Final Welspun

DETAIL STUDY OF HR POLICY OF WELSPUN

PROLOGUE

SR NO . PARTICULARS PAGE NO.

1. Preface 2-32. About Welspun 43. Products 5-74. Designation Chart 85. Mission & Vision 9-106. Management Philosophy & Quality Policy 11-127. Job Specification Criteria 13-148. Manpower Planning & Recruitment 15-189. Visiting cards to employee 1910. Trainee Stipend, Confirmation & Minimum Wages

Policy20-22

11. Reimbursement Of Interview Expense 2312. Attendance Records 2413. Amendment/Insertion In The Policy 2614. Leave Rules 27-2915. Outdoor Duty & Travelling Rules 30-3916. Provident Fund & Gratuity Scheme 40-4217. Maternity Benefit & Labour Welfare Fund 4318. Separations 44-4519. Human Resources - Practices 4620. Care & Concern Scheme 4721. Performance Appraisal 48-5222. Policy On Upgradation 53-5423. Training & Development 5524. Indemnity Bond 5625. Training Calender 5726. Skill Development & Job Rotation 5827. Increments & Promotion 5928. Appreciation & Rewards 6029. Education 6130. Reference Library, Sports Activities , Social Functions 6231. Picnic 6332. Canteen Facilities 6433. Loan & Uniform 67-6934. Conclusion & Recommendation 70-7135. Annexures & Suggestion Form 72-7536. Bibliography 76

P R E F A C E

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WELSPUN GUJARAT STAHL ROHREN LIMITED (WGSRL), Dahej Road, Vill.

Vadadala, Tal. Vagra, Dist. Bharuch aims at providing their employees a work environment

of understanding and social satisfaction where the employees can contribute towards the

progress of the company, grow with self development and make a prospective career. They

strive to create a work place in which they have pride and confidence of their employees

and they focus on the work potentiality of every employee and to take interest to enable

them to excel in their functional areas.

The policy in question shall apply to all employees working in WGSRL, so far they are not

inconsistent with any agreement, terms, etc., that may have been agreed and which may be

applicable to employee concerned.

The prime objective of this HUMAN RESOURCES & ADMINISTRATION POLICY (HR

& ADMN. POLICY) are:

i) To formulate and record the rules & regulations, guidelines and operational aspects

of Human Resources and Administration to facilitate easy reference in the

implementation of the company’s HR & ADMN Policy. The contents laid down in

the policy are not exhaustive and subject to change at the sole desecration of the

Management.

ii) To render assistance in understanding uniformity and interpreting and implementing

the various procedure/entitlements governing their employment in WGSRL.

iii) To help in familiarising new employees with the Systems, Procedure, Policies,

Rules, Various benefits and entitlements governing the employment.

Incase of disciplinary action, the applicable standing order or service rules of the company

will apply. This is not a document which has to be used for justifying any action in legal

matters/statutory Acts/Laws lay down under the government.

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Notwithstanding anything contain in this manual, the Management may at its sole

discretion, modify/ change /amend /withdraw/cancel any part or whole of the

policy/manual as deemed fit without giving any prior notice or assigning any reason.

They expect that this policy shall bring clarity to every employee in understanding our

culture.

ABOUT WELSPUN

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In just a little more than a decade since its inception in 1985 with a small Textile unit,

Welspun group has grown rapidly to become a market leader in every segment that it

operates viz. Terry towels, Yarns and SAW pipes. Today, Welspun has an expected

turnover of Rs. 45,000 Million for the current year (of which more than Rs.35,000

Million is expected from exports), assets worth approximately Rs. 43,000 Million,

16,000 + employees, presence in 50 countries and over 50,000 shareholders. The

market capitalization of the group stands at approx Rs.25,000 million.

The group is expected to cross an annual turnover of RS.10000 crore by 2008 with its

forays in expansion of Rs 1000 crore in Textiles, Rs. 1200 crore in Plate Mill and its

ambitious plans to set up a larger Power Plant and Steel Plant..

The group is managed professionally by a team of experts drawn from Multi-National

Corporations and National Corporations of repute and is a system – based

organization working like a Multi-National, without losing the intuitive age of Indian

entrepreneurism.

The group offers tremendous learning opportunities, challenging tasks and ample

opportunities to demonstrate performance and creativity. Wellspun is a performance–

driven organization, which has grown more than 500% in the last 10 years.

PRODUCTS OF THE COMPANY

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WGSRL strongly believes that a wide range in the manufacturing of pipe sector is the

parameter to prove its capabilities and today, the company is proud of its range. There

are only a handful of players who can compete with the range of pipes (starting with

diameter as small as 1 inch and as large as 100 inch), maintain the quality and

technology that WGSRL produce.

1. L-Saw Mill

2. Spiral Mill 2

3. HFERW Pipes(Mill1) 4. HFERW Pipes(Mill2)

5. Coating Mill 6. Bending Mill

DETAILS OF THE COMPANY:

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WELSPUN GUJARAT STAHL ROHREN LIMITED

Date of Incorporation : 26th April, 1995.

Registered Office & Works : AT & PO: VadadlaDahej RoadTaluka VagraDist. Bharuch - 392 130GUJARAT - INDIA091-02641-256011, 256281, 881-87Fax: 256285.

Corporate Office : Trade World“B”, wing, 9th Floor,Kamala Mills Compound,Senapati Bapat MargLower Parel (W)Mumbai - 400013

DESIGNATION CHART

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STAFF WORKMEN||

PRESIDENT | |SR. VICE PRESIDENT |

|VICE PRESIDENT |

|SR. GENERAL MANAGER |

|GENERAL MANAGER |

|DY. GENERAL MANAGER |

|SR. MANAGER |

|MANAGER |

|DY. MANAGER |

|ASST. MANAGER |

|SR. OFFICER/SR. ENGINEER <-------------------|>SR. FOREMAN

|OFFICER/ENGINEER <----------------------|>FOREMAN

|SR. ASSISTANT <----------------------------- -|> ASST. FOREMAN

|ASSISTANT <-------------------------------|> CHARGEMAN

|| SR. OPERATOR|| OPERATOR|| ASST. OPERATOR|| HELPER || TRAINEE

MISSION

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They endeavour to reach the leadership

position in each Segment / Sector

of their Product / Service

They are committed to satisfy their

Customers by providing such quality

Product / Service, which gives highest

Value for money.

They believe that Employees are their most

Important asset through which they can

Reach the top in each category of their

Product / Service. Thereafter, they will

Emphasize on their continuous

Improvement through upgradation of

Relevant knowledge and training.

