
walk-ins required.
c. Our Consultant Pathfinder (Deepak), help us with candidates , so co-ordinate with him by
emailing him the requirement. Follow up.
d. Email Deepak & Prakash , the aftermath of interview with candidates sent by him.
e. During the interview, Staple the interview sheet with resume and mention your views about
candidate.
f. Collect resumes and store it in the weekly Interview database file.
g. Once the weeks done, discard the resumes.
h. Fill in details of candidate in the interview database excel sheet.
i. Send the Interview Database to HO every Friday as a weekly report.
2. Shortlist/ KIV’s :
a. Candidates are either shortlisted, rejected or KIV (Keep in view), which means that the
candidate can be used for future reference.
b. Shortlisted candidates must be briefed about the Uniform Deposit, which is Rs. 1000. And
the documents they need to carry for joining. Do not compromise if they say they don’t have
the required documents.
c. Give them a date of joining and follow up with them on the day they are to join.
3. Recruitment :
Recruit candidates (for any position) who fill the following criteria : (Generalised Criteria)
a. Has a photo-id (Pan card, Election ID, Driver’s License). The photo must be clear.
b. Can pay Rs. 1000 Uniform Deposit.
c. Stays close by.
d. Can understand English well, if not speak well.
e. 10th pass (Minimum) (Also depends on position)
f. No visible tattoos, piercings.
g. In case of part timer’s, a reference check is required mainly if from a multiplex background.
h. In case of full timer’s, a reference check is required. Fill up the reference form.
i. In case of full timer’s, a pay slip and relieving letter of previous company required.
4. Reference Check :
a. As mentioned above, Part timer’s reference check is required in case of Multiplex/ Hotel
background.
b. Full timer’s, reference check is required. Please fill up the reference form and keep it in his
file.
5. Joining Formality :
a. The documents required for joining are as fol lows :
1. Pan Card /Drivers l icense/ Passport Original
2. 2 Pan Card/ Drivers License/Passport Xerox Copy
3. 2 Resume/ Bio data
4. 2 10th/12th pass certificate copy
5. Residence proof : Electricity bil l/Ration Card
6. 4 passport size photos
7. 4 stamp size photos
8. 2 family photo
b. Get the Personal Detail form fi l led up.
c. Get the Form’ F’ Nomination form fi l led up.
d. Get the Form2 Nomination and Declaration fi lled up.
e. Get the Form11 fi l led up.
f. Get the ESIC declaration form fi l led up.
g. Collect the uniform deposit.
h. Give candidate the deposit’s cash receipt and the amount to Accountant.
i . Send an email to HO regarding his joining ( Send joining documents scanned in 3 days)
j. Register him in the ESIC online site.
k. Create a personnel fi le in the candidate’s name and fi le in all the documents.
l . Scan all the documents within 3 days of joining and send details to HO.
6. Uniform Deposit :
a. The Uniform deposit is of Rs.1000.
b. Collect the amount and hand it over to the accountant.
c. Prepare the cash receipt.
d. The white copy given to staff and the yellow copy stays with us in the receipt register.
e. Follow up with the Accountant for the deposit of the amount NOT in the expense account
but the Cinepolis account as you have to send Uniiform money report to HO every 28th
7. Appointment letter/ Offer letter :
1. Part Timer :
a. Part timer’s are not given Offer letter.
b. Part Timer’s appointment letter can be handed over from site. Fill in the requisite details as
address, date, hourly gross salary, signature etc. But since the past 2 months, it has come
from HO, so follow up in case not received in a week of candidates joining.
c. Take Xerox copy and get the signature of candidate on the Xerox meaning ‘accepted &
acknowledged’.
d. Keep the Xerox copy in the file.
2. Full timer :
e. Full timer’s Offer letter to be handed from site.
f. The salary to be negotiated with the candidate.
g. Salary offer to be confirmed only after viewing the pay slip from previous company.
h. In case of any confusion, confirm with Divya.
i. Once confirmed, prepare the offer letter.
j. The correct address, designation and Salary offered to be mentioned.
k. Salary offered must be discussed with HR Manager (Divya Bisht) before finalising.
l. Offer letter must be printed in the letter head.
m. Signed by AM HR or by the Unit head for Divya Bisht, HR Manager.
n. Take Xerox copy.
o. Once you hand over the offer letter, ask the staff to read through it and sign on it
mentioning ‘Accepted & acknowledged’ on the Xerox .
p. Keep the Xerox in his personal file.
q. We don’t give appointment letters from site. It comes from HO.
r. Follow up with HO about the same.
