A field work report on

The Functioning of personnel/HR Department of

Mahindra and Mahindra, pune

Submitted by

Tanvi Gatecha

Roll no.05

Under The Guidance of

Prof.Karuna Jadav

Towards the fulfillment of the

Master’s Degree In Personnel Management

Submitted to

Savitri phule University of Pune

2014-2015

Through

Neville Wadia Institute of Management Studies and Research,Pune

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Acknowledgement

This project is an outstanding project to convey my gratefulness to those many people whose timely help & guidance went a long way in finishing this project work from commencement to achievement.

I would like to express my sincere thanks to Mr RK Giri for giving me an opportunity to explore the practical knowledge in the Society.

The project would have not been completed without the able guidance and support of Prof. Karuna Jadhav.

I am very glad to work with the Organization as a trainee. I am grateful to society for helping me to putthe information and an invaluable experience.

Working on a project has proved to be an enlightening experience for me.

Thank You Very Much

Tanvi Gatecha

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5 thfloor,Gigaspace, Viman nagar,pune-411014 Tel:020-24356382,24356265

Certification

This is to certify that Tanvi Gatecha of Neville Wadia institute of management studies and reserch,pune has completed the field work on functioning of personnel and Hr department of mahindra and mahindra.

Nilesh AhireSr.Human resource executive

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Declaration

I declare that all the records and facts are recorded on the basis of

actual day to day life of housing society guards from different societies.

The piece of work is submitted to the Neville Wadia Institute Of

Management Studies And Research , Pune is for the fulfillment for the

Degree of Master In Personnel Management.

Tanvi Gatecha

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Content

5

Introduction of company 8

Company profile 11

Human resource management 19

Administrative functions 34

Industrial relation 51

Welfare 55

Conclusion 58

Annexure

60

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7

Introduction of company

8

INTRODUCTION

Mahindra and an independent India began their rise together.  In 1945,

two enterprising brothers named J.C. Mahindra and K.C. Mahindra joined

forces with Ghulam Mohammed and started Mahindra & Mohammed as a

steel company in Mumbai.  Two years later, India won its independence,

Ghulam Mohammed left the company to become Pakistan’s first finance

minister, and the Mahindra brothers ignited the company's enduring growth

with their decision to manufacture Willys jeeps in Mumbai.  The company’s

new name?  Mahindra & Mahindra, of course.

Mahindra Vehicle Manufacturers Ltd. was set up in 2007 to push our

technology to the edge.  We designed and built a greenfield facility at

Chakan, near Pune, Maharashtra, to integrate the best in technology,

environmental sustainability, social responsibility, and operational

excellence.  Spread across 700 acres and planted with approximately 10,000

trees, Chakan offers a flexible and eco-friendly manufacturing layout for

multiple Multi-Purpose Vehicles (MPVs), sport utility vehicles (SUVs),

and commercial vehicles that allows us to respond rapidly to changing

customer needs.

With a current capacity of 3.2 million vehicles per year and a future-ready

expandable module setup, we have the flexibility to constantly innovate and

adapt to changes in market demand or customer requirements.  We currently

manufacture Mahindra & Mahindra’s entire medium and heavy commercial

vehicle range from the 0.75 ton Maxximo to the 49 ton Mahindra Navistar

truck.  The new Global SUV and Pik-Up range will also be manufactured

here.

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Our staff of 4000 approx. is highly trained in the fields of mechanical,

electronic, civil and electric engineering as well as paint technology.  We

partner with two regional tribal Industrial Training Institutes (ITIs) to

facilitate a match between educational quality and content and industry

demands.  Our partnership has resulted in periodic faculty training sessions,

a restructuring of the curriculum, and the recruitment of 250 students to an

apprenticeship training scheme.  We also maintain our own residential

training centre which provides a month-long training to the selected trainees

before they initiate work at the shop floor.

We use solar energy and waste heat from the oven exhaust to power

activities in the paint shop, reducing our consumption of gas and electricity

for an overall reduction of 3,500 tons of CO2 per year.  A cluster of 70 solar

dishes provides the energy for cooling the paint used for the vehicle bodies. 

And by recycling waste water through reverse osmosis and multiple effect

evaporation, we achieve zero water discharge across the entire plant.

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Company profile

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COMPANY PROFILE

Head Office : Mahindra & Mahindra Limited

Established : 1945

Turn over : US $ 12.5 billion

Number of Employees: Over 1, 37,000(Over 100 Countries)

Company History

Jagdish Chandra Mahindra was born circa 1892 in Ludhiana, Punjab. 

The eldest of nine children, the loss of his father at an early age placed the

responsibility for the family on his shoulders.  He believed strongly in the

power of education and ensured that all his brothers and sisters studied hard.

J.C. received his degree from Veermata Jijabai Technological

Institute (VJTI) Mumbai, one of India's premier engineering and technical

institutes.  He sent his brother K.C. to Cambridge.  The brothers were very

close and the love and trust between them was extraordinary.

J.C. started out his career with Tata Steel, serving as the senior Sales

Manager from 1929 to 1940.  When the steel industry became critical during

World War II, the Government of India appointed him as the first Steel

Controller of India.

