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A STUDY ON HR POLICIES With reference to DEEPIKA INFRATECH PRIVATE LIMITED,

BANJARA HILLS, HYDERABAD.

DATA PROVIDED HERE IS NOT ABSOLUTE… ITS ONLY FOR REFERENCE

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PREFACE

A policy is a course of action adopted for the sake of facility, expediency e.t.c. It is action or procedure conforming to or considered with reference to prudence or expediency. It is a definite course or method of action selected from among alternatives and in light of given conditions to guide and determine present and future decisions. A Policy can be considered as a "Statement of Intent" or a "Commitment". For that reason at least, we can be held accountable for our "Policy". It may also refer to the process of making important organizational decisions, including the identification of different alternatives such as programs or spending priorities, and choosing among them on the basis of the impact they will have. Policies guide action. They offer the general standards or parameters based on which decisions are reached. Policies do not include detailed statements describing specifically how the policy is to be implemented. They are implemented by procedures. A procedure is a well thought out course of action. It prescribes the specific manner in which a piece of work is to be done.

This project report on Skill Assessment consists of five chapters: chapter one deals with theoretical framework of the concept, chapter two is about the Organization profile, chapter three is about the methodology, chapter four deals with the analysis of my study and finally chapter five deals with the findings, suggestions and conclusions drawn from my study.

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Contents

Chapter 1: Theoretical Frame WorkChapter 2: Overview of the CompanyChapter 3: MethodologyChapter 4: Data Analysis and InterpretationChapter 5: Findings and SuggestionsBibliographyAnnexure

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CHAPTER -1Theoretical Framework / Conceptual Framework

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IntroductionThis chapter discusses about the theoretical framework of the

concept i.e., Policies and its importance in the manufacturing industry. Policy, its definition and its detail explanation are discussed below. A Policy is typically described as a principle or rule to guide decisions and achieve rational outcomes. The term is not normally used to denote what is actually done; this is normally referred to as either procedure or protocol. Policies are generally adopted by the Board of or senior governance body within an organization where as procedures or protocols would be developed and adopted by senior executive officers.

A Policy can be considered as a "Statement of Intent" or a "Commitment". For that reason at least, we can be held accountable for our "Policy". Policy differs from rules or law. While law can compel or prohibit behaviors (e.g. a law requiring the payment of taxes on income), policy merely guides actions toward those that are most likely to achieve a desired outcome.

Policy or policy study may also refer to the process of making important organizational decisions, including the identification of different alternatives such as programs or spending priorities, and choosing among them on the basis of the impact they will have. Policies can be understood as political, management, financial, and administrative mechanisms arranged to reach explicit goals.

Policies are typically promulgated through official written documents. Policy documents often come with the endorsement or signature of the executive powers within an organization to

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http://en.wikipedia.org/wiki/Promulgation

legitimize the policy and demonstrate that it is considered in force. Such documents often have standard formats that are particular to the organization issuing the policy. While such formats differ in form, policy documents usually contain certain standard components including:

A purpose statement, outlining why the organization is issuing the policy, and what its desired effect or outcome of the policy should be.

An applicability and scope statement, describing who the policy affects and which actions are impacted by the policy. The applicability and scope may expressly exclude certain people, organizations, or actions from the policy requirements. Applicability and scope is used to focus the policy on only the desired targets, and avoid unintended consequences where possible.

An effective date which indicates when the policy comes into force. Retroactive policies are rare, but can be found.

A responsibilities section, indicating which parties and organizations are responsible for carrying out individual policy statements. Many policies may require the establishment of some ongoing function or action. For example, a purchasing policy might specify that a purchasing office be created to process purchase requests, and that this office would be responsible for ongoing actions.

Policy statements indicating the specific regulations, requirements, or modifications to organizational behavior that the policy is creating. Policy statements are extremely diverse depending on the organization and intent, and may take almost any form.

Impact The impact of policies is affected in two types:

Intended Effects

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http://en.wikipedia.org/wiki/Ex_post_facto_law

The intended effects of a policy vary widely according to the organization and the context in which they are made. Broadly, policies are typically instituted to avoid some negative effect that has been noticed in the organization, or to seek some positive benefit. Corporate purchasing policies provide an example of how organizations attempt to avoid negative effects. Many large companies have policies that all purchases above a certain value must be performed through a purchasing process. By requiring this standard purchasing process through policy, the organization can limit waste and standardize the way purchasing is done. The State of California provides an example of benefit-seeking policy. In recent years, the numbers of hybrid cars in California has increased dramatically, in part because of policy changes in Federal law that provided USD $1,500 in tax credits (since phased out) as well as the use of high-occupancy vehicle lanes to hybrid owners (no longer available for new hybrid vehicles). In this case, the organization (state and/or federal government) created an effect (increased ownership and use of hybrid vehicles) through policy (tax breaks, highway lanes).

Unintended Effects Policies frequently have side effects or unintended consequences. Because the environments that policies seek to influence or manipulate are typically complex adaptive systems (e.g. governments, societies, large companies), making a policy change can have counterintuitive results. For example, a government may make a policy decision to raise taxes, in hopes of increasing overall tax revenue. Depending on the size of the tax increase, this may have the overall effect of reducing tax revenue by causing capital flight or by creating a rate so high that citizens are deterred from earning the money that is taxed. The policy formulation process typically includes an attempt to assess as many areas of potential policy impact as possible, to lessen the chances that a given policy will have unexpected or unintended consequences. Because of the nature of

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http://en.wikipedia.org/wiki/Complex_adaptive_systems

http://en.wikipedia.org/wiki/Complex_adaptive_systems

http://en.wikipedia.org/wiki/Unintended_consequences

http://en.wikipedia.org/wiki/Unintended_consequences

http://en.wikipedia.org/wiki/HOV

http://en.wikipedia.org/wiki/HOV

http://en.wikipedia.org/wiki/Hybrid_cars

http://en.wikipedia.org/wiki/California

some complex adaptive systems such as societies and governments, it may not be possible to assess all possible impacts of a given policy.

Types of Policies Policies may be classified in many different ways. The following is a sample of several different types of policies broken down by their effect on members of the organization.

Distributive policiesDistributive policies extend goods and services to members of an organization, as well as distributing the costs of the goods/services amongst the members of the organization. Examples include government policies that impact spending for welfare, public education, highways, and public safety, or a professional organization's benefits plan.

Regulatory policiesRegulatory policies, or mandates, limit the discretion of individuals and agencies, or otherwise compel certain types of behavior. These policies are generally thought to be best applied when good behavior can be easily defined and bad behavior can be easily regulated and punished through fines or sanctions. An example of a fairly successful public regulatory policy is that of a speed limit.

Constituent policiesConstituent policies create executive power entities, or deal with laws. Constituent policies also deal with Fiscal Policy in some circumstances.

Miscellaneous policiesPolicies are dynamic; they are not just static lists of goals or laws. Policy blueprints have to be implemented, often with unexpected results. Social policies are what happens 'on the ground' when they are implemented, as well as what happens at the decision making or legislative stage.

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http://en.wikipedia.org/wiki/Highways

http://en.wikipedia.org/wiki/Public_education

http://en.wikipedia.org/wiki/Public_education

http://en.wikipedia.org/wiki/Welfare_(financial_aid)

Human Resource Policies Human resource policies are systems of codified decisions, established by an organization, to support administrative personnel functions, performance management, employee relations and resource planning. Each company has a different set of circumstances, and so develops an individual set of human resource policies.

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http://en.wikipedia.org/wiki/Resource_(economics)

http://en.wikipedia.org/wiki/Human_resources

Developing HR policies HR policies provide an organization with a mechanism to manage risk by staying up to date with current trends in employment standards and legislation. The policies must be framed in a manner that the companies vision & the human resource helping the company to achieve it or work towards it are at all levels benefited and at the same time not deviated from their main objective.