8. Create Personnel File :
a. Form F
b. Form 2
c. Form 11
d. All Joining documents
e. Signed Xerox of Offer Letter
f. Signed Xerox of Appointment letter.
g. In case of leave applications
h. In case of appreciation letters/Ctoc’s/warning letters.
i. If medical’s done, its report.
j. Resignation letter
k. Clearance certificate etc
9. Induction :
a. Once the joining formality is done. Be prepared with the induction ppt.
b. Ask them to keep a writing pad pen ready.
c. Hand over Value card & Cine experience notes to each.
d. Start Induction.
e. After Induction, give them feedback forms.
f. After collecting the feedback forms, take pop quiz.
10. Uniform Distribution :
a. Each staff to be given 2 Tshirts, 2 Trousers, 1 belt, 1 pair of shoe, 1 Name badge.
b. In case you are short of any particular part of the uniform, hand over 1 each and give them
the 2nd one later.
c. In case of alteration (only trousers) required, it needs to be done within 3 days.
d. They need to wear black socks at all times when in uniform.
e. No rings, earrings, studs, visible tattoos, necklace, bangle (except kada) for the boys.
Basically besides the uniform they should be wearing nothing else.
f. Same goes to girls, but they can wear studded earrings. No flashy (red) nail paint. Other than
the uniform preferably nothing else.
g. Brief boys to be well groomed, well shaved, no side locks, no long hair.
h. Brief girls to put some make up on, wax hands, lightly paint nails, small earrings and hair tied
into a bun. If short hair a high pony.
i. Please ask them to take care of the uniform because in case they lose any part of it, they will
need to buy it. Uniforms are expensive.
j. Maintain a register and also maintain soft copy regarding uniforms stock received, uniforms
received back from resigned employees. & also uniforms given out.
11. Buddy Association :
a. So now, you have finished with Joining formality, Uniform Distribution and Induction. All
these are to be covered in the first day. The next day when he reports to work, introduce
him to the supervisor who in turn will associate a buddy.
b. Buddy is a staff who will show the new comer around and involve him in the work he does.
c. The new staff will be working with the buddy the entire day on floor.
d. After buddy association, go online to the ESIC website and create the staffs ESIC ID. The
Insured person’s no.
12. Showbiz ID Creation :
a. Once the joining details and documents (scan ) have been sent to HO, follow up about the
creation of ID’s.
b. Showbiz ID is also the employee ID.
c. These ID’s are used for the POS (Point of Sales), through which the staff can sell items. It is
important that they have their own ID’s when they handle POS, so ID creation becomes very
crucial.
d. You can check if the ID’s have been created by going to MPlex Masters. (For more details on
MPlex ask MOD or IT).
13. HDFC account opening :
a. To open salary account with HDFC, ask staff to aways carry Pan Card original and Copy with
a passport size photo.
b. Then call up HDFC personnel.
c. Give him timing convenient for staff.
d. The HDFC personnel will do the form filling with staff. He will need authorised signatory’s
signature and Cinepolis round stamp on it.
e. After this, collect a cancelled cheque from the chequebook they receive.
f. Ask the staff to put in Rs. 50 to keep the account active and give you the receipt for proof.
The account must be active within 7 days.
14. Salary :
a. The attendance details are to be sent to HO. Full timer’s attendance must go on the 26th
morning of every month. Details from the 26th to 25th are sent.
b. Part timers attendacne report must go on the last day of every month. (1st – 31st)
c. The salary for the full timer’s is credited on the 1st and part timer’s on the 7th of every
month.
15. Medical test :
a. Basic medical tests to be done for staff by a government hospital.
b. Medical tests include : Blood test
Blood Pressure Check
Blood Group Identification
Complete Blood Count
Blood sugar Level
Skin Infection
Serological Examination of Blood
c. Also some of the other tests that could be done are as follows:
Widal test
Chest Xray
Hepatitis B Antigen test
d. The budget for each staff must be Rs. 600 and not more.
16. Roster :
a. Roster is a weekly schedule for the staff.
b. The format we use is the PBRS – Productive Based Rostering System
c. The staffs off/ comp offs/ On leave must be mentioned.
d. Take applied leaves , requested day off’s into consideration while preparing roster.
e. Staff are to stick to their off’s. In case they need another day off and if you have already
published the roster, ask them to ‘swap’ their off with another staff in the same area (
Concession, Coffee Tree, Box etc)
f. The roster has to be emailed to all MOD’s Sudipto, Supervisor’s and Anjali every
Wednesday for the week Friday to Thursday.
g. Also need to pin a print out on the notice board in Manager’s cabin and Employee room.