As Independence approached, J.C. was prescient about the opportunities that

Indian entrepreneurs would have to contribute to the growth of the newborn

nation.  His vision and ambition led him to start Mahindra & Mohammad in

partnership with K.C. and Ghulam Mohammed.

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His vision and insight into India’s post-independence economic development

enabled Mahindra & Mahindra to grow to the size, scope, and impact it has

reached today.

J.C. died tragically of a heart attack in 1951.

Kailash Chandra Mahindra was born in 1894 in Ludhiana, Punjab, the

second of nine children.  When their father died at an early age, his older

brother J.C. stepped into the role of head of the family.  K.C.’s deep lifelong

friendship with J.C. was remarkable.

K.C. studied at Government College, Lahore where he showed early promise

of a brilliant scholastic career.  Continuing his studies at Cambridge, UK, he

earned Honors, played hockey, and took a keen interest in rowing.

When K.C. graduated from Cambridge, Mr. Sachinanda Sinha, Vice

Chancellor of Patna University, introduced him to Mr. R.N. Mukherjee,

Senior Partner of Messrs. Martin & Company.  He quickly rose through the

company, editing the monthly magazine INDIA and, briefly, the Hindustan

Review.

In 1942, K.C. was appointed Head of the Indian Purchasing Mission in the

United States.  Returning to India in 1945, he was appointed the Chairman of

the Indian Coal Fields Committee of the Government of India and also of the

Automobile and Tractor panel.  His contribution to developing strategic coal

policies and applying the latest methods of coal mining in India helped shape

the industry, and his Coal Commission Report became a seminal document

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in the industry.  During these years, he also wrote a biography called “Sir

Rajendranath Mookerjee: A Personal Study.”

In 1946, K.C. moved to Bombay with his brother J.C. to found Mahindra &

Mohammed.  Under his 13-year leadership as Chairman, Mahindra &

Mahindra established itself as a major Indian industrial house in several

sectors.  He also served as Director of RBI, Air India, and

Hindustan Steel and Chairman of Indian Aluminium Company.

K.C. died in 1963.

Mahindra and an independent India began their rise together.  In 1945,

two enterprising brothers named J.C. Mahindra and K.C. Mahindra joined

forces with Ghulam Mohammed and started Mahindra & Mohammed as a

steel company in Mumbai.  Two years later, India won its independence,

Ghulam Mohammed left the company to become Pakistan’s first finance

minister, and the Mahindra brothers ignited the company's enduring growth

with their decision to manufacture Willys jeeps in Mumbai.  The company’s

new name?  Mahindra & Mahindra, of course.

The Mahindra brothers believed that new modes of transportation could be a

key to India’s prosperity, so one of their first goals was to build rugged,

simple vehicles capable of tackling the Indian terrain.  Early pioneers of

globalization, the brothers collaborated with a wide range of international

companies and before long, Mahindra’s reach extended to steel, tractors,

telecom, and more.

Now, after 65 years, Mahindra has grown from a humble local outfit to a US

$12.5 billion corporation employing more than 119,900 people around the

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world.  It’s been quite an adventure so far, and we’re proud of our global

leadership in utility vehicles, tractors, and information technology, as well as

our significant presence in financial services, leisure and hospitality,

engineering, trade, and logistics.  As we accelerate into the 21st century,

we’ll continue to pursue innovative ideas that enable people to rise.  We’ve

come a long way, but the journey has just begun.

Today, our operations span 18 key industries that form the foundation of

every modern economy: aerospace, aftermarket, agribusiness, automotive,

components, construction equipment, consulting services, defense, energy,

farm equipment, finance and insurance, industrial equipment, information

technology, leisure and hospitality, logistics, real estate, retail, and two

wheelers.

Our federated structure enables each business to chart its own future and

simultaneously leverage synergies across the entire Group’s competencies. 

In this way, the diversity of our expertise allows us to bring our customers

the best in many fields.

The Mahindra Group comprises ten business sectors— Aftermarket,

Automotive & Farm Equipment, Defense Systems, Financial Services,

Hospitality, Information Technology, Real Estate & Infrastructure, Systech,

Two Wheelers and Mahindra Partners—with a presence in 18 industries.