PurposesHR policies allow an organization to be clear with employees on:

The nature of the organization What they should expect from the organization What the organization expects of them How policies and procedures work What is acceptable and unacceptable behavior The consequences of unacceptable behavior

The establishment of policies can help an organization demonstrate, both internally and externally, that it meets requirements for diversity, ethics and training as well as its commitments in relation to regulation and corporate governance. For example, in order to dismiss an employee in accordance with employment law requirements, amongst other considerations, it will normally be necessary to meet provisions within employment contracts and collective bargaining agreements. The establishment of an HR Policy which sets out obligations, standards of behavior and document disciplinary procedures, is now the standard approach to meeting these obligations. HR policies can also be very effective at supporting and building the desired organizational culture. For example recruitment and retention policies might outline the way the organization values a flexible workforce, compensation policies

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http://en.wikipedia.org/wiki/Risk

might support this by offering a 48/52 pay option where employees can take an extra four weeks holidays per year and receive less pay across the year.

CHAPTER -2

An Overview of the Company

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Part-A: Brief Profile of the Organization

Introduction: Deepika Infratech Private Limited originally incorporated as a partnership firm under the name and style of “Deepika constructions “in the year 1984 by its chairman K. Upender Reddy. DIPL is an ISO 9002:2000 certified multi- discipline engineering contacting and construction company having its registered office at Hyderabad in the state of Andhra Pradesh, India. Since its inception, the company has been actively engaged in civil contacting and Infrastructure development activities. The company has worked with various clients of public and private sectors such as Indian Railways, Singareni collieries and various state Irrigation departments etc. From past few years, the company has undergone rapid expansions and at present working in various parts of the country covering both the public and private sectors. DIPL growth can be directly attributed to its propensity to adopt, endure and remain credible amongst all its competitors. Now the company is having its precense all over the country viz., Andhra Pradesh, Tamil Nadu, Karnataka, Maharashtra, Bihar, Assam, Jharkhand, Chhattisgarh. The company has diversified by taking up large projects and by participating in tenders as well as joint ventures.

Key Clients of the company: - DIPL is having its clients in Government, Public and private

sectors as it maintains good reputation among them. Government Entities

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National Highways Authority of India R & B Department, Govt of A.P Irrigation & CAD Department, Govt of A.P Indian Railways Marmada Valley Development Corporation Vidharba Irrigation Development Corporation Water Resource Department, Chattisgarh Krishna Bhagya Jala Nigam Ltd, Karnataka Karnataka Neeravari Nigam Ltd Singareni Collieries Madhurai Municipal Corporation Tiruchy city Corporation

Principal Contractors

Gammon India Ltd

Patel Engineering Ltd

SEW Infrastructure Ltd

Max Infratech Ltd

Ramky Infrastructure Ltd

Private Entity

Reliance Infrastructure

Management Team

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Mr. K. Upender Reddy, Chairman of the company. He is the founder and promoter of the company. He has 25 years of experience in execution of various projects. He acclaimed visionary in the field of integrated infrastructure.

Mr. G.Venkata Reddy, Vice Chairman of the Company, formerly plays an integral part of the company and contributes significantly in growth of the company. He has over 30 years of experience in construction business and has been actively involved in running major construction projects.

Mr. Srujan Soodini, Managing Director of the company holds degree in mechanical Engineering from Osmania University and has topped with MS in Mechanical Engineering with specialization in Design and CNC controls fabrication from southern Illinois University, U.S.A. He Manages day today functions of the company. Three more directors of the company are M.R.S.K.Vijaya, Mr. S. Upender Reddy and Mr.K.Jitender Reddy.

Mission To provide construction and engineering services with

creative approach within budget and within time line. To gain satisfaction of our clients and to be the preferred

partner for their most challenging projects. To encourage innovation, team work, professional

integrity, commitment, up gradation of knowledge and skills of employees and a safe working environment.

To be a responsible corporate citizen committed to the social cause.

Vision14

Deepika Infratech Pvt Ltd aspires to be a strong and quality conscious company in the areas of engineering, procurement and construction of infrastructure development.

Strengths

Proven track record to take up big size projects. Meeting and exceeding customer expectations of quality

and completion dates. Highly qualified management team and experienced

employee base. Strong order book. Strategic alliance/tie up with reputed construction

companies to take up mega projects. State of art plant and equipment. Innovative engineering solutions. Value added expertise. Diverse project management system. Client – conscious approach.

Core Values

Deepika Infratech Pvt Ltd and its employees actively guided by well defined set of core values. The values are adopted and prompted across all of our business. The values provide guidance for employees in relation to the standards that the company expects in the accomplishment of its operations.

Respect Integrity Innovation Team work Commitment Trust

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Nature of Activity: - The company has diversified into taking up large projects by

directly participating in tenders and as well as entering into strategic alliance with various reputed construction companies for joint ventures. It is functioning in different sectors such as.

Irrigation Health & Civil Works: -

This irrigation health and civil works is one of the main activities of the company. This sector is now complemented by other sectors through the established design, operational control procedures, Scheduling, Centralized procurement, Problem resolution and risk management. The company has enjoyed many years of success in this sector civil and infrastructure works, full range of service include:Excavation of canals, Deep – Cuts, Dams, Bridges, Lift irrigation Projects, Tunnels & Shafts & drainage works.

The company continuously strives for innovation and enhanced efficiency to carry out the full spectrum of Irrigation and heavy civil projects.

Tunnels & Shafts: The company has the high caliber engineering professionals

and technicians for doing Tunnels & shafts works. The company executed following tunnels:

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6 Kms length horse – shoe type tunnel of 7.45 mts dia in kalakurthy lift Irrigation scheme stage –f3 project.

1.5 Kms tunnel in Chalkurthy Lift Irrigation Project.

Transportation:-

Under Transportation, the company has taken up Projects in Roads & Bridges, Railways etc. In detail the are:

Roads and Bridges:

DIPL has entered into subcontract with Gammon India Ltd for NH -4 in Karnataka, which is a part of prestigious Golden Quadrilateral road network managed by NHAI. Roads and Highways are essential for any nation’s economic growth. As per NHAI development, it has awarded with 16325 kms of road within 2-3 years.

Railways: The company has successfully tackled railway works and

has acquired experience in the areas of Gauge Conversion, doubling, earthwork and other associated civil works. The company successfully handled many projects including structures in the North east frontier Railway and East central Railway of Indian railways.

The company has ventured into water supply and sewage directly or with joint venture partners. We got UGD work with Municipal Corporation of Madurai and water supply works with tiruchirappalli City Corporation of Tamilnadu site. The company undertakes services for:Water supply and sanitation facilities, Providing, installing

sewerage systems, water sewage treatment plants, piping network.

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Water Supply & Sewage:- The company has ventured into water supply and sewage

directly or with venture partners. We got UGD work with Municipal Corporation of Madhurai and water supply works with Tiruchurapalli City Corporation of Tamilnadu site. The undertake services for:

Water supply and sanitation facilities. Providing, installing sewage systems. Water sewage treatment plants. Piping network.

Mining:-

The company lays special emphasis on adoption of scientific, systematic and safe mining practices for maximizing efficiency of its service, with due care for mineral conversation. It owns a large fleet of heavy mining equipment and is supported by a pool of highly skilled and motivated team of people. With these resources, DIPL has the capability to execute variety of mining services contracts. The company makes every possible effort for minimizing adverse impacts of mining operations on the local ecology.

Electro Mechanical Works: -

The company provides services for procurement installation and commissioning of Electrical, Mechanical and Fabrication works.

Equipment and Technology Over the years Deepika Infratech Pvt Ltd has been

acquiring more and more equipment. Now the company has an extensive inventory of modern construction equipment and is positioned to fulfill the needs of projects. Following are the equipments owned by the company itself:

Excavators

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Tippers/Taurus/dump trucks Batching plants Concrete pumps Transit mixers Crawler drills and Rigs Boom crane Crawler cranes/mobile cranes Crushers Gantry cranes Shotcreting machines Rock bolting Static roller Vibratory roller Pavers Wet mix plant Screw compressors Dozers Generators A-state-of-Art facility for fabrication A-state-of-Art survey and lab instruments

Separate division will look after the schedules for dispatch of machinery at site on completion or at least with no damage. Work shop takes care of ensuring the machinery and equipment in fighting fit condition at all times.

On Going Works/Projects Few ongoing projects of the company are:

Kalavakurthy Lift Irrigation Scheme (Stage-3): Execution of stage-3 pump station is near Gudipally Gattu near Gouridevipally village Gopalpet Mandal, Mahabubnagar District of Andhra Pradesh.