They commit themselves to continuous

Growth, so as to fulfil the aspirations of

Their Customers, Employees and

Shareholders.

VISION

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We aim to...

emerge as a global leader...

preferred by every home

serve...with passion

grow...@ speed

innovate...with quality

excel...with ethics

Delighting all stakeholders...

MANAGEMENT PHILOSOPHY

CUSTOMER FOCUSED ORGANISATION

LEADERSHIP STATUS

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INVOLVEMENT OF PEOPLE

PROCESS ORIENTATION

SYSTEM APPROACH TO MANAGEMENT

CONTINUOUS IMPROVEMENT

FLEXIBILITY AND COMMITMENT

FACTUAL APPROACH TO DECISION MAKING

MUTUALLY BENEFICIAL SUPPLIER RELATIONSHIP

WELSPUN GUJARAT STAHL ROHREN LTD.

Q UALITY POLICY

They endeavour to reach the leadershipPosition in each segment/ sector of their

Product. They are committed tosatisfy their customers by providing such

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Quality product which giveshighest value for money.

To achieve these they shall be committedto create a Quality environment with :

Good House - Keeping

Establishing and Maintaining a Quality Management System in line with API

Specification Q1 and ISO 9002 QualityAssurance Systems.

Get right things the first time, every time

Continuous improvement throughupgradation of relevant technology and

Training & Development of our employees.

Pride of Quality through Customers’ feedback.

JOB SPECIFICATION CRITERIA

(A) JOB SPECIFICATION FOR STAFF CATEGORY.

SR.NO.

CATEGORY JOB SPECIFICATION CRITERIA

1. PRESIDENT DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 16 Yrs. in Related Field.

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2 SR. VICE PRESIDENT DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 14 Yrs. in Related Field.

3. VICE PRESIDENT DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 13 Yrs in Related Field.

4 SR. GENERAL MANAGER

DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 12 Yrs in Related Field.

5 DY. GENERAL MANAGER

DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 10 Yrs in Related Field.

6 SR. MANAGER DEGREE/Diploma Holder in Engg/Professional Course/Graduate with Experience of Min. 8 Yrs in Related Field.

7 MANAGER DEGREE/Diploma Holder in Engg/Professional Course/ Graduate with Experience of Min. 6 Yrs in Related Field.

8 DY/ASST. MANAGER DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 5Yrs./8Years in Related Field.

9. SR.ENGR/SR. OFFICER DEGREE/Diploma Holder in Engg/Professional Course with Experience of Min. 4Yrs/6 Yrs. in Related Field.

10. ENGINEER/OFFICER BE/ Graduate with 2 Yrs experience / 4 Years Experience in related field.

11. Sr. ASST./ASST. Graduate / Diploma.

As far as possible, the Management should not induct any fresh candidate having lesser qualification than the Diploma/ Graduate unless otherwise specifically approved by the Plant Head.

(B) JOB SPECIFICATION FOR WORKMEN CATEGORYSR.NO.

CATEGORY JOB SPECIFICATION CRITERIA

1 SR.WELDER ITI with 3/5 Years of experience as a Welder/ Possessing a certificate as a Qualified Welder.

2 WELDER ITI with 2/3 Years Experience as a Welder/ Possessing a certificate as a qualified Welder.

3 ASST.WELDER ITI with 1/2 years experience as a Welder/ Possessing a certificate as a Qualified Welder.

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4 GRINDERMAN ITI with 1 Year Experience as a Grinderman / 2 years Experience in related field.

5 FITTER ITI with 1 Year Experience as a Fitter/2 Year Experience in related field.

6 TUNER/ MACHINIST

ITI with 1 Year Experience as a Tuner/ Machinist/ 2 Years Experience in related field.

7 DIESELMECHANIC

ITI with 1 Year Experience as a Diesel Mech./ 2 Years Experience in related field.

8 ELECTRICIAN ITI with 1 Year Experience as an Electrician/ 2 Years Experience in related field.

9 INSTRUMENT MECHANIC

ITI with 1 Year Experience as an Inst. Mech./ 2 Years Experience in related Field.

10. RIGGERMAN ITI with 1 Year Experience as a Riggerman/ Possessing a certificate as a Qualified Riggerman.

11. SR. OPERATOR ITI WITH 3 Year Experience /5 Year Experience in related field.

12. OPERATOR ITI with 2 Year Experience/ 4 Years Experience in related field.

13. ASST.OPERATOR ITI with 1 Year Experience / 2 Years Experience in related field.

14. HELPER SSC/ 1 Year Experience.

15 SWEEPER /GARDNER /PEONS

SSC/1 Year Experience.

MANPOWER PLANNING & RECRUITMENT

Manpower is the most valuable of all the assets, the organisation have. Hence, Manpower

planning shall be given top most priority. HR & A Department shall carefully and

analytically prepare an organisation chart after discussing the need of manpower with other

heads of the department in the organisation which will be approved by the Vice Chairman/

Director. The approved manpower strength shall be called as sanctioned strength for that

particular process / section/ Dep’t.

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The staff recruitment in the organisation shall be on the basis of the approved “Organisation

Chart” and any deviation in Manpower Planning shall be first approved by the Director and

then only recruitment process shall be initiated.

The HR & A Department shall coordinate with other departments in filling up the

vacancies.

The vacancies created due to additional manpower requirement, promotions, resignations,

retirements, dismissals shall be filled up through following:

Vacancy to be filled up through Advertisements/Govt. Employment Exchange.

The Head of the departments who desire to have the vacancies filled up in their

departments, as defined by organisation chart shall inform the HR & A Department in

writing. The advertisement agency and terms shall be approved by the Director. The HR

& A department shall collect all manpower requirements and release one single

advertisement, instead of releasing the advertisement in piecemeal basis & increasing the

cost of recruitment. The HR & A Department shall co-ordinate with Advertising Agency

for making the advertisement more effective and economic.

For filling-up the vacancy, where there is mandatory provision to seek the list of candidates

from Govt. Employment Exchange, the same may be explored first.

Vacancy to be filled up through Recruitment Agency:

The Director shall approve the panel of Recruitment Agencies on the basis of

recommendation by the Head of the HR & A Department defining their scope, service

charges other terms.

Vacancy to be filled up thorough Personal Contacts:

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The HR & Admn. Department shall put the Manpower requirement on the Notice Board at

various locations for information of all employees.

Vacancy to be filled up through Departmental Promotions:

The Management may decide to fill the vacancy through internal promotions. In such cases

the concerned Manager and HR & A Department shall prepare a proposal and route it

through concerned HOD for approval of Management.