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PRODUCT PROFILE

Business Sectors Company Name

Aerospace Mahindra Aerospace 

Aerostaff Australia 

Gipps Aero

Aftermarket Mahindra First Choice Services 

Mahindra First Choice Wheels

Agribusiness Mahindra ShubhLabh Services

Automotive Mahindra & Mahindra-Automotive Division 

Mahindra Graphic Research Design 

Mahindra Navistar Automotive 

Mahindra Navistar Engines 

Mahindra Reva Electric Vehicles 

Mahindra Vehicle Manufacturers 

Ssangyong Motor Company

Components Mahindra & Mahindra-Systech Division 

Mahindra Castings 

Mahindra Composites 

Mahindra Engineering Services 

Mahindra Forgings 

Mahindra Forgings Europe 

Mahindra Gears and Transmissions 

Mahindra Intertrade 

Mahindra Ugine Steel Co

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Construction

Equipment

Mahindra Construction Equipment

Consulting Services Mahindra Consulting Engineers 

Mahindra Special Services Group 

Mahindra Water Utilities

Defense Mahindra & Mahindra-Defense Division 

Defence Land Systems

Energy Mahindra & Mahindra-Energy Division 

Mahindra Solar One

Farm Equipment Mahindra & Mahindra-Farm Equipment Division 

Mahindra (China) Tractor Co 

Mahindra USA Inc 

Mahindra Yueda (Yancheng) Tractor Co

Business Sectors Company Name

Finance & Insurance Mahindra & Mahindra Financial Services 

Mahindra Insurance Brokers 

Mahindra Rural Housing Finance

Industrial Equipment Mahindra Conveyor Systems

Information

Technology

Bristlecone 

CanvasM 

Mahindra Satyam 

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Tech Mahindra

Leisure & Hospitality Mahindra Holidays & Resorts India 

Mahindra Ocean Blue Marine

Logistics Mahindra Logistics

Real Estate Mahindra Lifespace Developers 

Mahindra World City Developers

Retail Mahindra Retail

Two Wheelers Mahindra Two Wheelers

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Human resource management

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ORGANIZATION CHART

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Chief Operating Manager

Head Products

and Engineer Service

HeadTechnical

Head Personnel

&Admin

Head Accountant

Head Materials

Senior Welfare Officer

SeniorOfficer

Personnel

Asso.Mgr. Safety and security

Manager Technical

Assistant Manager Technical

Asst.Mgr.Materials

Manager Accountant

Senior Accounts Officer

Manager Engineer Service

Manager Production Service

Assistant Manager Engineer Service

Assistant Manager

Production Service

human resource structure

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Head Personnel

Senior Welfare Officer

Senior Officer

Personnel

Asso.Mgr. Safety and security

Jr. Officer

Personnel

Management Trainee

.MANPOWER PLANNING

Manpower Planning which is also called as Human Resource Planning

consists of putting right number of people, right kind of people at the right

place, right time, doing the right things for which they are suited for the

achievement of goals of the organization. Human Resource Planning has got

an important place in the arena of industrialization. Human Resource

Planning has to be a systems approach and is carried out in a set procedure,

steps are as follows:

1. Analyzing the current manpower inventory

2. Making future manpower forecasts

3. Developing employment programs

4. Design training programs

5. MANPOWER : DEPARTMENT WISE STRENGTH IN MVML

Sr. Department Permanent Probation Temporary Trainees Apprentice Total

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1. Production 384 200 2284 185 3053

2. Planning 2 2

3. Engineering 40 3 43

4. Technical 35 1 1 37

5. Personnel 35 2 5 42

6. Accounts 70 2 2 74

7. Purchase 15 1 16

8. Store 150 2 152

9. Dispatch 15 1 1 17

10. Project 3 1 7 11

Total 749 201 2294 203 3447

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JOB ANALYSIS AND JOB DESIGN

A key element in human resource management program is job analysis.

Once an effective job analysis program is established and maintained, many

troublesome personnel problems either become much less difficult to resolve

or disappear entirely. Job analysis is the basis of the other personnel

functions. It results in two essential documents: the job descriptions and the

job specifications. They will be used in the other functions, such as

personnel planning, recruitment, employee selection, performance appraisal,

training, compensation, discipline, health and safety programs, and labor-

management relations.

In MVML, the job analysis process is followed as mentioned below:

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Selection of jobs for analysis

Data collection

Job description Job duties/ tasks Responsibility: Money, man,

material Work environment Hazards Vertical and horizontal

relationships to other jobs

Job specification Physical characteristics Education Skills Psychological attributes such

as knowledge, attitude, aptitude

Use of job description and job specification:

Personnel planning Recruitment& selection Training & development PMS Compensation & job

evaluation Health and safety program Work scheduling Employee discipline IR Career management

C.RECRUITMENT PROCEDURE

An organization is made up of people and it’s the people of the organization

who not only ensure sit survival but also forms the basis of their

identification and competence.

Recruiting the right person for the right post and job requirement is thus one

of the most critical functions of the personnel department.

It’s the policy of the company to recruit apprentice candidate matching the

required specifications that will facilitate fulfilling the jobs and

responsibilities of various notes and functions.

The company informs the Employment Exchange (EE) about their

requirements of the trainees. For the compulsory notification the company

submits a Quarterly report to the Employment Exchange about the

percentage change in the total strength of employees.

Prior to any recruitment in the company (temporary or permanent ,

replacement or additional) and whether it falls into any category of workers,

supervisors, trainees, officers and higher managerial levels a formal sanction

of the concerned Divisional Head, Divisional Head Personnel and

Administration, Chairman and Managing Director must be obtained in the

Personnel Requisition Form.

The candidates must be identified through any of the following

resources –

News paper advertisements

Forced Applications

Campus recruitment in case of Management Trainees and Graduate

Engineer Trainees.

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D.SELECTION

Filling up of Candidate Information system:

As the name suggest candidate have fill up one form which includes the

personal information. This form includes candidates carrer goals, past

experience, professional achievements, educational profile, extra curricular

activities, break up of salary, personal information such as address, contact

infornmation, e-mail, etc, and references if any.

(i) Priliminary or Personnel Interview :

The preliminary interview is intended to screen the candidates further .It is

generally of short duration. The interviewer has to decide whether the

applicant is fit for job or not.