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Kelo Project Construction of concrete dam and its appurtenant works including construction of main canal 0M to 4320M with its structures complete of kelo project. This project is proposed by government of Chattisgarh, to develop drought prone region of the district.

Western Transport Corridor It is a division of prestigious Golden Quadrilateral (GQ) project in India. The project costs 404.22 crores. Main contractor for this project is Gammon India Ltd, Mumbai. This project is managed by NHAI under Ministry of Road, Transport and highways.

G.N.S.S Flood Flow Canal Main contractor for this project is MAX Infratech Pvt Ltd, Hyderabad. Project costs 147.21 crores. This project is intended to provide irrigation facilities to an extent of 3.25 lakh acres in the districts of Cuddaph, Chittor and Nellore besides providing drinking water facilities to village/town. The scheme envisages drawl of 38TMC surplus flood waters of river Krishna from Srisailam reservoir.

Jigoan Project Deepika Infratech Pvt Ltd acts as a main contractor for this project which costs 311.00 crores. This project was proposed by Vidharbha Irrigation Development Corporation of Maharashtra state. The project consists of four lifts, they are:

- Pump house with pumping machinery- Switch yard- Raising main with manifold- Balancing tank

Madurai Municipality Under Ground Sewage Work

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The company itself holds as a main contractor costs 131 crores. It was planned by Madurai Municipality Corporation to provide sewage collection system to uncovered areas in south zone of Madurai.

AMRP Lift Irrigation Project AMRP irrigation scheme is under process near Chalkurthy, Peddvuru Mandal of Nalgonda district, Andhra Pradesh. The cost of the project is 108.08 crores.

Future works/Projects The future projects of the company are as follows:

Pranahitha-Chevella Lift Irrigation Scheme, package-23

Value of this project is 105900 crores. Investigation, designs and execution of water conveyor system consisting of lined gravity canal with all associated works from Cherial to Ravvulapalli, Andhra Pradesh.

Pranahitha-Chevella Lift Irrigation Scheme, package-19

Value of this project is 43500 crores. Designs and execution of water conveyor system with capacity of 84.21 cumics from Thipparam reservoir to Chevella reservoir main canal.

Package-4, Package-5 and Package-6 Improvements to water supply in Ariyamangalam and Ponmalaipatty area of Tiruchirapally City Corporation. Value of this project is 9085.55 crores.

Package-2 Main work under this project is formation of earth bund of Hundari River, value of this project is 7722.00 crores.

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Man Power Particulars The strength of any company lies in its people. The company is meticulous in allocating experienced qualified personnel to each of its projects. Regular reporting procedures effectively monitor construction progress and man power/equipment utilization.

S.No Designations No. Of Employees

1 Directors and Vice Presidents 82 General Managers &Dy.General Managers 63 Project Managers 124 Managers and Senior Executives 365 Senior Engineers and Junior Engineers 1086 Supervisors and Foremen 1567 Stores, Purchase Assistants & office

Assistants108

8 Electricians, Mechanics & Welders 969 Drivers, Operators & Helpers 360

Total 890

Designations for all Departments in DIPL

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Levels Engineering department (Civil/ Mechanical/ Electrical)

Accounts department

HR and Admin

L1 Engineer Executive(Accounts)

Executive HR

L2 Sr. Engineer Sr. Executive (Accounts)

Sr. Executive HR

L3 Asst. Manager Asst.Manager (Accounts)

Asst.Manager HR

L4 Dpty. Manager Dpty Manager (Accounts)

Dpty. Manager HR

L5 Manager Manager (Accounts)

Manager HR

L6 Sr. Manager Sr. Manager (Accounts )

Sr. Manager HR

L7 AGM AGM (Accounts) AGM-HR

L8 DGM DGM (Accounts) DGM-HR

L9 GM GM (Accounts) GM-HR

L10 AVP AVP AVP-HR

L11 VP VP VP-HR

L12 Sr. VP Sr. VP Sr. VP. HR

PART B: Policies in Deepika Infratech Private Limited:

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Main policies in Deepika Infratech Private Limited are:

Disciplinary Procedure

Employees must obtain permission from their RM/ HOD in order to leave the Company premises during working hours.

In addition, Employees who are frequently away from the premises for business reasons should inform their RM/ HODs of their whereabouts during working hours.

An absence is considered to be unauthorized if the employee has not followed proper notification procedures or the absence has not been properly approved.

Signing Post dated attendance is not acceptable.

Unauthorized or excessive absences or tardiness will result in disciplinary action, up to and including termination.

Absence for a continuous period of 6 w o r k i n g d a y s , without prior approval including an over stay of leave; will be treated as absconding of services. In such cases, DIPL can terminate services of employee concerned at its discretion.

Working days for employees in Administration office are 24/25 days a month, from 10 AM to 6 PM which includes half an hour lunch break. However, depending on work exigencies employee may have to spend additional hours as suggested by RM/HOD.

The working days for site employees are 24/25 days a month which is on shift basis.

List of misconducts:24

Short title and commencement:

These rules may be called ‘DIPL EMPLOYEES CONDUCT AND DICIPLINE RULES’. They shall come into force with immediate effect.Application: These rules shall apply to all the employees of ‘DIPL’.List of misconducts: The following acts of commission shall be treated as misconducts.

Theft, fraud or dishonesty in connection with the business or property of the company or property of another person within the premises of the company.

Taking or giving bribes or involving in any illegal acts. Furnishing any type of false information regarding Name,

Age, and Father’s Name, Qualification, Ability or previous service or any other matter to employer at time of employment or during course of employment.

Acting against rules of company. Willful subordination or disobedience of any lawful and

reasonable order of his superior. Unauthorized absenteeism or over staying than the

sanctioned leave without sufficient grounds or reasons or satisfactory explanation.

Habitual late or irregular attendance. Negligence of work / performance of duty. Willful damage to company property. Drunkenness or any disorder or indecent behavior in

company premises or outside where such behavior is connected with employment.

Smoking within the organizational premises. Sleeping while on duty Manipulation or misappropriation of funds of company. Commission of any act which amounts to criminal offence.

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Absence from place of work without permission or sufficient cause.

Leaving station without permission. Intentionally spreading false information or rumors with a

view to disturb company’s work or image. Unauthorized use of company’s property. Unauthorized communication of company’s business and

related documents. Involving in strike or encouraging others to do strike against

the company rules. Refusal to accept charge sheet, orders or others

communication which are served in the interest of discipline. Willful falsification, destruction of company’s personal

records or any other records of company. Refusal to do work on holidays or Sundays when notified to

do so in case of emergency of company’s work. Unauthorized use of company’s vehicle except in emergency

with a reasonable cause. Possession of any dangerous weapons in company premises

without prior permission. Involving in political issues and disturbing company’s

performance, image, etc. Involving in criticism of company. Insolvency or habitual indebtedness of loans or borrowings of

company. Involving in purchase, sale, and lease, and mortgage, gift of

company’s property on his own name or to family members or any other persons without knowledge of company.

Involving in consumption of intoxicating drinks and drugs. Habitual breach of any company’s policies, rules, procedures

and practices. Abusing others, using unparliamentarily language and

causing injury to other employees of the company. Frequent repetition of any act or misconduct or misbehavior. Interference with work of others.

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Involving in sexual harassment (physically or mentally). Gambling within the premises of establishment. Chewing tobacco, pan, and gutka within the company

premises. Collecting any unauthorized money within premises of

company without permission of competent authority. Manipulation of company records or information. Dishonesty, misguidance, wrong doing, mismanagement,

error disorderly conduct, failure, guilty act, unprofessional conduct, official misconduct.

Disciplinary Procedure:

If any employee involves in the above mentioned misconducts, the company takes the following disciplinary action.

1. Issue of Memo2. Issue of charge sheet and show cause notice3. Explanation letter4. Disciplinary action In the case of first instance memo is issued to an employee. In the case of second instance charge sheet and show cause notice is issued to the employee, asking him to give the explanation for his behavior. If the management is satisfied with the explanation given by the employee or if it is proved that the employee has not committed any misconduct then his services in organization are continued. If the management is not satisfied with the explanation or if it is proved that the employee is found guilty in committing any misconduct then the disciplinary action like (termination, suspension, fine) is taken against the employee. The type of action taken depends upon the nature of misconduct. Any final decision regarding the disciplinary action and settlement of employee account will be in the hands of Managing Director.