Selection of Candidates:

HR & A Department shall scrutinise all applications received against the

Advertisement/Job profile and shall make list of candidates who are fulfilling the job

requirement in consultation with the concerned department heads.

HR & A Department shall arrange to send interview call letters for interview to the

candidates as per the list finalised. The date and timings of the interview shall be planned

in such a manner that all members of the panel are present on the date of interview. The

interviews shall be staggered to accommodate maximum possible candidates.

The HR & A Department shall conduct interviews on the fixed dates and ensure that

selection committee are well informed about the interviews. Prescribed Bio-Data Form to

be got filled up from the candidates.

There should be a selection committee for interviewing candidates for different posts. The

selection committee shall be formed consisting of the following members:-

a) For the post of DGM & GM - President/Director/M.D.

b) For the post of Officers to Managers - GM/Concerned HOD/Head

of HR & A Department.

c) For the post of Assistant, Sr. Assistant. - Concerned Manager, Head

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of HR & A Department.

d) For Sub-Staff, Drivers. - Head of HR & A Department.

All members on the selection panel shall be provided with separate evaluation sheets. On

the basis of duly filled up evaluation sheets, the HR & A Department shall prepare a

recommendatory note for approval of appointment to the appointment authority as per

authority chart. The total remuneration fixed and other terms shall also be clearly indicated

in the recommendatory note. Issuing offer letter and appointment letter and their signing

authority:

The HR & A Department shall arrange to send the offer letter to the selected candidate on

the basis of approval received from the appointing authority. The head of HR & A

Department shall sign all the offer letters.

The HR & A Department shall issue the appointment letter to person joining the

organisation within 15 days from his joining.

The appointment shall be approved and appointment letter shall be signed by the authority

as follows:

a) For DGM & GM - President/Director

b) For Asst. Manager to Sr. Manager- GM/DGM of Concerned Dept.

c) For Asst. to Sr. Officer - By HR & A In charge

d) For Sub Staff - By HR & A In charge

HR & A Department will have an Induction programme for all new employees joining the

organisation.

a. Probation, Training, Confirmation, Annual performance appraisal and

promotions:

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b. There will be a probation period of six months for all appointments.

c. There shall be different training duration for Trainees. Details are listed in

separate policy for Trainees.

d. On completion of probation/Training period HR & A Department will send a

performance appraisal to get recommendation of HOD for

confirmation/extension of probation/training period or termination of

services.

e. No increase in the salary or change in designation will be proposed at the

time of confirmation of services.

f. The confirmation date for recommended employees shall be 1st of the month

if the joining date is on or before 15th of the month. For the rest, the

confirmation date shall be 1st of the subsequent month.

g. Every year from 1st April, there will be a detailed Performance Appraisal of

all employees and increments and promotions will form part of this

performance appraisal exercises. All promotions and increase / change in

remuneration will be effected only at the time of annual performance

appraisal.

VISITING CARDS TO EMPLOYEES

The Company may issue the Visiting Cards to employees of Asst Manager and above level.

If any other employee is also required to be issued with visiting cards depending upon the

nature of duties, then the same shall be approved by the Plant Head.

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The requirement of visiting card shall be sent to HR & A Department. The HR & A

Department shall arrange for printing of visiting cards through Material & Purchase

Department in the standard design, type & format.

The visiting card must be of approved pattern. No employee is permitted to directly place

the requirements for printing of visiting cards at his own.

TRAINEE STIPEND, CONFIRMATION & MINIMUM WAGES POLICY

The Revised Policy is as follows:

Trainees (Staff):

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CategoryStipend p.m.

(Consolidated)Training Period

Increase onConfirmation

Grade

Management Trainee

a)C.A./MBA/CS/ MCA (Ist Class)

b)ICWA/Master Degree in related discipline & 2yrs Post Graduate Recognised RegularProfessional Degree(Ist Class)

7512/-(Bachelor Accmmd.)

6310/-(Bachelor Accmmd.)

1 Year

-- do --

5% of consolidated

stipend + HRA/ Accommodation

of the grade

-- do --

Sr. Officer

-- do --

G.E.T/Officer Trainee

B.E, B.Tech./ Degree in other Discipline with 2 Yrs Post Graduate Recognised Regular

Professional Degree(Ist Class)

5012/- 1 Year 5% of consolidated

stipend + HRA/ Bachelor

Accommodation of the grade

Officer

D.E.T.

Engg Diploma/Degree in other discipline with 1 years Post Graudate Regular Professional Diploma

(Ist Class)


stipend + HRA of the grade

Sr. Asst.

Graduate Trainee

B.Sc/B.Com/B.A

(Ist Class)


stipend + HRA of the grade

Assistant

The minimum consolidated Gross Salary for confirmed Staff category shall be Rs.3269/- + HRA/Accommodation of the grade.

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Trainees (Workmen) :

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CategoryStipend p.m.

(Consolidated)Training Period

Increase onConfirmation Grade

I T I2300/- 6 months 15% of consolidated

stipend + PFAsst.

Operator

Non ITI (HSC)2300/- 1 Year 15% of consolidated

stipend + PFAsst.

Operator

Non ITI (upto SSC)(i) Skilled Operation

(ii) Other than skilled Operation

2200/-

2200/-

1 Year

1 Year

15% of consolidated stipend + PF

10% of consolidated stipend + PF

Asst. Operator

Helper

The minimum consolidated Gross Wages for confirmed workmen shall be :

a) For ITI/HSC : Rs.2645/- + PF (Asst. Operator)

b) Non-ITIs up to SSC : Rs.2530/- + PF (Asst. Operator)

(Skilled Operation employees)

c) For Non-ITIs (up to SSC) : Rs.2420/- + PF (Helper)

Salary /Wages of the existing employees drawing less than the above scale shall

be restructured and brought unto the minimum level as shown above.

The above fixation should time to time take care of the Government’s notification

on the Minimum Wage Payment.

If during the training period or on completion of training period if a trainee is not

found suitable to continue imparting the training or absorption, he may be relieved

by the Management without giving any notice/ reasons or the training period may

be extended as deemed fit by the Management.

RE-IMBURSEMENT OF INTERVIEW EXPENSES

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The following are the limits for re-imbursing the travelling expenses to the candidates

coming from out station to attend the interviews in response to our call.

Local ConveyanceGeneral Manager & above Air/I ACC Taxi fare To & Fro OfficeDGM/SR. MGR/MANAGER II ACC/I Class From Last stop of long journey train

Asst./Dy. Manager/Sr. Officer/Officer Ist Class Public Transport/AutoSr. Asst./ Assistant IInd Class Public Transport

In case overnight stay is required Hotel expenses @ of laid down Travel Rules shall be

reimbursed. Anybody not producing ticket will be considered for IInd Class train charge.