17. Regular Trainings and Pop Quizzes :
a. You need to report to Anjali regarding trainings.
b. The trainings to be conduct are as follows :
Cinepolis Introduction, Mission & Vision statement(s), Values
Quality Of Service & Cine experience
AtoZ Service,Selling Techniques
Leave Policy & Salary advance policy & statutory,Being Popcorn,Greivance Handling
Grooming & Uniform SOP,Team Building,Social Media
Communication Skil ls,Food Safety and Sanitation,Basic Cinema Operations
Ushering Operations
Box Office Operations
Concession Operations
Coffee Tree Operations
Cash Handling , IN Audi Expereince
Housekeeping & Cleaning Processes
Training on Showbizz
Mystery Shopper
Practical Training
Introduction to IT and Projections
Fire Fighting Training
Red Cross Training
Medicals
c. Out of the above trainings, you will do the first training Cinepolis Introduction (Induction) on
the day of staff’s joining.
d. All the other trainings until the Housekeeping and Cleaning Processes will be done by you in a
period of time.
e. The ‘Training on showbiz’ is to be done by a showbiz personnel, but not required for regular
staff. MOD needs to be aware of its operations.
f. ‘Mystery Shopper ‘is a program conducted by our external auditors, who might come down
for an audit and later talk to everyone on their observations.
g. ‘Practical Training’ is done on a regular basis but the days when staff is associated with the
buddy is the beginning of practical training.
h. ‘Introduction to IT and Projections’ is to be taken by the IT from HO. This training is meant
for MOD. Inspite of the training, MOD is expected to learn practical projections from IT /
Projections.
i. ‘Fire Fighting’ & ‘Red Cross /Medical’ trainings are to be conducted by professionals. You
need to arrange these trainings at least once in 6 months. Our professional trainers come
from ‘Usha Fire and Safety’.
j. After every training you conduct, you need to hand feedback forms to staff.
k. After the feedbacks, you need to conduct the pop quiz.
l. Pop quizzes need to be corrected and filed in the box file.
m. The scores of pop quizzes are to be mentioned in the Thane Training tracker report which we
need to send on the 27th of every month.
n. There are 3 training reports. So along with the training tracker, we need to send the Training
Calendar and Feedback summary report.
o. Training Calendar is your schedule for training next month.
p. Feedback summary report is the feedback mentioned on the feedback forms by staff.
18. Punctuality evaluation ( Attendance ) & Absconding letter action :
a. There is an attendance sheet kept at the security.
b. There is also an entry exit register kept at the security in which staff also mentions the cash
they carry. (They are not allowed to carry more than Rs.300) Staffs security and cash check
is done at entry and exit. Their cash while entry and exit must tally.
c. The attendance sheet has a sign- in and sign- out. Part Timer’s have to sign- in and out,
where as a Full Timer can sign-in and not necessarily required to sign out.
d. Every once a day, take the attendance sheet to fill in the attendance (excel sheets &
musters). This way you evaluate on a regular basis about late comers & staff who have not
informed leaves.
e. In the attendance excel sheet & muster, please mention the rostered hours and not the
exact sign in and out time mentioned by staff on the physical attendance sheet.
For eg. In case you have rostered Rahul from 9-6 and he mentions in the attendance sheet
Sign –in 8.30, do not consider the half an hour in the attendance excel sheet or muster. But
in case he comes half an hour late, say 9.30 in this case, you mention the timings as 9.30
and not 9.
f. The staff who come late on a regular basis or staffs who have taken uninformed leaves are
to be given verbal warnings in the first 2 times. The third time, issue a C to C (commitment
to correct). If there is no improvement after this, a warning letter to be issued. After this , if
no improvement, ask to resign.
g. The above action is the procedure for any indisciplinary action.
h. In case a staff has not been reporting to work for continuous 3 days and has not informed,
call and check. If he says he will report back and comes back to work, give him a C to C for
uninformed leave. If he still doesn’t resume, he is an absconding employee.
i. Staff who doesn’t report to work for continuous 5 days without informing is an absconding
employee. Call and check. In case not responding, send an email to HO stating the name ,
designation, date of joining and date of leaving requesting them to Hold Salary.
j. We need to send (courier) the 1st absconding letter to staff on the 10th day of his date of
leaving.
k. In case no response, wait for another 10 days and on the 10th day of sending the 1st
absconding letter , send the 2nd absconding letter. If still no response, we consider them no
longer interested and send them a final 3rd letter again on the 10th day of sending the 2nd
absconding letter.
l. Send the scanned copies of each letter to HO before you courier.
m. Note : We must also be checking and signing on the housekeeping attendance registers on
a daily basis. We must know the no. of housekeeping and security staff on board.
19. Performance evaluation (Evaluation sheet ) :
a. Evaluate each staff’s performance by observing and taking outputs by supervisors.
b. There is an evaluation sheet for each area, Concession, Coffee tree and Box Office. Initiate
the evaluation by asking a supervisor to evaluate a particular cinepolite. The cinepolite must
be your choice and not the supervisor’s favourite.
c. The evaluation sheet is to be filled by supervisor and once done, he will hand it over to you.
d. Note the weak points and positive points of the staff.
e. Talk to the staff on his weak points and appreciate the positive points.
f. At least 2 staff to be evaluated a week.