(ii)Administering Test :-

Different types of test undertaken by Personnel Department. These tests are

conducted for the knowledge of personal behaviour, efficiency of

work.Generally follwing test are conducted,

1. Achievement test 2.Trade test 3. Interest test4.Intelligence test.

(iii) Shortlisting Candidates for Final Interview:

At this stage the candidates who are preffered by the technical team they are

send for the Final interview with the higher managemnt.

(iv) Final Interview:

Final interview is conducted by the higher managment. In this interview

generally issues like salary neotiations are cleared. If the candidates

expectstions of salary are within the company norms and regulations then

such candidate is selected.

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For all appointments in the level of supervisor and below, the factory has the

authority to appoint them once the requisition gets sanctioned. There are

grades ranges from L10 Operational to L1 strategic managerial

`For all appointments in grade L7M and above, the candidates have to be

interviewed by EXCOM members.

Corporate personnel department remains responsible for identification,

selection and recruitment of all candidates in L7Mgrade and above.

Another way of filling a requirement depending on the nature and sensitivity

of the job is promotion of person from within a company based on his

performance, capacity to perform and other meritorious criteria.

All employees must undergo through INDUCTION process to get

familiarized with all the activities and functions of the company.

All appointees against permanent vacancies shall be on probation. The

period of probation for bargainable staff is for a period of three months for

supervisors and managerial posts is for a period of six months.

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E.ORIENTATION AND PLACEMENT

Once the candidates are selected for the required job in MVML, they have to

be fitted as per the qualifications. Placement is said to be the process of

fitting the selected person at the right job or place, i.e. fitting square pegs in

square holes and round pegs in round holes.

Transfers, promotions, demotions are based on the organizational goals,

employees potential, performance and experience etc

Once he is fitted into the job, he is given the activities he has to perform and

also told about his duties. The freshly appointed candidates are then given

orientation in order to familiarize and introduce the company to him.

Generally the information given during the orientation programme includes-

Employee’s layout

Type of organizational structure

Departmental goals

Organizational layout

General Policies and rules, regulations

Grievance system or procedure

In short, during Orientation employees are made aware about the mission

and vision of the organization, the nature of operation of the organization,

policies and programmes of the organization.

The main aim of conducting Orientation is to build up confidence, morale

and trust of the employee in the new organization, so that he becomes a

productive and an efficient employee of the organization and contributes to

the organizational success.

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F.TRAINING AND DEVELOPMENT

Personnel department takes special interest in training and development to

churnout professionals who can fit into the new times of demand. All

employees up to supervisory level are covered for such training.

It’s the responsibility of the personnel head who is assisted by the section

head. Personnel department looks after training in organization and

maintenance of records of training procedures.

The training is structured to meet the company’s existing needs and future

requirements.

The training procedures for new entrants are as follows-

Management level

All new entrants undergo an orientation programme, organized by

personnel department and where applicable, thereafter, functional

training by the concerned Department Head.

Staff / Supervisory Level

All freshly recruited personnel at the staff and supervisory levels

undergo on the job and specific skills training as determined by the

Department Head before being assigned independent responsibility.

On satisfactorily completion of training by the candidate, he is taken

on probation. After this concerned Department Head fills a

performance report which appraises the candidates on the basis of

criteria like job knowledge, quality and finishing, attendance,

punctuality, behavior, attitude etc. this form their basis of appraisal.

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Workmen level

Person recruited at the workforce level are inducted as job trainee

and trained as deemed necessary by the concerned supervisor /

Section head / department head. If found suitable after their training

period they are taken on probation. On completion of probation,

performance report are filled and forwarded to personnel department

by head of the department. This serves as the basis for confirmation

of the candidate.

In house training programme

Unit personnel department head arranges this were similar training is

imparted to a group, in such cases unit personnel department head

obtains appropriate authorization from the unit head.

Training records

Reports on training programme organized vis a vis needs identified

are prepared yearly by unit personnel department / human resource

department.

Appropriate records of training imparted to management personnel

are maintained by unit head / corporate human resource department

through report submitted by personnel receiving the training. Unit

personnel department maintains records of raining imparted to

workers and supervisors.

Training effectiveness

Training evaluation, delayed feedback forms will be obtained from

training programmes critical to quality of the product from

concerned department head after a period of three months which

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may be extended to a period of six months and unit personnel

department.

Employees training days will be computed for each year on the basis

of training imparted. Training list of employees is prepared for the

respective training and the list is put on the notice board and copy is

sent to respective department head.

As a policy matter some training is organized besides the regular

training needs by management which are imparted to individuals or

to group or to concerned employees as needed and accordingly

training calendar is modified.

However it is to be noted that as a decision all external training

program for officer and above had been shelved off.

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PERFORMANCE APPRAISAL

At Chakan factory there is no system of conducting performance appraisal

for workmen. Performance appraisal is carried out once in every year for the

category of supervisors and above. Duly filled appraisal forms of offices and

above are sent to the head office for evaluation and decisive action. For

supervisors only their appraisal ratings are sent to the head office.

Performance appraisal is concerned to be one of the most effective ways to

provide an opportunity for systematic review of the employed performance

for their planned development. It also gives feed back to the officers on their

performance and helps them to improve skills and performance in future.The

appraise fills the self appraisal form outlining his / her significant

achievement contributing environmental factor (favorable, unfavorable) ,

effecting their performance during the year under review and any other

information he / she feels that appraisal should know.Together with appraise,

appraiser sets targets for next appraisal year in key performance indication.