Local candidates (Bharuch District) shall not be reimbursed anything towards interview

expenses.

The claim in prescribed format shall be submitted by the candidate through HR & A.

Department. The re-imbursement of interview expenses shall be authorised by HR & A.

Department and to be disbursed by Accounts Department immediately to facilitate

candidate’s timely departure.

ATTENDANCE SYSTEM/RECORDS

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HR & A Department shall be responsible for ensuring that all persons working in factory

mark their attendance in muster roll regularly.

HR & A Department shall ensure that all employees’ sign muster and this should be

checked by calling all musters within 30 minutes from the starting of the shift.

HR & A Department shall prepare monthly attendance report for salary purpose

considering leave with pay, without pay etc.

HR & A Department shall maintain a register in which in-time and out-time of the

employee is mentioned. This should be done on the basis of authorised outdoor slips, when

an employee is going out / required to be away from plant / place of regular duty for

official work.

All employees are liable to be thoroughly security checked of their person & belongings at

entry/exit while attending/leaving the duties of their specified/ authorised shift or on

extended/late working hours by Security Staff.

HR & A Department shall prepare a late comers report. This report should be sent to the

HOD/Director on last working day of every week

On joining, the employee will be given with Employee No. and is required to endorse his

attendance in attendance register and also punch his card for IN/OUT duty timings. Duty

should be strictly attended as per the scheduled timings. The monthly shift schedule is to

be handed over to HR & A Department by the concerned Department by 25th for the

following month. Any change in this regard must be with prior approval or immediate post

approval in certain circumstances of exceptional nature only. For duty outside and out

station duty beyond working hours or working days, it must be supported by authorised

permission in the prescribed format. The punching system for such outstation duty which

may involve late/early arrival, late/early departure or non reporting at plant site must be

observed with prescribed format of time keeping endorsement and punching systems.

Otherwise, HR & A Department shall treat the employee as absent in attendance sheet...

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If by chance, the punching machine is not being in working condition, the physical

endorsement on attendance is to be facilitated by the concerned employee for effective

maintaining of time keeping records and pay roll preparation.

Weekly Off:

There must not be any change in the Weekly-Off once specified in the shift schedule.

However, in exceptional cases if need be, concerned HOD should give very immediately

remark/reason for changing the Weekly Off of the concerned employee. HR & A

Department has to monitor the monthly Weekly Off of concerned individuals in that

particular month.

Extra Time Working & C-Off:

Extra time form is required to be submitted to HR & A Department well in advance. In

certain exceptional cases, the approved extra time form may be submitted immediately very

next day by 10.30 Hrs. in compiled format. Concerned department must forward

Attendance card of employee retained/ likely to be retained/ held back for extra time

working to time keeper at Security Gate. The employee shall personally collect back the

attendance card while being relieved from Extra Time working from the Time Keeper.

This is to facilitate preparation of Extra Time Payment/ Compensatory off monitoring.

HOD should ensure that an employee is called for extra working /on Weekly Off day only

when it is so required for exceptional requirements. The reason for each cases of extra

working hours are to be specifically mentioned on extra time requisition form/compiled

format.

Employees who are not to be considered for C-OFF may be sanctioned with payment of

Extra Working Hours for upto the level of Sr. Officers/Sr. Engineers, whose job is of

technical nature. The extra hour’s payment shall be based purely on receipted duly

sanctioned extra time forms/ Sheet. The payment for the extra working hours will be

made as per the prevalent procedure. For workmen, the payment of extra time shall be as

per the existing Government Rules. For payment of extra working hours, the minimum

eligibility is at a stretch for minimum two hours on a particular day.

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However, in case of any delay in arrival of shift buses, beyond 2 (Two) hours, the

concerned HOD / Sectional Head may decide to engage some of the workers who are on

critical operations, on Extra Work (beyond two hours). No extra time payment for any

workmen working less than two hours shall be entertained”. Further, the workers who are

not required to continue with extra time working may be advised by the concerned

HOD/Sectional Head to leave their respective place of work and wait for their reliever &

shift bus at the Main Gate.

The extra time payment will be disbursed by Accounts Department on 20th of each month

Compensatory Off : Employees who are not applicable for extra time payment, may be

sanctioned with compensatory off if they are required to work on weekly off and/or on paid

holidays or on extended working hours of the shift with due prior approval from the

competent authority.

a) 4 to 5 hours extra working 1/2 (Half) day

b) More than 5 hours to 10 Hours 1 (Full) day

AMENDMENT/INSERTION IN THE POLICY

COMPENSATORY OFF (C-OFF)

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As per the present practice of availing/granting C-Off has been amended as under:

1. Managers (Asst. Managers & above) are not entitled for C-Off for extra

time working than normal working hours on any regular working day.

2. However, employees in respect of their grade are eligible for C-Off when

they work on any Weekly Off day or Paid Holiday.

3. Employees who have accrued C-Off have to avail the same by the end of

the succeeding week. For eg. : An employee working on Weekly Off day –

Saturday - can avail C-Off in any day before next Saturday.

4. However, C-Off accrued against Working on any Paid Holiday will be

carry forward and can be availed along with any sanctioned leave.

5. There will be no accumulation of C-Off accrued against working on

Weekly Off day/Extra Hours.

LEAVE RULES - STAFF

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HR & A Department shall maintain leave records of all employees of Staff Category in

leave register as per standing requirement. The leave as per leave rules shall be credited to

the leave account of the employees (Staff) every month and any leave taken shall be

debited to leave account on the basis of leave application. Hence, HR & A Department

should ensure that all employees whose sanctioned leave application is received are

marked as leave or else, the absence shall be treated as leave without pay/absent without

leave as the case may be.

These rules shall be applicable to all staff category of employees of the company who are

on the muster roll.

The employees shall be entitled to leave as follows:

PL SL

- All employees confirmed

And on probation - 30 Days 07 Days

- Management Trainee - 21 days --

- Other Trainees - 15 Days --

PRIVILEGE LEAVE :

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The Privilege Leave eligibility shall be calculated @ 2.5 days privilege leave (for Trainees,

proportionate to their eligibility) for 30 days payment day in a month (i.e. drawn full salary

of the month). If an employee has gone on leave without pay during a month then the leave

entitlement shall be proportionately reduced. For trainees, leave shall be calculated

proportionate to their paid days for the month.