20. Confirmations and Appraisal :
a. After probation period of 6 months, staff is either confirmed, not confirmed or confirmation
is extended by a month or two.
b. Keep the appraisal form ready. Fill in the required information before calling in the staff.
c. Ask staff to come in one by one. Talk to them about their positives and negatives. Decision
must be based on performance, punctuality and attitude.
d. You are to do this process only for the part timer’s. The full timer’s confirmation will be
done by HO.
21. Disciplinary action ( C to C , warning letter ) :
a. The process to handle undisciplined staff has been discussed in the point 15.
b. Disciplinary action could be taken against staff who are a . Irregular b. Not groomed well on
a regular basis c. Rude behaviour /Bad, Casual Attitude d. Not good at work etc as per your
discretion.
c. In case of an integrity issue (stealing etc ) , staff has to be asked to resign.
d. Whenever a C to C or warning letter is issued, you need to keep a copy along with their
signatures in their personal file. Same goes to absconding letters. A copy in the personal file.
e. Do not terminate any staff, always ask them to put down resignation. In case they don’t put
in resignation, speak to Divya and then take a decision.
22. Sanctioning leaves :
a. A new joinee is not entitled for any leaves , be it sick leave , casual leave or earned leave for
the first month.
b. The 2nd month onwards he is entitled for 1.5 earned leave, 0.5 casual leave, 0.5 sick leave. In
all, staff is entitled for 7 casual /sick leaves and 18 earned leaves. (Will be 21 soon)
c. In case staff takes more leaves than entitled, they will be leave without pay (LWP).
d. In case of informed leave, ask for a proof. i.e. in case sick and needs more than 2 days off,
ask for a medical certificate. In case exam, ask for a time table or hall ticket. In case the
reason is genuine but can’t be proven, all leaves will be LWP.
e. Follow up on the date of resuming.
f. Take decision as per your discretion, but if staff doesn’t return, call and check and if no
response or says he will need more days, ask him to resign.
g. Email HO to hold salary in case of absconding(5 continuous uniformed leaves)
23. Resignation formality & Clearance certificate for F & F :
a. In case staff resigns during the probation period (1st 6 months), notice period is 7 days.
b. In case staff resigns after the 6th month, notice period is 1 month.
c. Any time a person resigns, ask him to give you a resignation letter.
d. Read the letter, ask the staff the reason in detail.
e. If you accept the resignation, sign on the letter stating it has been approved.
f. Ask the staff if he will be serving his notice period.
g. If he serves the notice period, ask him to return the company assets on the last day of
working. If not, ask him to return all the company assets the same day.
h. If he returns the company assets, prepare the clearance certificate. If not, tell the staff that
his full and final settlement (F & F)process will begin only when he returns the company
assets.
i. Clearance certificate: Mention details of staff. In remarks, mention the days of notice period
served, if any company asset not returned and also if he had given us the uniform deposit at
the time of joining. After you finish , give Pradnya (accountant) the clearance certificate to
check for shortages. If shortage , she will mention the amount and sign. If no shortage ,
mention, no shortage and she signs.
j. Email HO the day the staff resigns . Scan the letter and send in the email.
k. Once the clearance certificate is prepared, scan the resignation letter along with clearance
certificate and send to HO to start process of F & F.
l. In case staff wants to withdraw PF, he needs to fill 2 forms : Form 19 and Form 10C and give
us a cancelled cheque of his active bank account. Stick revenue stamp on the 2 forms.
m. The staff will receive his F & F amount only after a month of sending his resignation letter
and CC to HO.
24. Facebook and Quality Checklist :
a. Follow the FB schedule pinned on the notice board.
b. ‘Like’ the page yourself and also brief staff to ‘like’ the page.
c. No staff is supposed to post anything or respond to any post on the fan page of Cinema Star.
d. You are to log in with the Cinema star ID to respond to posts, queries and post as per the
schedule.
e. All guests posts/queries are to be responded within an hour.
f. Wednesday’s we are to post a contest and the rest of the days fan engagement.
g. Find means and ways to get maximum thanekars ‘like’ the page.
h. Post the weekly schedule as soon as the schedule is finalised but before Friday.
i. Post the outgoing movies on Tuesday.
j. Post the poll on upcoming movies on Saturday. Also take a print out of the upcoming movies
and take a poll at the box office (if required).
k. Quality Checklist is a daily report sent by the evening manager. There are 4 sheets which
includes daily checklist, monthly checklist, grievance and accolades. You need to fill the
grievance and accolades on a daily basis and send the updated sheet to the e vening
manager, so he could fill in the other two sheets and forward the same to HO.
25. Statutory Compliances :
Mr. Belekar is our consultant who helps us handle all the statutory compliances. In case of
queries and details discuss matters with him. He will visit us 4 times in a month and may be
more as per requirement.
In case of any labour officer comes for inspection, you could contact Mr. Bele kar for the
requisites.
a. ESIC :
- Any new joinees joining formality done, induction done, uniform distributed and buddy
associated. The next thing is to create the IP no. for that staff by going online to the
website www.esic.in. Log in using the user id (sub code) and password.