Appraise and appraiser discusses, identifies and records the training needs of

appraise along with the supporting comments of the appraiser. The

performance appraisal report then is forwarded to the unit / regional /

divisional head, who in turn will pt up individual appraisal reports to various

moderation committees consisting of EXCOM members for their comments

and decisions.From last two years a system of mid-term appraisal had also

been initiated so as to better identify, development, performance and needs

of the employees and thus make them more equipped and aware to face the

future.

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Administrative functions

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PAYROLL&LEAVE MANAGEMENT SYSTEM

The Time Office & Account section is held responsible for handling the

payroll of all the workers and thereby bringing out the pay slips for all the

workers after making all the calculations so as to arrive at the net pay to be

given to each of the employees.

The two most important components of the pay slip are as follows

1. Earnings

This consists of the total earnings of an employee that can be categorized

under the following heads.

Basic wage

Dearness allowance

Overtime earnings

Leave encashment

B/F in case of any balance brought forward from last year.

2. Deductions

There are lots of deduction that takes place from he actual pay of the workers

Provident fund deduction

Extra provident fund

Professional tax

Income tax

Labor welfare fund

Canteen expenses

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LEAVE MANAGEMENT SYSTEM

Time office is dealing with giving correct and timely calculations of

attendance data and submitting the same to the accounts department for final

pay roll processing

Time office at Chakan factory is fully computerized. It had two punching

machines for the unionized employees and one for the officers. Time office

maintains a master data of about 3447 employees that comprises of

employees from workers to supervisor level. It operates data of (as on 31st

July 2014)

Permanent : 749 Nos.

Prob. : 201 Nos.

Trainees : 2294 Nos.

App. : 203 Nos.

The master data contains all the personal information of employees about

their family and education, their addresses, their designation, blood group,

shift, date of birth, date of joining etc.

The software package stores and processes data under the following heads:

1. The master data

Category

Company

Departments

Designations

Leave type

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Shift timings

Holiday

2. Entries

Leaves

Sunday working

Time adjustment

Supervisor Sunday working

3. Processing

Code conversion

Daily updating

Leave carry forwarding

View data

AB-WO-AB

4. Reports

Immediate reports

Error reports

Daily reports

MIS reports

Monthly reports

Yearly reports

LEAVE POLICY

PURPOSE OF LEAVE:

Leave is granted to employees with the good intention of providing rest,

recuperation of health and for fulfilling social obligations. This provides for

a healthy and efficient staff for the company.

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LEAVE YEAR AND APPLICABILITY:

Leave is not a matter of right.

Sanctioning of leave is at Management discretion based on exigencies

of business or seriousness of the case.

Leave year is from 1st January to 31st December.

Eligible leave is credited to the employees on the 1st of January every

year.

The different types of leaves given under the policy are:

Privilege Leave (PL)

Earned Leave (EL)

Maternity Leave (ML)

Loss Of Pay (LOP)

The Leave policy is applicable for all permanent staff of the company.

Employees who are appointed during the course of the year shall be

entitled to the above leaves on pro-rate basis.

Employees whose date of joining service falls between 1st to the 15th

of a month are entitled to get the leave credit for that month.

Employees whose date of joining service falls between 16th to the end

of the month are not entitled for the leave credit for that month.

If an employee is relieved on any day between 1st to 15th of a month,

then he / she is not entitled for leaves due for that month.

If an employee happens to leave on any day between 16 th to the end of

the month then he / she is entitled for leaves due for that month.

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PRIVILEGE LEAVE

ELIGIBILITY:

All permanent staff : Privilege leave is calculated for a period of one year

(January to December)

ENTITLEMENT:

1. 30 days of Privilege Leave in a calendar year.

2. 20 days are Mandatory PL out of 30 days if not utilized in the calendar

year, will get lapsed.

3. PL can be availed maximum to 4 occasions in calendar year.

4. The days served under probation will be taken into account for PL

eligibility.

5. National / Festival / Declared / weekly off days can be prefixed or

suffixed to PL.

6. Intervening National / Festival / Declared holidays will be counted as

part of the leave.

7. Balanced PL other than mandatory remaining unutilized as on 31st

December will be carried forward to the next year.

8. When leave is taken without prior sanction (under certain unavoidable

circumstances), the absence should be notified to the respective HODs

on the same day through phone.

9. At the time of resignation / retirement / termination the balance PL

will be encashed at the basic pay rate as on the day of resignation /

retirement.

10.Any absence of more than the number of PL sanctioned will be treated

as leave without pay, unless given valid reasons to the management.

11.Approved leave application should reach the HR department within 3

working days of rejoining.

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.EARNED LEAVE (EL)

ELIGIBILITY

All Trainee & Permanent staff

ENTITLEMENT:

1. 9 days of Earned Leave (EL) in a calendar year.

2. A minimum of half EL can be availed & a maximum of whatever

is required or whatever is available, whichever is lesser

3. If EL extends beyond 3 days, it has to be accompanied with a

Doctor’s certificate

4. In case adequate numbers of EL are not available with an

employee, he can club PL with it. If PL is also not available, then it

will be treated as LOP.