Availing of Privilege Leave:

An employee can take leave for ½ day in case of need. ¾ day and above to be reckoned as

Full Day and below ¾ to be reckoned as ½ day All employees are required to take prior

approval for leave period he/she desires to avail. The minimum days before which an

employee shall submit the leave application is as follows:

½ to 1 day leave - 1 day before

2 to 3 days leave - 7 days before

4 to 7 days leave - 15 days before

8 to 15 days leave - One month before.

If an employee does not submit properly filled leave application as indicated above, then

his leave application may be liable for rejection. Leave is a beneficial privilege. The mere

submission of leave application, unless approved, does not mean an authorised permission

to be away from duty. The Management may at its sole discretion, accept/ reject the

application based on requirements of the Company.

Weekly off/ Paid Holiday (P.H.) falling in between Leave/ being prefix or suffix to paid

leave/attendance will not be counted as on leave.

In case of urgencies management has all right to cancel the sanctioned leave of an

employee if his/her services are required by the company.

An employee shall ensure that a leave application properly filled up and sanctioned by the

departmental head is handed over to HR & A Department before he/she is proceeding on

leave for marking in the muster and updating the leave record of the concerned employee.

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HR & A Department shall maintain a leave register which shall be updated every month

while making salary.

An employee can accumulate PL maximum upto 90 days as at the year end followed by the

company. In case the accumulated PL is more than 90 days, and then same shall be

automatically lapse unless encashed before the year end, leaving balance of only 90 days.

For encashment which will be based on gross payment (salary & perks excluding HRA) per

month (days of the particular month of encashment is to be considered for arriving at

eligibility. The employee concerned shall make an application to their departmental head

for recommendation. Encashment will be maximum two times a year for minimum 10 days

and balance leave has to be minimum 30 days after encashment.

SICK LEAVE

The employee may be sanctioned with SL based on submission of application on his health

ground. If SL sought is more than 3 days, a certificate of Registered Medical Practitioner

be submitted by the concerned employee to his/her HOD for consideration and onward

forwarding to the HR & A department. The SL shall be proportionate to the length of

attendance so far rendered as of date. Balance SL, if any, shall automatically lapse at the

end of calendar year. The SL may be credited fully / proportionate to the services to be

rendered as on 31st December instant. This is to be monitored at suitable period by HR &A

department.

OUTDOOR DUTY & TRAVELLING RULES

- 29 -


The rules are applicable to all tours undertaken by employees of the company for official

work at out of the city limits, which is approved in the prescribed format by the

departmental head before the tour started. This may facilitate for drawing advance money

for tour expenses. These rules are not applicable to employee moving between Vadadla/

Bharuch/ Ankleshwar.

In case advance against tour expenses is not desired, the employee undertaking tour shall

fill up a tour application form and will take approval from the departmental head. The tour

application duly approved shall be given to HR & A department before proceeding on tour

for marking attendance.

The travelling expenses actually incurred during the travel period shall be reimbursed as

per the chart of travelling expenses on submission of Travel expenses form.

If an eligible employee has purchased air ticket in cash then, the ticket shall be attached

with travelling bill. In case the ticket was booked by HR & A Department through travel

agency then the employee travelling by AIR shall submit the utilised docket air ticket to the

HR & A Department on completion of the tour. If the HR & A Department is requisitioned

to purchase the Air/Rail Tickets, the employee shall pay the ticket/bill amount to HR & A

Department against the delivery of such ticket/bill.

Entitlement for lodging, boarding and other expenses shall be as per the chart. This

entitlement is for a period of 24 hours starting from the start of the tour (Starting from

residence or office) and ending with completion of the tour (on reaching residence or

office). A period of more than 5 hours but less than 12 hours shall be treated as half day

for calculating the entitlement for expenses. The night journey period/stay shall not be

counted as working hours. The day journey/working for more than 8 hours shall be

counted as single day attendance.

If the company has got lodging arrangements, then all employees who are on tour in that

area are expected to make use of the lodging facility provided by the company. Cigarettes,

Tobacco and Bar expenses are not allowed under Boarding Expenses.

- 30 -


The employee shall submit the Travel Expense Bill along with Outstation Duty Assignment

Report duly recommended by the concerned HOD within seven days of completion of the

tour. The employees, who have taken advance for the tour expenses, shall deposit the

balance, if any, to Accounts within 07 days of resumption of duties.

INDEMNITY BOND:

If an employee proceeds for Training/acquaintance/ knowledge gaining tour, either

within India or Abroad or In-house and the expense inclusive the Fees , Salary dues &

other expenses is more than Rs. 25,000/-, the suitable Indemnity Bond as per the

Prevalent Rules is to be executed on Govt. Stamp paper and to be abided by. The

bond period shall be as follows:

Expenditure Range Bond Period

01 Rs. 25,000/- to Rs. 40,000/- 1 Year

02 Rs. 40,001/- to Rs. 60,000/- 2 Years

03 Rs, 60,001 & above 3 years

The bills shall be checked & authorised by the HR& A department considering travelling

rules as stated below and paid by Accounts Department.

TRAVELLING EXPENSES REIMBURSEMENT ELIGIBILITY:

GRADE MODE OF

CONVEYANCE

MAXIMUM LIMIT (Rs. per day) CONVEYANCE

TRAVEL

OFFICE/RESI. TO

LODGING BOARDING INCIDENTAL

MODE

- 31 -


EXPENSESSTN.,

AIRPORTDURING

TO HOTEL &

TRAVELLING

VICE VERSA.PRESIDENT AIR/Ist

A,CACTUALS ACTUALS ACTUALS ACTUALS ACTUALS

G.M.s to Sr.V.P.

AIR/Ist A.C

TAXI 1500 300 75 TAXI

DGM Ist AC/ TAXI 1200 275 75 TAXIIInd AC

SR. MANAGER

IInd AC/

TAXI 1000 250 60 TAXI

Ist Class

MANAGER IInd AC/

TAXI 800 225 60 TAXI / AUTO

Ist Class

DY. MANAGER

IInd AC AUTO 700 200 40 AUTO

Ist Class

ASST. MGR. IInd AC AUTO 600 175 40 AUTOIst Class

SR. OFFICER/

Ist Class AUTO 600 160 40 AUTO

SR. ENGINEER

BUS/PUBLIC

ENGR/OFFICER

IInd Class

AUTO 300 150 30 AUTO

ASST. BUS/PUBLIC

- 32 -


TRAVELLING EXPENSE REIMBURSEMENT FOR DRIVERS

OUT DOOR TOUR FOR

TEA/ BREAKFA

ST

LUNCH

DINNER

NIGHT HALT

12 Hrs. -- 40 -- --16 Hrs. -- 40 40 --24 Hrs. 15 40 40 75

Notes:

1. The amount of eligibility will be higher by 100% for Mumbai & other Megalopolis

& 50% for other Metro Cities compared to the above charts.