Recruitment and Selection Policy27

Introduction:

Recruitment and selection aims to search and hire suitable candidates to fill vacancies in ‘DIPL’ with a view to satisfy the human resource needs.Purpose of Recruitment & Selection:

To ensure that the company hires the best candidates who fits for the job.

To attain the goals of the company with the help of the hired candidates.

To ensure equal opportunity to all the candidates.Recruitment Policy: To hire the best candidates whose qualifications, skills and talent matches with the company’s requirements.Procedure: Any vacant position within ‘DIPL’ will be filled through internal or external sources. The internal sources for recruitment in “DIPL” are:

Promotions. Employee Referrals.

The external sources for recruitment in “DIPL” are: Consultancy Naukri (Website). Campus Interviews

Selection Policy: To select the best and a worthy candidate at a right time for a right place.

Procedure for filling vacancy through Promotion’s.

Procedure for filling vacancy through Naukri, Employee Referrals & Campus Interviews

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Procedure:

HR Interview Written exam Typing Round Technical Interview Final Interview Hiring Decision Placement

Joining process

Purpose:

Define guide lines for Joining Process at DIPL. Scope: Applicable for those who join DIPL on permanent rolls / on Contract and Trainee.

Roles and Responsibilities:

HR: Should generate list of tentative new joiners and forward

to Admin Manager. Joining formalities:

Welcome new joinees. Explains the process of joining formalities. Inform the Employees about the Induction. clarification of any doubts of new joinees

On the date of joining - Post completion of joining formalities Introduce the Employees to Admin manager Introduce the Employees to reporting RM/ HOD & team. Explaining the employee about policies, procedures,

practices and rules of the company.29

Open personal files for all the New Joinees and hand over the personal file.

Introduces the new joinee to the concerned person within the Unit.

Interacts and clarifies all HR related queries. Clarifies, reinforces roles & responsibilities. Formalizes reporting relationship. Ensures settling of the Employees.

The Employee is required to fill up the Joining kit provided to him. The kit contains the following forms:

Joining Report Employee detail Forms HR Records Salary particulars Personal ID Card form IDBI Bank Application form Personal undertaking for Non-submission of Relieving

letter. Check list Documentation: The Employees shall submit the documentation as per the checklist provided in the offer letter.

Training and Development Policy

Introduction: According to ‘DIPL’ Training is an act that increases skills, knowledge, behavior and attitude of employees at work place. The company believes that well trained and efficient work force is crucial for its development.

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In order to get individual and organizational development, the company provides various training and development activities and programs to its employees. It recruits employees at all levels strictly on merit. It provides equal opportunities to all employees to advance their skills and professional expertise.Scope: It covers all the employees of ‘DIPL’.Objectives: The following are the objectives of Training & Development Policy in ‘DIPL’:

To ensure that the purpose of training and development programs is communicated to all the employees.

To ensure that all the employees are offered Training & Development programs.

To ensure an equal opportunity is provided to all employees.

To develop and maintain a pool of suitable and qualified employees.

To create an environment in the company in which there is self development and career advancement for the employee.

To provide financial and supportive assistance required for conducting training programs.

To increase skills, knowledge, behavior, attitude and abilities of employees.

Responsibility of HR Manager: The HR Manager should gather sufficient funds from

management to conduct various Training & Development programs.

He should see that the various objectives and purpose of Training & Development Programs are explained to the trainees by their concerned trainers.

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He should conduct and coordinate various Training & Development programs from time to time for sake of individual development.

He should make a record of all the Training & Development programs conducted.

He should evaluate the result of various Training & Development programs held.

Procedure: ‘DIPL’ provides training for newly joined employees

(Probationers), for a period extending from minimum of 1 month to a maximum of 3 months, depending upon the situation and individual capability to learn.

It provides training even in case of undertaking a ‘New Project’, for a period extending from minimum of 1 month to a maximum of 3 months, depending upon the situation and individual capability to learn.

In all these cases ‘An Experienced and a Skilled Employee’ acts as a trainer and gives training. He gives a demonstration on how to do the job and assists the trainee in doing the job.

Note:

The HR Manager should maintain a detailed record of all the T & D Programs conducted in the organization.

Performance Appraisal Policy

Introduction: Performance Appraisal in ’DIPL’ is a systematic method of evaluating the behavior of employees in the work spot which includes both the quantitative and qualitative aspects of job performance which is conducted annually. Decisions concerning

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career development, promotions, succession planning, compensation, rewards, etc., depends upon information provided through effective performance appraisal system. The company follows a 270 degree appraisal which collects feedback from the employee himself, his reporting manager/HOD and the committee (M.D/CHAIRMAN). Performance appraisal is the assessment of the actual results with the expected results.

Scope: It covers all the employees of ‘DIPL’. Objectives: The objectives of Performance appraisal in ‘DIPL’ are as follows:

To review the performance of the staff against the assigned tasks and responsibilities.

To identify the areas of strengths and weaknesses of employees and to provide positive feedback on their performance.

To identify the employees who can be developed to take up increased responsibilities.

To identify the employees training needs. To create a basis for rewarding, awarding and recognizing

the best performance. To plan for the following year.

Performance Appraisal Procedure: The procedure for performance appraisal in ‘DIPL’ is as follows: Performance Planning

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Performance by Employee

Annual Appraisal (270 Degree)

Appraisal Interview (Feed back)

Rewarding, Awarding, Recognition

Performance Planning: This is the first step in performance appraisal procedure. In ‘DIPL’ the Reporting Manager/HOD will give a sheet to the employee who consists of performance plans, goals to be achieved and expectations of the company on the employee. This sheet is called as ‘GOALS SHEET’, and it should be filled by RM/HOD and all the contents of the sheet should be communicated to the employee. This goals sheet is also verified by HR manager and he can make any modifications if necessary and it should be signed by all three parties (RM/HOD, Employee & HR Manager).

Goals Sheet

Emp Name: _______________ Employee Code: _________

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Designation: _______________

Experience in DIPL: _______

Department: _____________ Total Experience: __________

S.No Goals to be attained in the present year

Signature of Employee Signature of RM/HOD Signature of HR

Performance by the Employee: The employee should be allowed to perform in order accomplish the assigned goals. He should be assisted by RM if

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required. Employee should put his best efforts to fulfill the company expectations.

Annual Appraisal: The company conducts the appraisal annually. In this step, the actual performance and the expected performance of the employee is measured through 270 degree appraisal method in which feed back about employee performance is collected from the employee himself, RM/HOD and the committee (M.D/CHAIRMAN). The goals sheet is also attached to the performance appraisal form and the appraiser can give the ratings or can make any additional comments about the performance of the employee after verifying the goals sheet attached. The HR Manager after verifying the ratings of all the appraisers will sign on the appraisal form.Appraisal Interview (Feedback): In this step, the HR manager after verifying the goals sheet and performance appraisal form of an employee gives feedback to the employee regarding his performance. He communicates the employee the result of appraisal conducted. It is a ‘Two way process’ in which the employees can express their problems to the HR manager and he can help them in finding out a solution to the problem. The HR manager also identifies the strengths, weaknesses and areas of improvement of employees and can communicate the same to him in an understandable manner.Rewarding, Awarding, Recognition: If the employee performs according to the expectations of the company then he is rewarded, awarded & recognized by the company.

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Motivation and Retention Policy

Introduction: According to “DIPL” motivation is a set of forces that energizes people to do the work. HR policies at “DIPL” revolve around the basic tenet of creating a highly motivated, vibrant & self-driven team. The Company cares for each & every employee and has in-built systems to recognize & reward them periodically. Motivation plays an important role in HR Development. In order to keep its employees motivated the company has been providing Rewards, incentives. Employee Recognition and Grievance handling also plays a key role as a factor to motivate the employees of “DIPL”.Scope: It covers all the employees of “DIPL”.Purpose: The following is the purpose of “DIPL’S” motivation policy:

To enhance the performance and productivity of employees.

To encourage employees by recognizing, rewarding, awarding and by paying incentives.

To attract competent people and to retain them. To stimulate people to go beyond routine

performance and over reach themselves in their work.