5. Intervening National / Festival / Declared holidays will be counted

as part of the leave.

6. Balanced EL remaining unutilized as on 31st December will be

carried forward to the next year

7. Inability to attend office because of any sickness should be notified

to the respective HODs on the same day through phone.

8. Approved leave application should reach the HR department within

3 working days of rejoining.

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.MATERNITY LEAVE (ML)

ELIGIBILITY:

All married female staff

ENTITLEMENT:

1. 84 days of paid Maternity Leave is allowed to females who

have to deliver a child

2. A female employee can adjust this leave before and after the

delivery of child totaling it to 84 days

3. Before availing this leave, a certificate from the gynaecologist

has to be submitted mentioning the expected date of delivery

4. Intervening National / declared / festival / weekly off days will

be counted as part of leave

5. If, because of any complication, leave has to be extended, it can

be done but will fall under LOP

LOSS OF PAY (LOP)

1. LOP can be applied by an employee when no other leave is

available.

2. During the period of LOP, the employee is not entitled for any

pay or allowance.

3. A maximum of 3 months of LOP can be availed on the approval

of the management.

4. If the employee fails to report to duty on the specified date after

the sanctioned LOP, it is deemed that the employee has

abandoned his service with the company on his own accord.

5. LOP can be implicated on disciplinary grounds with regard to

attendance by the management regardless to the availability of

the other types of leave.

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6. LOP days will not be taken for EL eligibility.

COMPENSATORY OFF

1. If an employee is required to work on any important assignment

on a National / Festival / Declared / weekly off day, he is

eligible for Compensatory off on any other working day.

2. Official approval is required from the department head /

management to work on such National / Festival / Declared /

weekly off days. No compensatory offs will be entertained

when worked on these days without proper approval.

3. The compensatory off has to be availed within a period of One

months from the date worked.

4. Compensatory off when not availed within the stipulated time

period will lapse.

5. Only two days of compensatory offs can be combined and

availed at a stretch.

PROCEDURE FOR APPLYING LEAVE

The available leave balance is to be checked by the employee with the HR

department and the leave to be applied by duly filling up the leave

application form or through SecureNet. The application has to be forwarded

by the employee to their department head for approval. The department head

is authorized to either grant or disapprove the leave on valid grounds. The

approved leave application has to be submitted to the HR department for

recordings and subsequent processing.

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CANCELLATION OF LEAVE

1. The department head can also cancel the once sanctioned leave

on situational / need basis. If an employee proceeds to avail the

cancelled leave then those days will be treated as absence from

duty and the rules pertaining to absence from duty will be

applied.

EXTENSION OF LEAVE

1. As it is necessary to get prior approval for leave so it is also for

extension of leave. The employee has to apply to his/her

department head for extension of leave well in advance and get

it sanctioned to avail them. In case an employee overstays, the

unsanctioned leave availed will be treated as absence from duty.

ABSENCE FROM DUTY

1. When an employee takes off from duty without prior leave approval or

proper intimation under certain unavoidable circumstances, then those

day/days will be treated as absence from duty.

2. The days of absence will be treated under Loss of Pay.

3. The employee has to report to his / her department head on

rejoining duty from absence and provide valid reasons for

absence in writing before taking up work again.

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4. If an employee is absent from duty continuously for more than 7

days (including any National / Festival / Declared / weekly off

days which may fall in-between), an official correspondence

from the HR department will be sent to him asking to report to

duty and to provide explanation for his absence.

5. Based on the enquiry any action deemed fit would be taken by

the management.

6. If there is no response from the employee within the stipulated

time mentioned in official correspondence, it would be assumed

that the employee has withdrawn his service from the company

on his own accord and recorded accordingly.

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EMPLOYEE BENEFITS & SERVICES

At Chakan factory officer Personnel is responsible for performing all the

duties related to general administration, of the company.

The administrative officer role generally resolves around to major categories.

1. Management of the guest house

Renovation and upkeep of the guest house.

Managing the care takers of the guest house.

Making provision for food, telephones, transport etc.

Organizing parties and send –off for guests as and when

required.

Paying property taxes.

Attending society meetings.

Receiving and leavings guests from and to the station / airport

respectively.

2. Transport

The company maintains a fleet of its own as well as transport on contract

basis. The administrative officer is responsible for –

Maintaining liaisons with the contractors.

Servicing, repair and maintenance of vehicle.

Payment of taxes.

Insurance payment.

Managing drivers for vehicles.

Selling and buying of vehicles.

3. Welfare activities

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Welfare activities at Chakan factory, strictly abides by all the statutory

requirement of the factories act, 1948 that in chapter 5, clearly lays down all

the provisions to be made by the company that is related to the welfare and

well being of the workers.

Chakan factory not only fulfills the statutory obligations and requirements of

the act, to bring about the welfare of the workers but also provides welfare

facilities, which are over and above the statutory requirement.

House keeping

The welfare officer is responsible for the entire house keeping activities, like

taking care of the cleanliness, sanitation, and hygiene of the factory premises

through regular and daily cleaning of roads, shop floorings, toilets, upkeep of

the gardens, canteen etc.