2. Lodging and Boarding Expenses in total are to be supported by proper paid bills.

3. Where company makes Lodging & Boarding arrangements or either of it

employee’s entitlement for that will be NIL

4. If lodging facility is not availed by producing any lodging bill, then an employee

may claim 20% of the eligibility without any supporting bill only if the outstation

duty involves requirement of Night Stay and Lodging Arrangement is considered a

must. However, such reimbursement shall not burden undue extra conveyance

expenses to the Company in any way compared to accessible Hotel accommodation

nearby. For Outstation duty, which does not require any lodging facilities, no claim

of any kind shall be reimbursed. For Boarding Expenses, an employee can claim

40% of eligible amount without producing the bills for total claim of Boarding. In

case of an employee making his own boarding and lodging arrangement, he will be

entitled to claim 50% of his boarding eligibility(enhanced from the present 40%)

and 30% of his Lodging eligibility(enhanced from the present 20%).

5. At no time for a particular outstation duty, splitting of the claim for Lodging/

Boarding with bill or without bill benefit is sought shall be allowed i.e. for a trip, a

bill is produced, and no benefit for without bill facility shall be entertained or vice

versa for that particular tour in particular expense head.

- 33 -


6. Incidental expenses are to cover portage, newspaper, tips, laundry & petty expenses

etc and is payable without any supporting.

7. Telephone charges for official work are to be reimbursed at actuals.

8. Anybody not producing used journey ticket shall be considered for Second Class

only.

9. Contingency expenses related to spot reservations :-

Due to short notice or movement without the reservation though reservation is

warranted, an employee can be reimbursed for arranging self reservation formality.

The eligibility is as follow: -

1. Rs.150/- for Ist class & above.

2. Rs. 75/- for IInd Class

Per ticket for each boarding of night/evening & early morning (i.e. prior to 0500hrs.)

trains direct on main route.

DOMESTIC TRAVEL:

Only V.P.’s and above are permitted to travel by air. In case, employees below V.P. level

have to accompany V.P. and above during their tour, V.P. will have to travel by the class

applicable to the other employees. This will also be applicable to all the other employees

down the line. VPs and above also as far as possible are to see the feasibility of travelling

by Rail to have economy in expense.

- 34 -


VISIT TO PLANTS:

VAPI & SILVASA: None of the employees visiting these plants will stay at hotels.

Company has its guest houses at Vapi. Everybody is expected to make use of these guest

houses for their stay in the following manner:

==> Vice Presidents and above shall stay at Ambica Park Guest House.

==> All the other visiting employees should stay at Neptune Tower

Guest House.

BHARUCH: Company has very well maintained guest house within the plant premises

which should be used by all the employees visiting Bharuch.

It should be noted that respective Plants are intimated well in advance through HR &A

department about the visits of employees. Further, those employees who stay at hotels at

these locations shall not be reimbursed their expenses unless accommodation is not

available at that particular location and is endorsed to that effect by concerned HR & A.

Department of that location.

FOREIGN TRAVEL:

==> Travel programme in every case should be well in advance. All the employees

should travel only by excursion economy class.

==> For booking the tickets, quotes for cost of tickets should be taken from minimum

two agencies for different Airlines and most economical Airline should be used.

==> Each and every employee must submit the account of foreign exchange taken

within 7 days of his return from tour.

==> Employees travelling abroad for knowledge gaining/training shall require executing

Indemnity Bond/Training Abroad Agreement as per the rules prevailing in this

regard from time to time.

- 35 -


TRAVELLING EXPENSES REIMBURSEMENT ELIGIBILITY:

Site Allowance in lieu of Boarding & Incidental Expense Reimbursements:

Site Allowance for site jobs (Anjar, various ports and commissioning sites) can be

paid as follows, if food is not provided but Accommodation is provided and managed

by the company:

i) Rs. 150/- per day for Workmen & upto Sr.

Engineer/ Sr. Officer

NO SUPPORTING

BILLS REQUIRED

ii) Rs.200/- per day for Asst. Manager & upto Sr.

Manager

iii) Rs.250/- per day or actual for DGMs and

above

Note :

The above Site Allowance will be higher by 100% for Mumbai & other

Megalopolis & 50% higher for other Metro Cities compared to above

rates

The above Site Allowance includes Extra Time worked/Late Working

compensation, Boarding Expenses, Incidental Expenses, Laundry,

Tips, etc.

If working on Weekly Off/PH days, the C/off can be credited and can

be availed within 2 (Two) months from the date of return to parent

base.

The Site Allowance is for Actual Presence at Site.

No Actual Bills will be entertained for Boarding Expenses while

working at site for Sr. Manager & below.

The amendment was effective from 1st December, 2002.

- 36 -


Outstation Duty at VAPI

At Vapi, Accommodation & Food is provided. Hence, Incidental & Miscellaneous

Expenses will be paid as per the following scale for their stay at VAPI.

i) Rs. 30/- per day for Asst. Manager & Below

ii) Rs.40/- per day for Manager & above.

- 37 -


RE-IMBURSEMENT OF LOCAL CONVEYANCE

The local conveyance for attending the office work at outside shall be claimed by

employees in the format based on sanctioned outstation duties where vehicle has not been

provided by the company.

The entitlement of employees in different categories is as detailed below:

Managers & above - Taxi Fare : From office to work

place and return

Officers to Dy. - Auto Fare : From office to work

Managers place and return.

Asst,/ Sr. Asst./Peons/-Public : For all types of out

Workmen Transport door official work.

The vouchers of employees shall be recommended by departmental head and sanctioned by

HR & A Department for payment by Accounts Dept.

- 38 -


RE-IMBURSEMENT OF LEAVE TRAVEL ASSISTANCE

The employees of specific categories are entitled for LTA as per the letter of appointment,

increment letter and company’s policy.

The employee of the category of Managers & above should have taken 8 days of Leave /

Authorised absence , the employees below Managers category should have taken 6 days

Leave/ Authorised absence for becoming eligible for claiming LTA. The LTA shall be

claimed for expenses incurred while away on leave for travelling to any part of India on

main route for actual travel expenses for self, spouse, children and dependent parents.

The LTA re-imbursement shall be allowed only if an employee has completed 11 month

from the date of eligibility. The claim is to be made in the format prescribed.