Ways in which the company motivates: The company motivates its employees in the following ways:

Incentives Benefits Recognition, Rewards and Awards

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Types of awards

1. WOW award: It is given monthly. It ranges from Rs 500 to 1500. It may be given for a person or team. Nominations for this award are sent by HOD to HR

Manager every month. Decision regarding this award will be taken by the

respective Reporting Manager.

2. Star Performer:

It is given for every 6 months, for only one person in the department.

It ranges from Rs 2000 to 4000. Nominations for this award are sent by HOD to HR

Manager in the month of June and December. Decision regarding this award will be taken by the

panel which consists of M.D, HOD and HR Manager.

3. Best Performer of the year:

It is given once in a year. It ranges from Rs 5000 to 7000. It is given to only one person in every site. Nominations for this award are sent by HOD to HR

Manager in the first week of December. Decision regarding this award will be taken by the

panel which consists of M.D, HOD and HR Manager.

Promotions and Transfers:

In order to motivate its employees, ‘DIPL’ provides internal mobility. It provides promotions basing on skills, performance, talent, attendance and seniority. It also provides transfers depending on company and employee requirement.

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Health, Safety and welfare PolicyIntroduction: ‘DIPL’ provides certain health, safety and welfare measures to all its employees in order to ensure the well being of employees in their work place.Scope: It covers all the employees/workers of ‘DIPL’.Objectives:

To prevent all downgrading incidents, which could result in personal injuries, fire, property damage and waste, and to create and maintain a safe and healthy working environment for all our employees.

To promote and maintain the highest possible degree of mental and social well being of all our employees.

To promote and maintain good working conditions so as to safeguard our employees against injuries and occupational health and safety hazards, and to conduct our operations with due consideration for the protection of the environment.

To train employees at the workplace so that they are well equipped to participate fully in the identification, reporting and management of unsafe acts and conditions.

To strive for maximum employee participation in creating a healthy and safe working environment at all hierarchical levels through effective communication.

Responsibility of Management: It should strive for the well being of workers/employees Supply materials, tools and all requirements for safe

practices and operations, within reasonable limits. Encourage all employees at all levels within ‘DIPL’ to make

suggestions for the improvement of health and safety.

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It should grant sufficient funds in order to provide health, safety and welfare measures to employees/workers of ‘DIPL’.

Health Policy: Company ensures health of employees by providing hygienic health measures like ventilation, lighting, drinking water, latrines and urinals. The following are some of the health measures provided in ‘DIPL’:

It prohibits smoking inside the company building. It also ensures that even the visitors adhere to this.

It provides pure, clean and filtered drinking water to all its employees within the company.

It provides cool drinking water in summer season and ordinary drinking water in winter season.

It provides separate urinals and latrines (Wash rooms) for men and women.

It provides coolers to the employees in summer season within the company premises.

Safety Policy: Company ensures safety of workers by preventing occupational injuries, illness and addressing health and safety risks at work place by providing safety equipment to workers, thus it can promote healthy work environment. The following are some of the safety measures provided in ‘DIPL’:

A number of measures are in place to ensure adequate security around the office.

The company provides doors and windows to the building in order to protect from theft, robbery.

The doors of the building as well as those of individual offices are locked after working hours.

Staff members working after scheduled hours should ensure that all the windows are closed and the lights are turned off before leaving.

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No money or valuables should be left unattended. It provides gum boots, gloves, helmets, helmets with lights,

uniform and other safety measures to workers working in sites.

In case of emergencies like fire (if the event is not life threatening) the employees should disconnect the wires of all machines, close all the windows and doors and evacuate the building.

In case of life threatening events they can immediately evacuate the building without stopping to disconnect the wires of all machines and closing all the windows and doors.

Welfare Policy: Company ensures welfare of employees by providing certain welfare measures. The following are some of the welfare measures provided in ‘DIPL’:

It provides first aid kit along with a trained person who knows how to use the kit in case of any minor injuries at site.

In case of major injuries the site in charge moves the injured worker to the hospital and the site in charge should report about the accident/injury to the HR (Site). HR (site) fills up an accident form and reports the same to the Head Office (HR) and finally it is reported to M.D. All the parties should sign the form.

The site in charge should inform about the injury/accident (hospital details) to the family members of the worker, [and also to the police (if necessary) in case the injury is a result of intentional occurrence by co worker].

It also provides Medi claim (which will commence shortly) to all the employees of Head Office and also to the workers in sites.

Communication Policy

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The company encourages free flow of communication and harmonious relationship among all employees.

1.0 Purpose

To facilitate in speedy communication and aid in faster decision making 2.0 Scope

Executives and above 3.0 Features

3.1 Closed User Group (CUG) connections under the Company Owned Company Paid (COCP) scheme shall be provided to all eligible employees (whether confirmed or on probation) and the company shall bear the amount incurred as per the respective limits (CAP) or actual bill amount whichever is lesser. Any amount above the respective limits (CAP) will be deducted from the salary of the employee concerned unless accompanied with an approval from the Reporting Manager or equivalent under intimation to Vice President in the case of Member Services and with an approval accorded by the respective Head of Department in the case of other departments.

3.2 The respective limits (CAP) are described in tables 1

Grades Amount

L1 - L5 750/-

L6 - L10 1000/-

L11 and Above Actual Bill amount minus the personal calls

4.0 Process 4.1 Availing new CUG connection

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4.1.1 Any request for a CUG connection should be made in the CUG requisition form and accompanied by an approval from the reporting authority in the capacity of not less than a Manager of the respective department. Such requests have to be forwarded to the Admin department at the respective RO/HO. 4.1.2 On receipt of the above request, the Admin department will arrange for the CUG connections.

4.2 Surrendering existing CUG connection 4.2.1 Users should raise a request by submitting the CUG Surrender Form accompanied by an approval from the immediate reporting authority stating reason for surrender (Transfer/ Exit or any other reason). Such requests have to be forwarded to the Admin department at the respective RO/HO.

4.2.2 In case of transfer, the process detailed as per clause 4.1.1 and clause 4.2.1 shall be followed.

5.0 Exceptions 5.1 Any exceptions to the policy will have to be approved by the

Head of the particular department. All trunk and international telephone calls should be received

through the receptionist. It is important that the receptionist is notified of all calls so that they are charged appropriately.

If any employee gets any incoming call from outside to the office number it is extended to the respective employee by the receptionist.

Any employee shouldn’t misuse the company calls for private purpose.

Intra communication through phone call, intranet (by personal or office mail id) is also possible in ‘DIPL’.

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Leadership PolicyIntroduction According to ‘DIPL’ leadership is the ability to influence the behavior of others. It is the process of encouraging and helping others to work towards objectives of the company.

The company encourages employees who possess leadership abilities, initiation, innovation, talent and skill to act as leader and to guide his followers.

Scope: It covers all the employees of ‘DIPL’.

Objectives: It aims to achieve development in employees. It encourages participation among employees. It improves commitment among employees to reach goals

of the Company. It develops initiation, innovation, talent and skills among

employees.Leadership climate in the organization: The company adopts a participative style of leadership to encourage its employees. The climate in the Company can be understood from the following diagram.

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Building leadership environment: ‘DIPL’ builds a friendly leadership environment which encourages employees to develop their leadership capabilities .It develops a climate which builds cooperation among employees. It influences the employees to act as leaders.Shaping Internal System: ‘DIPL’ shapes the policies and the procedures in such a way that it supports the employees to take initiation as leaders.

Engaging Employees as Contributors: The company treats the employees as the assets and thus adopts a participative style of leadership. They treat employees as contributors of Company’s success and thus encourage dynamic leaders

Grievance Redressal PolicyIntroduction: A Grievance may be a feeling of injustice, complaint or any dissatisfaction affecting an employee. It may be real or imaginary but it should be brought to light, discussed and the matter should be resolved to the satisfaction of all concerned. Failure to do so will result in a conflict and eventually ends in a more serious problem. ‘DIPL’ has formulated a grievance procedure with its main objective as speedy resolution of grievances.Scope: It covers all the low level employees of ‘DIPL’.