First Aid

Appliances and occupational health center with a qualified doctor and a

compounder is maintained within the factory premises to take care of any

accidents or injuries. A company ambulance is also maintained within the

premises of the company for its 24 hours accessibility in case of any

emergencies.

Facilities for Sitting

Facilities for sitting are provided for workers to sit and relax during their tea

time and recesses.

Washing facilities

Washing facilities are provided for the use of workers as out industry comes

under the category of being a hazardous industry.

Facilities for storing and drying of wet clothing

Facilities for storing and drying of wet clothes are provided for the use of

workers.

Shelters, Rest rooms and Lunch Rooms

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Shelters, Rest rooms and Lunch Rooms are provided so as to ensure that the

workers have their lunch in a hygienic environment and be comfortable in

the organization.

Canteen

Canteen is run in the factory through a contractor and regularly supervised

by the welfare officer. It is a well furnished and hygienically maintained

place that provides nutritious food and refreshments to the workers including

fruits, milk, curd, etc. The canteen operates on a coupon system whose rate

has been subsidized by the company.

The factory also has a canteen management committee for timely

consultations which consists of both management representatives and union

representatives. This committee has its meeting on a regular and periodic

basis.

Uniforms

The company through welfare department provides uniforms for all the

employees and employers.

Recreation & Festival celebration

Celebrations of various festivals like Ganesh Festival, Dusshehra Puja,

Diwali Puja are all organized and managed by the welfare section.

Arranging foe the distribution of sweets during Dusshera to all the

employees and also organizing other small functions like farewell parties and

all.

Welfare officer

As per the factories act, Mahindra Vehicle Manufacturers Limited, Chakan

has a well qualified and experienced welfare officer whose duty, jobs and

responsibilities have been prescribed by the company.

Welfare fund

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As per the agreement, the management has agreed to set up a welfare fund,

for which the management will give Rs. 5,00,000/- as initial and one time

amount as a seed capital.

4. Safety

Mahindra Vehicle Manufacturers Limited is a Lead Acid based battery

manufacturing industry that is considered to be a very hazardous industry.

Lead is used on a mass scale, thus making all the workers operating on

various processes extremely susceptible to lead poisoning and other fatal

diseases that result out of exposure to lead and its compounds.Thus taking

care of the safety and health of the workers is considered to be a major moral

and statutory obligation of the company. The safety officer thus is held

responsible for –

Conducting regular inspection of all the machines and engineering

it axes to ensure its safe operation so as to minimize accidents.

Periodic checkup of percentage concentration of lead in the

workplace.

Purchase of personal protective equipment and issuing them to

workers

Imparting training in fire fighting.

Conducting mock drills of fighting fire, leakage of LPG etc.

Sanctioning premises for engaging in operations taking place at

heights.

Making provisions of PPE to contract workers.

Complying and co-operating with factory inspectors.

Evaluation of inspectors remarks and taking corrective actions in

case of any deviations.

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Periodic medical examination of both permanent and contract

workers to check their blood lead level, through testing their blood,

urine and hemoglobin

Reporting and investigation of some major accidents and

dangerous occurrences.

Celebration of safety week (From 4th to 11th March) and the world

environment day on 5th June.

Ensuring quarterly meeting of safety committee.

Organizing safety exhibitions and participating in safety

competitions organized internally at state and national level.

Conducting of regular health education programmers for workers.

5. Security

Chakan factory takes all the necessary measures to ensure law and order

inside the company so as to provide safety and security of all the employees

and thereby facilitate smooth and productive flow of work.

Chakan factory has 25 supervisors and 350 guards to ensure safety and well

being of the entire factory as well as all the people manning it.

The security people has the following responsibilities –

Posting of guards according to their education, capability, experience

and availability.

Conducting surprise checking of the guards, so as to ensure that they

function diligently and responsibly.

Verification of incoming and outgoing materials, in terms of quality,

weight as specified on the challan.

Maintaining and fostering discipline and decorum in the company.

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Safeguarding the company people and its machines and other assets

against any kind of anti-social activities.

Fire fighting in case of emergencies.

Maintaining records of the vehicles and visitors entering the premises

and issuing them gate pass.

Controlling of M.I.D.C. waters.

Safeguarding all the strategic and critical points like lead yard, ETP,

scrap yard etc.

Safeguarding and protecting the factory on holidays.

Informing and investigating any kind of theft etc.

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INDUSTRIAL RELATIONS

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Industrial relation refers to relations between employers and employees or

between employers and employers or between employees and employees,

which is connected with the conditions of labor, or any person (as per the

definition in Industrial Disputes Act.)

In general Industrial Relation scene at Chakan factory is pretty peaceful,

constructive and healthy, thereby playing a major role in contributing

towards its performance and productivity. It is the credit of this department,

which never allows any slips in this regard.

Industrial Relation gets disrupted mainly due to differences and mistrust

between management and union / workmen, but it’s the management, which

ensures that such things don’t ever occur.

There are a number of functioning committees at Chakan factory like

canteen committee, safety committee and production committee etc. to take

the care if any kind of differences, misunderstanding and disputes

arise.Workers participation is considered to be very important at Chakan

factory and a great emphasis is laid upon it. Workers participation is also

ensured before basking on any new project like introduction of a new

machine a new incentive scheme, changing the layout of any particular

section of the shop floor etc.e.g. the management formally discusses the

project of changing the layout of the forming section with the union

members in a meeting.