The LTA shall calculate on the basic salary earned by an employee/deemed to be earned

during the year. If there is any excess/short amount paid then the same shall be

recovered/paid from/to the employee at the end of the year / in next claim when position

regarding total earned salary is clear/ worked out.

If the LTA is not claimed in the year of its entitlement then same shall be allowed to be

carry forward to the next financial year.

Eligible employee may be sanctioned with LTA advance maximum one month prior to the

commencement of leave by submitting prescribed form for drawing the money towards

LTA claim. The LTA advance is limited to 70% of the eligible LTA amount. The

concerned employee is required to settle the LTA advance amount within seven days of

resumption of duty from LTA Leave. Otherwise, Accounts Department may intimate HR

& A Department about the deduction from the salary.

LTA is taxable as per the Income Tax Rules for the LTA amount drawn.

- 39 -


PROVIDENT FUND SCHEME

The applicability of PF Scheme is as per PF & MP Act 1952.

All employees are covered except Apprentice, Casual & Employees over 58 Yrs. of age.

The HR & A Department should ensure the timely completion of formalities with regard to

compliance of various provisions of the Act.

- 40 -


GRATUITY SCHEME

The Gratuity shall be paid to all employees who have been employed for a period of not less

than 5 years on wages / salary as per the payment of Gratuity Act 1972.

Gratuity shall not be paid to employees mentioned as under:

a) Casual and non-regular employees

b) Apprentices or Trainees

c) Persons employed through the contractor.

The wages / salary mean all emoluments payable in cash and include Basic + DA. It does

not include:-

a) Bonus

b) House Rent

c) Conveyance

d) Overtime and other allowances

Gratuity shall be paid as under:

Period of Service No. of days per year of service

Completed 5 Yrs. & above 15 days

The amount of Gratuity payable to an employee shall not exceed Rupees Two lakh & fifty

thousands.

Service more than 6 month in a year will be considered as full year of year service, for the

purpose of computation of gratuity.

The gratuity shall be payable to an employee on the Cessation of his employment, if he has

rendered the continuous services of not less than 5 years except in the case of termination of

the employment of any employee is due to death or disablement.

- 41 -


Notwithstanding anything contained above;

(a) the gratuity of an employee, whose services have been terminated for any act, wilful omission or negligence causing any damage or loss to or destruction of property belonging to the employer shall be forfeited to the extent of the damages or loss so caused :

(b) the gratuity payable to an employee may be wholly or partially forfeited :

(i) If the services of such employee have been terminated for his riotous disorderly conduct or any act of violence on his part, or

(ii) If the services of the employee have been terminated for any act which constitutes an offence involving moral turpitude, provided that such offence is committed by him in the course of his employment. Any act which constitutes an offence involving moral turpitude, provided that such offence is committed by him in the course of his employment.

- 42 -


MATERNITY BENEFIT

All female employees in the categories covered by this manual who are not covered by the

ESI Act will be eligible for Maternity Benefit in the form of 12 weeks paid leave, provided

they have been employed for at least 160 days within the Company before the date of

delivery. This benefit shall be subject to and as per the provisions of Maternity Benefit Act

1961 (as amended from time to time.)

The concerned employee is required to obtain a medical certificate from the doctor

indicating the date of her expected delivery & submit the same to HR & A Dept. for availing

the benefit.

Maternity Benefit is admissible in the form of 6 weeks paid leave before the date of

expected delivery and 6 weeks paid leave in the post natal period. However, a female

employee, under clearance from her physician, may exercise the option not to avail any part

of the leave of absence during the six weeks preceding her date of delivery. At the same

time unavailed maternity leave preceding her date of delivery cannot be carried forward in

the post natal period.

No female employee may rejoin work during the six weeks immediately following the date

of her delivery.

Maternity Benefit is also admissible in the event of a miscarriage. However, maternity

benefit can be availed of not more than two times during the course of the employment with

company.

LABOUR WELFARE FUND

As per the statutory requirement, employees are required to contribute to the State

Government towards Labour Welfare Fund. The present rate is Re.0.50 per each half year

ending June and December respectively. The above statutory deduction shall be made from

Salary/Wages of the applicable employees once a year @ Re.1/- from the salary/wage of

January each year instead of half yearly. The HR & A Department shall remit the amount of

Labour Welfare to Government on half yearly basis within the stipulated time.

- 43 -


SEPARATIONS

Separations may occur on account of the following reasons:

a) Retirement or Superannuation i.e. on attaining the age of 58 years.

b) Resignation

c) Termination of Services

d) Untimely death

e) Completion of period for which temporary/casual employee/s is/are recruited.

f) Completion of training/apprenticeship.

In the case of retirement on superannuation, the HR & A Department will issue a

communication two months in advance of the date of which the employee is due for

retirement. Upon retirement taking place, the HR & A Department will forward Clearance

Certificate 15 days in advance to the respective Department Head to take necessary action

for completion of clearance formalities.

In the case of resignation from the services of the organisation, the letter of resignation duly

recommended is to be forwarded to HR & A Department by HOD. The resignation

acceptance letter has to be handed over to the employee by HR & A Department and an

endorsement should be taken on the duplicate copy of the effect that he has received it.

Department Head will endorse the Clearance Certificate for further clearance formalities to

be completed by the concerned employee.

All dues are to be settled and paid during the last office working day based on complete

clearance formalities. Further, in the case of resignation, no extension of relieving date can

be given to the employee unless there is a written sanction from the Plant Head.

Notice period after resignation is too utilised for proper handing/taking over of the work

handled by the employee and to draw up a comprehensive status report on ongoing matters.

Therefore, normally, no leave should be sanctioned to an employee during the notice period.

- 44 -


However, under special circumstances with written sanction from the HOD concerned, the

employee may be granted leave.

In the case of death of an employee whilst in the services of the Company, an immediate

telephonic intimation has to be sent to the HR & A Deptt. By the HOD if he is aware of the

death.

Accounts Department will not effect payment of the final settlement of an employee unless

the clearance certificate duly signed as fully cleared is handed over by the employee/HR &

A Department to Accounts Department.

- 45 -


HUMAN RESOURCES – PRACTICES

The management strives to help in a continuous and planned way by which, employees of

their organization can be effectively developed by enhancing competence to perform their

functions well and make their organization perform better. This is done while taking care

of Developing & Managing Resourceful Human Resources:-

The process involves:-

(a) Acquire or sharpen capabilities;

(b) Develop their general capabilities as individuals and discover and explore their own

inner potentialities for their own and for organisational development purposes;

(c) Develop organisational culture in which superior-subordinate relationship, team

work and collaboration among inter-departments/sub-units are strong and

contribute to the professional well-being, motivation and pride of employees.