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Objectives: This grievance procedure resolves all the work related

grievances within ‘DIPL’ as soon as possible. This procedure is not used for appeals against

disciplinary action. The employees may lodge grievances without any fear

of victimization. The grievance should be resolved at the lowest

possible level within ‘DIPL’. All statements and decisions of the grievance and its

redressal are recorded.Procedure: The grievance redressal procedure in ‘DIPL’ is as follows: Step 1- Head of the Department In the step 1 the employee must discuss his grievance with the concerned Head of the Department. The concerned HOD should record the grievances of the employee and his solutions in the grievance redressal form and it should be signed by both the parties. But the entire process should take place within the stipulated time period. If the employee is not satisfied with the outcome, he may proceed to Step 2.

Step 2- HR Manager In this step the HOD forwards the same form to the HR manager. The HR Manager should talk with the employee and should try to solve the problem. He should record the grievances of the employee and the solutions in another grievance redressal form and this entire process should take place within the stipulated time period, it should be signed by both employee and HR. If the employee is not satisfied with the outcome, he may proceed to Step 3.

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Step 3- M.D This is the final step in grievance redressal in which the issue is referred to the M.D by handing him the same grievance forms (which are given by HOD and HR) with any other further relevant written information. The M.D should try to solve the problem and he should record the grievances of the employee and the solutions in another grievance redressal form and this entire process should take place within the stipulated time period, it should be signed by both employee and M.D. The grievance should be redressed by MD within stipulated time period.Note: The management should be fair in solving the grievance and it should be resolved at the lowest possible level.

Leave PolicyPurpose

Enable Employees to re-energize themselves and also to attend to their personal needs.Scope Applicable to all the employees on regular rolls (Permanent, Contract, Trainees) of DIPL.

Roles & Responsibilities: HOD:

Approve the request for leave of Employees in leave application format against the Employee’s leave balance.

Employees: Submit a duly filled Leave Application Form to his/her

HOD to apply for leave with advance notice.47

HR: Publish the leave balance on quarterly basis across DIPL. Ensure Process Compliance with regard to leave

policy and attendance policy. Furnish relevant information to Finance Representative

with regard to Privilege leave balance at the time of separation of Employees.

Furnish information with regard to unauthorized absence to HR Help desk before payroll cutoff date every month.

Manage and analyze the data as captured from attendance tracker.

Issue memos under attendance policy. Ensure the process compliance with regard to attendance policy.

Types Of leaves: Employees are eligible for the following types of leave

Earned leave - EL Casual Leave - CL Sick Leave - SL

TYPE OF LEAVE TILL JUNE 2010

UPTO DEC 2010

W.E.F 2011 January

Earned Leave (EL) NIL 9 days 18 dayCasual Leave (CL) 12 days 12 days 12 days

Sick Leave Nil 03 days 06 days

Rules for availing leaves:- Leaves will be calculated from 01 January to 31 December

every year. An employee who has joined newly cannot avail leave until

he completes one month of his tenure in DIPL. In such case, it 48

will treated as a LOP. All leaves will be granted through leave application only,

when signed by self, RM/HOD, HR and M.D. In case of Emergency and Sick leaves, the employee will

intimate the concerned HOD/RM/HR about his absence. She/he will fill the Leave Application after he rejoins the duty. In case SL balance is not sufficient, then it will treat against CL/EL as the case may be.

All leave application should reach the HR 24 hours before the scheduled leave date.

A CL of more than 3 days will be converted into EL automatically.

An Employee availing SL for three days and more will produce a doctor certificate of the illness.

If any CL is available, it will be carry forwarded and converted to SL and it has to be utilized in that year or else it will be lapsed for that year.

SL will be carry forwarded and a maximum of 30 days SL will be accumulated.

By the end of every year, HR will forward mail/circular mentioning the available balance of the leave.

Any employee who wants leave should inform/apply before a week, in such case of continuous leave Sunday is not treated as leave. If any employee is absent without prior permission/ intimation then Sunday is also treated as leave in case of continuous leave.

Encashment of Leave:

Only EL will be encashed. Only EL will be carry forwarded to the next year adding to the

total EL of the preceding year. A maximum of 90 days of EL will be accumulated.

No CL/SL will be encashed. An Employee, who wishes to encash EL, should have at-least

30 days leave balance to his credit. Encashment will be done every two years for 30 days

Leave Encashment Form

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Date: …………….........

Name of the Employee: …………………………………………………..

Department: ……………………………………………………………………

Site/Head Office: …………………………………………………………….

Current Leave Balance: …………………………………………………..

No of leaves to Encash: ………………………………………………….

No of years of experience in DIPL: …………………………………..

Signature of Employee Signature of HOD

Signature of HR Manager Signature of M.D

Leave For Site/Project Office:

All site employees on DIPL rolls will be entitled to avail 30 days of leave annually.

An employee completing one month from the date of joining will become eligible to avail leaves. During the initial one month, he is not allowed to proceed on leave or off duty. Any such case will be treated as LOP (Loss of Pay).

Under extreme circumstance, depending from case to case basis, with permission from Project Manager/In charge, he will be allowed to take leave not exceeding 2 days continuously.

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All DIPL Employees at sites are eligible to avail 18 days Earned Leaves and 12 days Casual leaves. . Depending on the Date of Joining the Eligible leave will be on Pro-rata basis.

A Casual leave cannot be combined with earned leaves. All Sundays/closed holidays falling in between a planned

leave will be considered as a leave. An employee can encash leave up to 30 days, every two

years. The amount of encashment of leave will be paid on one month gross salary through cheque or deposited in bank.

Casual leaves will not be carry forwarded to next year. Any Casual Leave balance in the calendar year will lapse and will not be encashed.

In case of Emergency, the employee will intimate the concerned HOD/RM/HR about his absence. He/She will fill the Leave Application after he rejoins the duty. Such leaves will be treated as Casual Leaves. If there is no casual leave balance, then it is treated as Earned leaves.

All Earned leave balance will be carry forwarded and can be accumulated up to 90 days.

The encashment form is available with HR department, and eligible employees will fill in the form and submit it to the concerned HR.

All employees must apply leave in the prescribed leave application format and get it signed and approved by the concerned Reporting Manager / Head of Department 24 hours in advance.

A CL of more than 3 days will be converted into EL automatically.

Leave Application Procedure:

Procedure for Leave Application Processing:

Leave will be taken on day basis. Intervening Holidays or weekly-offs during the leave

period shall be treated as leaves for calculation of leaves availed (except in case of maternity leave in which case,

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calendar days will be considered). Leave can be availed only with the prior approval of the

HOD accorded on the Leave Application Form. Post approval, HOD will submit the same to HR

Representative. In case of emergency where the Employees are unable

to obtain prior permission, information should reach the HOD within 24 hours of absence. The Employees should apply for leave (through leave application form) within 2 days of resuming duty. Else it will be treated as LOP (Loss of Pay).

Loss of Pay: Loss of Pay is defined as days when:

An Employee takes leave without prior approval of HOD even when Employee’s current leave balance supports the number of days of leave taken. In this case total number of days of leave taken is treated as loss of pay.

An Employees takes leaves after prior approval of HOD but Employee’s current leave balance does not support the number of days of leave availed. In this case number of days of leave taken above the current leave balance of Employees is treated as loss of pay.

Employees cannot take more than 7 days of Loss of pay. Loss of pay has negative impact on all components of

gross salary. Intervening holidays and weekly offs between two LOP

dates shall be considered as LOP.

Formula of calculation of loss of pay:

Gross pay (i.e. Basic + HRA+ Sp Allowance + Transport Allowance+ Medical) / 30 * No of unapproved leaves OR Leave applied for in excess to leaves accrued.

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Leave Encashment:

Employees who have resigned shal l get the i r Earned leave encashment along with the full & final settlement.

Disciplinary Action in case of absconding or no show causes:

In case of unauthorized absence of Employees for a continuous period of 3 days, without p r i o r approval including an over stay of leave; disciplinary action shall be initiated against the Employees under the attendance policy. (Refer to attendance policy).

Attendance Policy

Purpose: To report for work punctually and work all scheduled hours.

Scope: All employees on regular roles and full time consultants.

Process: For employees at site offices:

RM/ HODs should notify Employees of their starting, ending, and break times.

Employees are expected to be engaged in carrying out their duties during all scheduled work timings and should be ready to begin work at their scheduled starting time.