At Chakan factory all kind of statutory obligations related to welfare

activities, maintenance, social security are adhered strictly thereby ensuring

a healthy and peaceful industrial relations and work ambience.

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Disciplinary actions

There are number of acts of commissions on part of a workman that shall

amount to misconduct like:

Willful insubordination

Going on illegal strike

Willful slowing down of work

Theft, fraud or dishonesty

Taking or giving bribes

Habitual absence.

Late attendance.

Engaging in trade.

Drunkenness, Riotous, Disorderly or Indecent behavior.

Habitual neglect of work.

Holding meetings inside the premises

Gambling etc.

The department concerned generates reports about any kind of misconduct,

depending on the misconduct, corresponding disciplinary actions are

initiated. In case of misconduct like sleeping during work hours, absconding

from work without any information, late coming, etc. censure or warnings

are given to the workers.

In case of other grave misconduct like negligence of work, absenting without

leave, theft etc. the worker is suspended from work ranging from 1 to 4 days

and then a charge sheet is issued against him to carry out the domestic

inquiry thereby abiding by the principal of natural justice.At Chakan factory

a chronic absenteeism report is prepared once in six months to track down

the record of the workmen who constantly absents himself from work. They

are warned, suspended, charge sheeted and if absenteeism is found chronic

and beyond improvement then the workmen will be dismissed after the

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completion of the domestic inquiry.The company also refers the some

disputes for conciliation, Arbitration and Adjudication as and when needed.

Grievance handling procedure

As per the statutory requirement, CHAKAN factory has a well laid out

procedures to handle any kinds of grievances that might arise among

workmen.

The grievance settlement authorities are set up for the settlement of

Industrial Dispute connected with an individual workmen employed in the

establishment. The grievance is generally dealt with giving due importance

and consideration to various factors like –

Whether the grievance is the result of an issue already under

consideration or that has already taken place in the past.

The extent to which the issue will have an impact. It will affect an

individual or a large mass of workers.

Whether the reason for the dispute is genuine or related with other

issues.

The grievance is generally referred to a grievance settlement authority,

comprising of the department / unit / section head or to the personnel

department. The grievance is handled through mutual discussions between

the aggrieved parties or sometimes a union of which the aggrieved worker is

a member.

It’s always advisable to settle any kind of dispute through grievance

settlement authority before it goes on for conciliation, arbitration and

adjudication in the court of law.

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welfare

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Mahindra and Mahindra provides protection ,safety and health of

everyone in your workplace, including people with disabilities ,and

provided welfare facilities for their employees

Health

Ventilation and temperature

Lighting

Drinking water

Latrines and urinals

Safety

Fencing of machinery

Work on or near machinery in motion

Provisions relating to pits,sumps,opening in floors etc

Protection of eyes

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Welfare

Washing facilities

Storing and drying of wet clotting

First aid box

Ambulance

Canteens

Dining hall

Shelters, rest rooms, lunch rooms.

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CONCLUSION:

Overall, level of Satisfaction of work is quite good.

There are still many more improvement areas such as canteen facility,

commutation facility

HR services are running smoothly and the department accepts changes

very easily..

Employees see their career growth with Mahindra vehicle

manufacturing Ltd.

MVML value the employee satisfaction a lot, in this view employee

satisfaction level is 94 %.

System though driven practices such as: Goal sheet preparation, performance

management system etc. are showing 100% score. This means improvement

can be done in those services which are manually driven.

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SUGGESTIONS:

Lastly, with confidence I can say that my short association of learning

process has been a unique and valuable one but for active and positive

response of the head of the Personnel Department probably it would not have

been possible.

I wish a very bright future for Mahindra Vehicle Manufacturers Limited.

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ANNEXURE

Sr.

No.

Question Answer Mode

1 Did your immediate superior facilitate your induction into the

department?

YES / NO

2 Are your clear about administrative policies and HR policies? YES / NO

3 Are you clear about how ‘Performance Pay’ is calculated? YES / NO

4 Are you comfortable in your department? YES / NO

5 Is your leave card uploaded to system? YES/ NO

6 Is your goal sheet prepared in consultation with your superior? YES / NO

7 Do you see alignment between your MOPs and Organizational

goals?

YES / NO

8 Do you feel your job is contributing to your learning &

development?

YES / NO

9 Does your superior give you feedback about your performance

occasionally?

YES / NO

10 During this period, is any recognition and praise given to you? YES / NO

11 Do you see any growth opportunities in this organization for

yourself?

YES / NO

12 Do you see yourself working for Mahindra group, after 2 years? YES / NO

13 Will yourecommend our organization, to work for? YES / NO

14 Is your probation appraisal given to you? YES / NO

15 Is your confirmation letter given to you? YES / NO

16 Are you satisfied with the speed of the decision making at your

work place?

YES / NO

17 Did you attend any of each-out communication meeting? YES / NO

BIBLIOGRAPHY

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Aswathappa K, Human resource and Personnel management

Mahindra vehicle manufacturing Ltd. –HR Polices

Web sites:

1. M-connect Employee portal

2. www.unilawonline.com

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