- Create the IP no. as per instructions.
- After creating the IP, take a print out of the temporary card.
- Staple the staff’s family photo with the card.
- Stamp of Cinepolis on it.
- Ask the staff to take the card to Kamgar Hospital, Wagle Estate to get their stamp for
further usage.
- In case he hasn’t been able to give us a family photo, he has to take his family to get the
picture clicked there or at the camp that we can conduct on our premises so that the
photos and attestation is done at our premises itself.
- The card can be used at most of the medical practitioners.
- ESIC is deducted from staff’s salary.
- 1.75% of staff’s gross salary is deducted and 4.75 % the company puts in.
- The payroll is taken care of at HO.
- We need to get the salary sheet by the 10th.
- As soon as you get the salary sheet, start with the ptax calculation for the prep of cheque
for PTax payment.
- The next would be going online to the esic site. Download the MC template and follow
instructions so as to prepare online challan.
- The online challan must be ready by the 15th so the payment could be done much before
the 21st, which is the last day of payment every month.
- The challan must have Cinepolis stamp and Authorised signatory’s sign on it. Keep a Xerox
of the cheque and challan with you before proceeding to the bank.
- Send a staff with the online challan, cheque and previous month’s token, so he could
collect the RC (Return of Challan) of previous month.
- After the payment, the bank gives a token.
- So staff basically gets the token of this month and RC of previous month
- Scan copies and send HO.
- File it.
b. PTax :
- Professional Tax deduction is either Rs. 175 or Rs. 200 for staff. Only in Feb, the deduction
will be Rs. 275 and Rs. 300.
- As soon as you receive the salary sheet, add up the PTAX deductions of all staff. The total
amount is what we need to pay.
- Email HO about the total amount for which you will take approval to proceed for
preparing the cheque.
- Once the approval, send Accountant an email to prepare the cheque.
- All this must be done by the 11th.
- After receiving the cheque, prepare the challan(hard copy).
- Get the Cinepolis stamp on it and Authorised Signatory’s sign.
- Take a Xerox copy of Ptax challan and cheque.
- Send a staff to the bank with the challan, cheque and token of previous month.
- He will get the RC of previous month and token of this month.
- All this must be done by the 12th as 15th is the last date of payment for PTAx.
c. LWF :
- Labour welfare fund deduction is either Rs. 6 or Rs. 12.
- This is a half yearly payment.
- Mr. Belekar- our consultant will guide you exactly how to go about it.
- We got our labour registration done recently and have made half yearly payments in the
months Dec 10 and June 11.
- The next payment is due in the month of December 11.
d. PF :
- PF is being taken care of at HO.
- We need to have all the PF no. of staff and keep the record with us.
- The deduction is 12 % of staff’s basic and 13.61 of basic salary.
- Note : We also need to keep a record of Housekeeping staff and Security staff ’s payment
towards PF ESIC . As they are outsourced, we must follow up and keep a copy of their
payment proofs with us.
e. Registers :
- ESIC Register
- Leave Register (Part timer )
- Leave Register (Full timer )
f. Musters :
- Non F & B staff
- F & B staff
- Full timers
- Managerial staff
g. Wage card : Monthly
h. Leave Card : Yearly
i. Files :
- ESIC
- PTax
- LWF
- PF
- Contract Labour
- Salary Statements
j. Inspection Book :
- Inspection book 1 – Labour officer
- Inspection book 2 – Shops & Establishment
- The labour officer or shops and establishment inspector might come down for an audit /
check. They will check all our payment histories , the files , registers we maintain. After
their check we are to get them sign on their respective inspection books and mention
their remarks.
h. Accident book :
- This book is maintained in case of staff meet with an accident during working hours.
- We will have to mention the treatment given to him.
- If his esic card(temp or permanent ) card was used.
26. Welfare Activities :
1. Monthly meetings :
- Decide on a particular day/date for each month to conduct the monthly meeting.
- All the staff are to be present for this meet.
- This meeting will generally target discussing highest SPH, areas of improvement, staff
queries etc.
- After the discussion, awards for eg. The employee of the month, pop corn certificates,
highest sos can be handed out. Pictures to be clicked.
- After this if there is time, conduct a pre decided fun activity.
2. Fun Activity :
- Fun activity could be a game, a fun task, a celebration.
- There has to be at least one fun game played amongst the staffs at least once a month.
- The fun game can be decided by you or you could ask them to pick a choice.
- Pictures to be clicked as a mandate and sent to HO on the 27th of every month HO. Also
send the plan of fun activity for next month in the same email.
-
3. Employee of the month :
- A particular staff who you have observed has a good attitude, is punctual, is good at what
he does and has had good sos count etc can be chosen to be the employee of the month.