Employees should notify in advance to their RM/ HOD as soon as possible whenever they are unable to report for work, or if they will be late, or if they must leave early. The notice should include a reason for the

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absence and an indication of when the Employees can be expected to report for work. If the HOD is unavailable, notification should be made to the HR Representative.

Employees traveling on duty need to send intimation through mail a day before to the HOD & HR Representative to update the Attendance records.

For employees at Head Office:

The Custody of attendance registers will be with the Admin/HR Personnel.

Employees must sign in the Attendance Register placed at reception desk on daily basis. 15 minutes grace period from start time is allowed. Thereafter register will be kept with the Admin Manager and Employees reporting late must sign and enter reasons for delay.

All Employees other than Senior Manager and above, going out of site/ office during working hours need to sign in the login register indicating login and logout time maintained at the reception desk.

Three late comings in a month are considered as one day leave.

Any employee while entering or leaving the office premises should use their access card.

Late WorkingPurpose:

Keeping in view business exigencies, Employees may be required to work late hours beyond stipulated work hours.

Scope:Applicable to Level L1- L3 Employees only at DIPL.

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Procedure:

Employees can stay beyond office hours voluntarily to complete their tasks or for learning etc where in snacks and tea is provided by the company.

In case if an Employees work calls to stay beyond 8 pm on working days, he must seek HOD approval in the prescribed form with information to HR Representative. Employees may claim late stay reimbursements to cover dinner & conveyance expenses from office to their residence.

Late hours working application need to be approved by respective HOD and HR Representative.

The application after approval from HR Representative will be forwarded to the Finance Representative for reimbursement.

Finance Representative shall reimburse the amount in cash within 2 working days. It shall not be credited through salary.

Working Days

Purpose: To define the concept of working days for all Employees, across DIPL.Scope:

It is applicable to the employees on regular rolls / contract and temporary staff of DIPL.

Holidays:

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Holidays include 12 days as national holidays, which are communicated to the Employees at the beginning of the year through the HR Representative.

Working Days:

6 working days a week. Admin Office:

Working days for Employees in Admin Office are 24 /25 days a month. From 10 AM to 06 PM.

Project Sites: Working days for Employees in Projects/Sites are 24 /25

days a month which is on shift basis. Based on client requirements and nature of our

Business, the Employees working at project sites will work on Sundays and their weekly offs will be as per the roster.

Working Hours

Purpose: To define the working hours for all Employees.Scope: It covers the employees on regular rolls/ contract and

temporary and personnel provided by outsourcing agencies.

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Exit ProcessPurpose: To Know the Feedback and improving the retention strategy.Scope: It covers the employees who wish to / asked to separate.Roles & Responsibilities: HOD: Employees who wish to / asked to separate

HR: Validate the clearance form and forward to Finance Representative

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Admin Office:

The general working hours of the Company are from 10 A.M. to 6 P.M. which includes half an hour break for lunch.

Vice President and above levels have no stipulated working hours.

General Manager and below levels i.e., (L9 to L1) should work from 10 AM to 6 PM depending upon urgency of work.

Project Site: Each shift spreads across 9 hours a day (including the

break time).It may even exceed depending on the urgency of the work.

Employees in the support group at project sites will adhere to the work hours applicable.

Based on the Business exigencies Employees may be required to work beyond their assigned normal working hours.

Engineer’s to supervisor level should work in 24/7 shifts according to Reporting Manager.

Finance Representative: Hand over the final settlement cheque within 1 working day from the date of receipt of the validated form from HR Representative.

Legal Representative: Address any legal cases arising out of breach of terms of employment.

Reasons for separation: Separation can happen through following manner:

Resignation - An Employee leaves the services of the company on his/her own reason.

Termination – When the company at its own discretion terminates the services for any major misconduct/continued poor performance.

Absconding. RESIGNATION:

An Employees opting for separation, would submit resignation letter to their respective reporting RM/ HOD.

The reporting RM/ HOD shall inform HR Representative immediately.

If the Reporting RM/ HOD and HR Representative do not succeed in influencing such Employees to reconsider his/her decision, RM/ HOD should accept the resignation formally, indicate a relieving date, make a request for waiver of the notice period (either complete or partial) if any and forward the resignation letter to HR Representative within 2 working days of the completion of the discussion. Request for the waiver of the notice period (either partial or complete) should be approved by the respective HOD. In case the request for waiver is accepted then the approvals shall be attached with the resignation copy prior to sending it to HR Representative.

If an Employee intends to get relieved even before serving the notice period, then salary would be recovered for the shortfall in the notice period.

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The respective reporting RM/ HOD is responsible for ensuring smooth transition between the Employees separating from the organization and the successor taking charge of separating employees job responsibilities. Keeping the need of the company and the client, the respective functional head should ensure:

The new successor is sufficiently oriented (technically/functionally) to perform competently

The company should not suffer in any way during / after such transition.

The concerned employees should complete handing over all responsibilities, knowledge, documents, etc., on the last working day to the next team member identified by his/her RM/ HOD. The functional head would not re lease any project based documents to such Employees.

Termination of Employment:

As a learning organization, the company gives the maximum opportunity for an Employee to prove his/her ability during the employment period in the organization. The termination of employment would be the last resort from the employer on following grounds:

If an Employees cannot prove his/herrole relevant technical/functional ability during the service period,

If there is a deteriorating performance during any period of employment even after advice by the respective RM/ HOD.

If any behavior/attitude of an Employees leads to breach of trust/confidence with the employer/ contractor.

If the attitude of the Employees is absolutely contrary to company’s basic culture.

For tampering of any official records. For non-following of any policies, rules & regulations of

the organization. Termination of employment is considered as an extreme

step, if the instances of above points are repetitive in nature. Where such cases are proved, Employees would be terminated without any notice period. In such cases,

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management reserves the right to either compensate in lieu of termination or not to compensate in any manner. If company decides to compensate, the compensation amount shall not exceed his/her one month salary and paid a lump sum equivalent to his/her current one month salary, after deducting all dues receivable from such Employees. Management may even decide to downsize the Organization reducing the number of people for loss of projects, obsolescence of skills or technology wherein such persons cannot get re-deployed or retrained for new skill requirements or for improving organizations productivity for economic viability of the organization.

Procedure:

In case of resignation, HR Representative shall forward the resignation letter with the approvals wherever applicable to HR Representative. HR Representative shall conduct the Exit Interview and fill the Exit Interview form and forward along with the Resignation letter.

In case of termination, the formal termination letter is issued to the Employees and a copy is handed over to HR Representative for processing with stop salary advice.

In case of Employees absconding, the communication thread proving no show case is forwarded to HR Representative with stop salary advice. If the Employees is on a service agreement the Employee’s service agreement shall be sent to the legal department.

HR Representative shall advice for Stop salary to the Admin Manager/ Finance representative.

All stop salary advices (Format annexed) shall be done on a day to day basis as the consolidation for payroll shall happen on the 30the of every month.

In case of resignations after payroll cutoff date shall be informed immediately.

HR Rep shall in the last week of the respective

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Employee’s service with DIPL:

issue the clearance form to the Employees who has separated

Issue a resignation acceptance copy within one working dayfrom the date of receipt of the resignation letter.

The clearance certificate shall be signed by various departments:

The IT Personnel will delete the Email account of such Employees,

Admin Manager would collect back table draw keys or if the drawer keys are miss placed an amount of Rs 200 shall be recovered from the Employee’s final settlement.

Admin Manager shall collect the ID/access card, etc. The Finance Representative would mention/collect

the dues, if any. Final Settlement:

Employees shall obtain clearances and hand over the clearance form to HR Representative on the last working day for further processing.

HR Representative shall validate the same and forward to Finance Representative within 2 working days from the date of receipt of the completed form.

Subject to obtaining no-due clearance from all functions, the Full and Final Settlement will be made within 1 working day following the last working day. Finance Representative hand over the cheque to HR Representative who will hand over to the Employees.

Recovery of the Notice Period:61

For recovery of shortfall in the Notice Period, firstly the

leave at credit & the salary payable for the days worked in the relevant month would be deducted from the due notice period and then for the short fall period, a proportionate recovery will be made comprising of gross salary components. For the purpose of calculation of rate per day, thirty days per month will be taken as standard.

Tax will be deducted as per the provisions of the Income-Tax law. Commencement of Notice Period: - The notice period will commence from the day of resignation is officially tendered before 12 noon on a working day. Resignation tendered after 12 noon will be taken as tendered on the following day for all accounting purposes.

In the event of any dues from the Employees the finance department will forward a copy of the Full & Final settlement to HR for filing the same in the service file and process the claims if any.

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CHAPTER - 3

METHODOLOGY

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Title of the Study

“A study on HR POLICIES with special reference to Deepika Infratech Private Limited”.Need for the study

The need for study on policies is to identify the defects in the policies followed by the company.Scope of the study

It covers all the employees of Deepika Infratech Private Limited.Objectives of the study

1. To guide employees to perform their jobs.2. To maintain discipline in the company.3. To know the ethics of the company.4. To solve the problems of the organization.

Hypothesis

The current policies followed in Deepika Infratech Pvt Ltd are effective.Population & Sample

For the purpose of the study, 25 employees were taken as sample from the population of 35 employees.Sampling Technique

The sampling technique used for this study is purposive sampling technique.

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Data Collection Sources

Primary data: The feedback about the policies was collected in the form of questionnaire, which was distributed, to sample of 25 employees. Secondary data: The secondary data was collected from the company’s website and journals and also from the websites of construction Industry.Presentation of the study

Chapter-1: Theoretical frame work Chapter-2: Overview of the company Chapter-3: Methodology Chapter-4: Data Analysis and Interpretation Chapter-5: Findings and suggestions Bibliography Annexure

Limitations:

While conducting survey following limitations are faced: Many employees are unaware of the company’s policies. Few people though aware not following the policies. Lack of proper implementations.

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CHAPTER - 4

Data Analysis and interpretation

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1. Are you satisfied with the policies of the company?

Strongly agree Agree Neutral Disagre

e

Strongly Disagree

No. of Respondents

4 16 1 4 0

Total Employees 25 25 25 25 25

Percentage 16 64 4 16 0

Interpretation From the above table 16 percent are strongly agree, 64 percent are agree, 4 percent are neutral and 16 percent are disagree for the question asked.

67

2. Do you feel that you are completely aware about all the policies of the company?

Interpretation

68


e

Strongly Disagree

No. of Respondents

1 15 7 2 0



From the above table 4 percent are strongly agree, 60 percent are agree, 28 percent are neutral and 8 percent are disagree for the question asked.

3. Do you feel that the policies framed will help you to reach the goal comfortable?


e

Strongly Disagree

No. of Respondents

2 6 16 1 0



69

Interpretation From the above table 8 percent are strongly agree, 24 percent are agree, 6 4 percent are neutral and 4 percent are disagree for the question asked.

4. Do you feel that the

policies help you in personnel development?

70


e

Strongly Disagree

No. of Respondents

1 15 8 1 0




5. Do you feel that the disciplinary policy of the company is ensuring discipline in the company?


e

Strongly Disagree

No. of Respondents

1 14 10 0 0



71

Interpretation From the above table 4 percent are strongly agree, 56 percent are agree, 40 percent are neutral for the question asked.

6. Do you feel that the management is worthy enough in communicating you about the policies framed?

72


e

Strongly Disagree

No. of Respondents

2 17 6 0 0



Interpretation From the above table 8 percent are strongly agree, 68 percent are agree, 2 4 percent are neutral for the question asked.

7. Do you think that company plays a key role in contributing towards your growth and success?


e

Strongly Disagree

No. of Respondents

0 11 8 6 0



73

Interpretation From the above table 44 percent are agree, 32 percent are neutral and 24 percent are disagree for the question asked.

8. Are you satisfied with the leave policy of the company?

74


75


e

Strongly Disagree

No. of Respondents

1 12 4 8 0



9. Are you satisfied with the exit policy and process of the company?


76


e

Strongly Disagree

No. of Respondents

2 18 5 0 0



10. Do you feel that the policies framed are helping you to resolve any grievances arised?


77


e

Strongly Disagree

No. of Respondents

1 11 9 4 0



11. Do you feel that the policies framed are able to maintain the work environment of the company?


78


e

Strongly Disagree

No. of Respondents

1 17 7 0 0



12. Do you feel comfortable with the Performance Appraisal policy framed?


79


e

Strongly Disagree

No. of Respondents

3 16 3 3 0



13. Are you satisfied with the Reward, Award and Promotion policy of the company?

Interpretation From the above table 8 percent are strongly agree, 32 percent are agree, 12 percent are neutral, 32 percent are disagree and 16 percent are strongly disagree for the question asked.

80


e

Strongly Disagree

No. of Respondents

2 8 3 8 4



14. Are you satisfied with the wage policy of the company?

Interpretation From the above table 8 percent are strongly agree, 32 percent are agree, 12 percent are neutral, 28 percent are disagree and 20 percent are strongly disagree for the question asked.

81


e

Strongly Disagree

No. of Respondents

2 8 3 7 5



15. Are you satisfied with the working hour's policy of the company?

Interpretation From the above table 12 percent are strongly agree, 44 percent are agree, 20 percent are neutral, 20 percent are disagree and 4 percent are strongly for the question asked.

82


e

Strongly Disagree

No. of Respondents

3 11 5 5 1



16. Are you satisfied with the Training & Development policy of the company?


83


e

Strongly Disagree

No. of Respondents

4 14 3 4 0



17. Are you satisfied with the Recruitment & Selection policy of the company?


84


e

Strongly Disagree

No. of Respondents

1 19 2 3 0



18. Are you satisfied with the communication policy of the company?


85


e

Strongly Disagree

No. of Respondents

1 8 12 4 0



19. Are you aware about the type of appraisal being conducted?

Interpretation From the above table 32 percent are agree, 36 percent are neutral and 32 percent are disagree for the question asked.

86


e

Strongly Disagree

No. of Respondents

0 8 9 8 0



20. Are you satisfied with the joining policy of the company?

Interpretation From the above table 16 percent are strongly agree, 72 percent are agree and 12 percent are neutral for the question asked.

87


e

Strongly Disagree

No. of Respondents

4 18 3 0 0



Chapter-5

Findings and suggestions

88

Findings:

Company is using effective policy system. Policies are essential for every company to perform job well. Awareness on policies should be conducted among all

employees on policies. Present policies in the company are effective.

Suggestions: Some changes can be made in policies. Successful implementation of policies in the company had

taken place. Awareness on policies is to be done.

Bibliography

89

Aswatappa.k, Human Resource and Personnel Management Tata McGraw Hill, New Delhi (2001)Flippo, Edwin.B (2002) Personnel Management Japan McGraw Hill Book CompanyRobbins, ‘Human Resource Management’ New York, John Wiley (1994)

Websites: www.google.com www.wikipedia.com www.citehr.com

Annexure

90

http://www.citehr.com/

http://www.wikipedia.com/

http://www.google.com/

1. Are you satisfied with the policies of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

2. Do you feel that you are completely aware about all the policies of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

3. Do you feel that the policies framed help you to reach the goal comfortable?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

4. Do you feel that the policies help you in personnel development?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

5. Do you feel that the disciplinary policy of the company is ensuring discipline in the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

6. Do you feel that the management is worthy enough in communicating you about the policies framed?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

7. Do you think that the company plays a key role in contributing towards your growth and success?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

8. Are you satisfied with the leave policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

91

9. Are you satisfied with the exit policy and process of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

10. Do you feel that the policies framed are helping you to resolve any grievances rose?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

11. Do you feel that the policies framed are able to maintain the work environment of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

12. Do you feel comfortable with the Performance Appraisal policy framed?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

13. Are you satisfied with reward, award and promotion policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

14. Are you satisfied with the wage policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

15. Are you satisfied with the working hour’s policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

16. Are you satisfied with the training and development policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

17. Are you satisfied with the recruitment and selection policy of the company?

92

a. Strongly agree b. Agree c. Neutral d. Disagree e. Strongly disagree

18. Are you satisfied with the communication policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

19. Are you aware about the type of appraisal being conducted?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

20. Are you satisfied with the joining policy of the company?a. Strongly agree b. Agree c. Neutral d. Disagree e.

Strongly disagree

93

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