- He could be given a certificate or an award for the staff. Even a employee of the month
badge to be tucked on to the T-shirt like name badge can be prepared so the staff wears
the badge every time he is on floor for that month.
4. Pop Corn certificate :
- A pop corn certificate is given to staff for any reason that proves he has done his job
better than expected. Basically for good performance.
- It is a certificate which can be given from any staff to any staff. No hierarchy required. A
staff can give to a manager or to a colleague for his striking performance.
- Pop corn certificates to be given in front of the team.
- Pictures to be clicked as mandate and sent on the 27th to HO along with fun activity.
5. Highest SOS Incentive :
- SOS is service on seat. Ushers need to serve the guests on their seats.
- The staff who does the highest amount wins either a certificate or some sort of an
incentive, which can be concluded as per the Unit Head’s call.
- SOS always helps in increasing the SPH (Spent per head) due to which incentivising will
only help the ushers be all the more motivated.
6. Punctuality Incentive :
- This could be a mere certificate or a gift that will motivate others to be on time.
- So far they have been verbally appreciated but a tokenof appreciation always helps.
7. Birthday Celebrations :
- At the end of the month, one day s chosen to celebrate birthdays of those whose
birthdays fall in that particular month.
- A big cake is brought and cut in the month end for all those staff and they cut the cake
together.
- Pictures to be taken as a mandate and sent on the 27th with fun activity.
- We have also tried different ways of wishing our staff birthday, by giving them offs that
day so they can enjoy with their friends and also giving birthday cards.
8. Cinema Star Success :
- Celebrations for Highest SPH i.e. much beyond the target 42, highest admits compared to
competitors etc must be celebrated by either getting some eatable or chocolates for all.
27. Staff Provisions :
1. Offer letter :
a. It has already been discussed above.
b. Remember, part timers don’t get offer letters.
c. For full timers, salary offered by you has to be finalised by HR Manager.
2. Appointment letter :
a. It has already been discussed above.
b. Please keep following up in case of delay with HO.
3. Uniforms :
a. Already discussed above.
b. Uniforms to be given only when the staffs have given us Rs.1000 cash deposit.
c. Maintain the register with all details regarding uniform distrtibution filled.
d. Miantain the uniform stock report excel sheet regarding, uniforms in hand and
uniforms given.
4. ID Cards :
a. The employee code is same as the showbiz ID’s.
b. ID cards must have a stamp photo of the staff fixed.
c. ID card must have stamp of Cinepolis (round stamp).
d. Laminate and hand it over.
5. Lockers lock key/ reimbursements :
a. A particular locker to be given to staff.
b. We can give them the lock and key, but the key can open any lock bought by
company. A apare key with HR Supervisor.
c. Else, staff can buy a lock for himself. He must have 3 keys to it. 1 with him, HR
Supervisor & 1 with security.
d. Staff can get the amount reimbursed. Amount Rs.30 not more.
6. HDFC account opening :
a. This has been discussed above.
b. Do not forget to collect cancelled cheques from staff.
c. Ask staff to keep the account activated by pitting a rs.50 into their account even if
the account is 0 balance account.
7. Complimentary tickets :
a. Staff is entitled to 4 complimentary tickets per month 1 month of their joining.
b. Complimentary tickets do not mean free. It means staff pays the tax and watches
the movie in concessional rate.
c. Tab has been created at box office for staff.
d. Complimentary tickets NOT to be utilised on weekends and public holidays.
e. Also see to it that not more than 10 staff complimentary tickets to be given per
show.
8. Paid Break :
a. If staff are called for a 9 hour shift, they are entitled for a 1 hour paid break i.e ½
hour for lunch/dinner , 15 minutes for tea twice.
b. If staff is called for 6 hours, they are entitled for a half an hour break .
c. If staff called for 4 hours, no breaks given.
d. Staff signs in the break register maintained by Supervisors whenever they go and
come back from breaks.
e. Phone usage is only allowed then, otherwise cell phones are not to be used in the
premises on duty.
9. Torches :
a. Ushers are given torches for escorting guets at audi.
b. We hand over a torch to per usher. Bringing it every day is his responsibility.
c. In case he loses he will need to buy one himself.
d. Batteries will be provided by us everytime the battery gets over.
e. We must keep extra torches in case of emergencies .
10. Comp Off for national holiday :
a. A staff is entitled for a comp off in case worked on national holidays.
b. A comp off is also given to staff in case he was required to do a major over time of
say 3 - 4 hours more than his shift timings.
c. Comp offs to be mentioned in the roster to avoid confusion.
MOD HR DUTIEES AND RESPONSIBILITIES –Operations
1. Self Grooming :
a. As soon as you reach work, get youself well groomed , in proper uniform (Shirt , Trouser,
Cravatte, Stocking, Close court shoe,, Name badge, Makeup and hair neatly tied into pony.
b. No hanging earings, visible tattoos, bright nail color.
2. Check the log book :
a. After being well groomed, check the managers log book.
b. Manager’s log book is meant for managers to write down the pending work, or any
incidents, things to be followed up etc.
c. Read the follow ups mentioned by the manager of previous shift.
d. After reading sign on the sheet meaning you have read it.
e. Fill up the details in a new page about staff present for your shift.
f. Prioritise actions to be taken as per follow ups.
3. One round of the property with manager checklist before shift :
a. Carry the managers checklist with you so you can check areas as per the checklist.
b. Check housekeeping of each audi, concession, coffee tree, back area, behind the audi’s(exit
area) .
c. Along with housekeeping, check if the lights are on, led’s are showing the right message,
LCD’s are on, aromas good.
d. If the above are not, follow up with respective staff and tell them by the time you finish
briefing it must be done.
4. Briefing :
a. Staff is to report for briefing at the time they have been rostered. Say you have rostered
morning staff at 9, then they are to be present for briefing at 9.
b. Begin the briefing when staff and supervisors are present.
c. Start with wishing a warm ‘Good Morning, welcome to Cinema Star’ & encourage them to
repeat.
d. Grooming check
e. Fill in the performance analysis boards, in case not filled in the previous night.
f. Staff is not supposed to carry mobile phones or wallets in the premises on duty but we allow
as of now as the lockers lock issue is not yet resolved.
g. They are not supposed to have more than Rs.300 in their wallets.
h. They must be carrying their value cards and a small notepad along with them in their
pockets.
i. Discuss previous days SPH Admits ATP F &B sales and remind staff the target of 42.
j. Talk about incentives in case any
k. Follow the briefing chart pasted on notice board.
l. Staff allocation
m. Reiterate the mission, vision, values , promotions running at Cinema Star.
n. Take up guest issues, staff issues, shortage issues, audits.
5. Grooming check (Grooming checklist)
a. Grooming checklist has to be done during the briefing.
b. Has to be signed by supervisor and countersigned by you.
c. In case a staff is not in complete uniform due to genuine reasons try providing him as per
uniforms returned by resigned employees. Otherwise ask the staff to leave.
6. Staff Allocation :
a. Allocate staffs in the respective areas.
b. Try relocating them to different areas weekly or once in two weeks.
7. Float :
a. Float is a certain amount given to staff before they go to handle POS at respective areas(Box,
Concession, Coffee tree)
b. The amount is usually mixed notes of Rs. 10, Rs. 50, Rs.100 and total amount varies from Rs.
1000 on weekdays and Rs.2000 for weekends, so that they have enough change while
handling cash.
c. The float is kept in MOD safe.
d. The accountant must have kept a total amount of float ad extra change of tenners etc in it.
e. You must hand over the float of Rs.1000 to staff and ask him to count.
f. The associate will mention name and amount of float and signs in the Float Register.
g. The accountant must have mentioned total amount float and change kept in MOD safe in
the float register, so you can cross check.
8. Fill Opening manager checklist :
a. As soon as you finish handing out float, see to it that the respective areas have enough staff.
b. You will then take the manager’s checklist (& housekeeping checklist) and take a property
round and mark as per the checklist. If something is not right, get it right.
c. Maintain a file that will help you to keep the manager’s checklist.
9. Fill housekeeping checklist (You are in charge of housekeeping) :
a. As housekeeping is another one of your key areas, you must ensure enough staff.
b. After that is ensured , follow the housekeeping checklist.
c. Take actions then and there as per observations.
d. All areas, concession, coffee tree, audis, store etc must be clean
e. Deep cleansing weekly routine to be prepared and followed.
10. Cross check opening checklist to be done by supervisors :
a. Supervisors are to fill up supervisor checklist of each area, coffee tree, concession, box
office, ushering.
b. Once the checklist has been filled by them after the briefing, you are to do a random check
to cross check. Once cross checked , sign and hand it back to Supervisor.
11. Check if standees flexes schedules and promotional materials present and well placed at
property :
a. The standees flexes in the lobby, posters, poster boxes must be kept clean and visible to
patrons.
b. The schedule standee must be visible at all times at box office.
c. Kiosk and schedule light to be switched on.
d. The posters should be of the movies playing or up coming ones. The older ones are to be
discarded every Thursday.
e. The banners must be of the current movies playing above the ground floor box office.
f. Check if fliers, feedback forms , club cards given, coffee tree coupons given.
12. Check wi-fi working :
a. Check if the wi-fi is functioning at coffee tree as it is supposed to be free wi fi facility.
b. If the wi- fi is not functioning , get the IT work on it.
c. If there is a genuine reason, it must be informed to supervisors so that any guest ask for it,
they have an answer.
13. Check the housekeeping & security staff present :
a. Keep yourself aware of the security and housekeeping staff present.
b. Security has 4 staff including one lady staff and excluding a bouncer each shift.
c. Housekeeping has 4 staff including Housekeeping supervisor each three shift, morning mid
and evening.
d. Sign on their register or attendance sheet on a daily basis.
14. Check maintenance register :
a. A maintenance register is maintained that has all the snags mentioned.
b. If you onserve a snag you cn fill the register and keep a follow up date to check if the work
is getting done.
c. Follow up with staff and required vendors in case required.
15. Randomly check the signage sheet behind the washroom door :
a. Check the signage sheet placed behind washrooms door in case of the ladies washroom.
b. Randomly check the washrooms are clean, all lights working, pleasant aroma, taps working,
soap dispensers working etc.
c. The signage sheet is to be signed by housekeeping and you must cross check if washrooms
are being cleaned regularly.
16. Check if online booking functioning :
a. Check the website www.cinemastar.co.in. Register yourself and randomly do a unpaid
booking and check if the booking is working or if the schedule mentioned is right.
b. If it is not, inform the IT Sup to take action.
17. Check facebook fan page, follow the fb chart posted on notice board :
a. We have a fan page at facebook. The page is Cinema Star Thane. ‘Like’ the page from your
profile.
b. Follow the Fb chart that is pasted on the notice board.
c. Answer queries within in an hour.
d. Post schedules as soon as finalised.
e. Post contests on wednesday.
18. Update the G & A tracker Quality checklist :
a. Quality checklist is a daily report which has 5 sheets, Daily, Monthly, Scores, Grievance and
accolades.
b. The grievance & accolades to be updated daily. You have to mention posts by guests on
facebook, or views on the visitor book or personal interaction.
c. To elaborate the previous point, you have to mention guests complaints in the Grievance
sheet and messages specifying the good about cinema star in Accolades sheet.
d. After you update send the sheet to evening manager so he could
19. Initiate evaluation of staff to be done by supervisors :
a. The evaluation of staff must be done randomly from each area.
b. The evaluation sheet is to be given to supervisor so he could evaluate and come back with his
score.
c. If you feel you need to brief the staff on his weaknesses do so as soon as his evaluation is
done.
20. Spot checks in co-ordination with accountant of staff during not very busy hours :
a. Spot checks are to be conducted randomly without information to staff in a not very rush
hour.
b. You need to go and collect all the cash of the staff in a particular area.
c. Ask accountant on the inter phone about the complete cash of that particular staff.
d. Accountant will check on showbiz and inform the total amount.
e. If it tallies, its fine,
f. If it does not tally, there is either a shortage or excess.
g. In case of either, strict action is recommended. No reasons must be taken.
h. Sign on the spot check format.
21. Guest grievance handling :
a. Company believes that the client is boss.
b. So in case of any guest complaint, it must be attended to well.
c. If the mistake is on our part , we must see to it that the guest is attended and if required
complimentary tickets must be given to get them back for a better experience.
d. In case a guest has suggested a valid opninion, it must be brought to the management’s
attention.
e. Ushers must keep checking the sudi while the movie is on to see, if the guests are
comfortable. In case of goon issues, security and supervisors are to make the loud or
troublesome guests quiet. If the noise continues, the troublesome patrons to be asked to
leave the audi by bouncers/ security.
22. Call guests who have complained or even appreciated via kiosks, visitor book or even
a. The guests who have given us a negative feedback must be called so as to clear out any
misunderstanding if any.
b. Invite them for a coffee in case of a major issue he would like to discuss.
23. Check if procedures are followed starting from staff tech sales to dress code to each area
procedure whether box office, concession, coffee tree :
a. You must know the policies and procedures to be able to check on staff.
b. Each area has to be attended by managers randomly to see if the staff is using the right
language, keeping a positive attitude, using right text sales, following the pos handling
procedure, keeping the area clean and cash handling.
24. Staff grievance handling :
a. There will be staff issues everyday.
b. Get requests from them on paper and keep it on a file with you.
25. Welfare/ fun activities to conduct :
a. Fun activities have to be conducted atleast once every month.
b. It could be a game of tug of war, cricket (outside premises), or anything interesting.
c. The more activities, the more active staff stays.
26. Learn Projections, preparation at Coffee tree, Pos handling, ticket selling at Box :
a. The last but not the least, slowly but steadily learning all areas is vital for you to know
the procedures well to be able to check on staff.
b. Also you can be of help during ruch hours or when there is a lack of staff.
HR NEWSLETTER :
a. The newsletter is made by HO, but we give our inputs regarding the happenings at
Cinema Star.
b. The newsletter is made after every 3 months.
c. Keep taking pictures of any events at Cinema Star whether a promotional event , or an
occasional festival celebration, a birthday celebration, fun activity, handing out pop corn
certificates.
d. Also take pictures of patrons who are given a gift due to winning in some contest.
e. Pictures are vital proofs of all the happenings and the good moments of the team must
always be captured.