(d) Promote belongingness and family environment. The management has evolved

systems and processes involving series of activities/ scheme/policies designed to

produce behavioral changes in the available human resources for maximization

and proper utilization of their competence level as well as their present and

future roles to optimise the organisational performance.

- 46 -


CARE AND CONCERN SCHEME

Their company is perfecting the professionalism in a big way in the areas of services,

processes and products.

Considering this, employees have better opportunities for growth.

An Excellent performer with a good potential, competence, concern for growth and right

attitude with system orientation can expect to rise to the managerial level in a short span of

6 to 10 years. This is the career a good performer in their company can aspire for.

- 47 -


PERFORMANCE APPRAISAL

The objective of the Performance Appraisal process rests on the all important points of

human resource & is the sustenance for an organisation’s well being and growth from this

premise. The Performance Appraisal process seeks to enrich and develop individual to

his/her fullest potential to contribute to the organisation and thereby, maximising his/her

professional satisfaction.

As a natural consequence, the performance appraisal process will also assist in -

a) Providing clarity on the organisation’s expectation of each role

b) Providing a formal forum for the individuals to frankly and objectively

discuss aspects related to performance and job satisfaction.

c) Identifying individuals who are sub-optimally utilised which could result in

responsibilities or higher commitments.

d) Increment, Promotion, future growth profile

e) Identifying training and development needs of individuals; and

f) Sharing the values of the organisation.

In a nutshell, performance appraisal is the process to improve the quality resources.

However, it needs to be highlighted that training and development cannot be a one time

exercise - it is a continuous process. As members of the organisation, each individual is

committed to constantly develop himself and his subordinates in the overall growth of the

organisation. Therefore, Performance Appraisal done is a formal summation and review of

this vital process.

This, therefore, means that only the routine increment is not linked to Performance

Appraisal. However, the exercise will highlight exceptional performance, positively or

negatively recommend means to sustain or correct such exceptional performance, as there

be. To reiterate, the exercise will not only be conducted to locate exceptional performance

but the same will be a by-product.

- 48 -


The process:

The essence of the process is clarity of one’s role and objective evaluation of performance

and identifying areas to improve, arrived at after a thorough discussion between the

subordinate and superior. To help them cover all areas of performance and potential a

structured format will be used. The format will be the limits to the discussion, but will

serve as a check list. The suggested methods are as follows:

The individual to be appraised does a self-appraisal. He/ She objectively evaluate her own

performance, identifies deterrents external and within himself and assistance that will be

required to overcome the deterrents.

Simultaneously, the Appraiser (the Superior) will also appraise the individual in absentia,

evaluating the appraisee’s performance identifying the strengths and weaknesses and a

training and development plan for the subordinate. On the Appraiser and Appraise

completing the appraisals independently, they sit together on a pre-determined date and

time and discuss their appraisals. Basically, the discussion will centre around areas of

difference between the two appraisals and seek to arrive at a consensus based on objectivity

and not a compromise. On resolving the differences, the Appraiser and Appraise will

discuss development plans, career plan and job content. All the critical points in the

discussion will be documented. One copy of the document will be sent to the Functional

Head, if any, and one copy retained with the Appraiser.

The Appraiser / Functional Head will scrutinize the forms and discuss the document and

collate the forms for his function and submit & discuss with the Top Management if need

be, with his recommendations through HR & A Department. From this will stem the

formal training programs, review of internal development plans and recognition of

exceptional performance, increments, promotions, recourse, recruitments etc. This,

concisely, is the process envisaged.

- 49 -


The structure: The Appraisal exercise will comprise three parts: -

Actual performance against assigned responsibility :

In this part, the individual’s performance is evaluated almost in isolation.

Quite often skills and potential of an Individual is assessed wrongly for

performance. To a large extent such confusions can be eliminated by having clarity

in performance expectations or measurable objectives. Therefore, performance

planning or objective setting precedes evaluation. However, caution needs to be

exercised in understanding that objectives will cover only Key Result Areas and

will not be a substitute for job description. To ensure standards are the same across

the various functions and across the various individuals doing the appraisals,

acceptable or genuine reasons for lower level of performance should not result in

lowering the standard itself. To illustrate, if the objective was to complete the

certain task by 31st March and due to some additional and urgent tasks given in the

interim period, the task was actually achieved much later, then the individual has

not met the objective. However, the reasons for non-achievement should be

adequately highlighted along with.

Evaluation of skills and attributes : This part serves two important functions:

i. It helps to identify specific skills and attributes that deferred the individual

from achieving better performance.

ii. It forms the basis for the individual’s development plan.

It needs to be understood that skills and attributes desired vary with the

different roles and even if some do not, the relative importance will vary.

For example, the higher the level, the greater the weighage on leadership

skills.

- 50 -


Development and Career Plan :

This will be the most critical part and therefore relatively more time needs to be spent on

this. Here, the appraiser has to play the role of a counsellor and identify areas which need

development and discuss concrete plans to aid development. This will, most of the times,

lead the appraisee to discuss his growth expectations. It is therefore extremely critical for

the appraiser to resist the temptation to give any message that will lead the appraisee to

have unattainable expectations. Such communications in the performance appraisal

exercise destroys the credibility of the exercise and gives birth to cynicism. It needs to be

categorically stated that growth is a function of potential with performance and the

organisation’s needs.

Rating Scale

To identify exceptional performance a four points rating scale will be used. They are

unsatisfactory, satisfactory, good and excellent.

Unsatisfactory: The individual rated unsatisfactory has performed below

expectations. Irrespective of whether the unsatisfactory performance is due to lack of

potential / skills or due to extraneous factors, such performance needs to be categorised as

Unsatisfactory. However, the factors contributing to such performance needs to be gone

into rigorously.

Satisfactory: The individual has performed at par with expectations and has

achieved the task at par with the desired / expected methods & systems.

Good: The individual has performed much above goals set and expectation. The

better systems & methods used to achieve the task set have been as per expectations of his

calibre. The individual has utilised the time effectively.

Excellent: The individual has performed much above goals set and expectation.

The individual showed total identification with the company and tremendous initiative in

identifying opportunity areas for the company. The individual contributed to the

integration of various functions.

- 51 -


It has to be noted that the rating are to be given only on the basis of Part A viz.

Performance and not on Part B viz., skills etc. In order to implement the process it has been

decided to reward employees in the organisation with increment for performance relating to

the each financial year. Increments for individuals rated unsatisfactory can even be NIL &

management may apprise the concerned employee either to improve in the related areas or

to adopt for separation.

Some important aspects of Performance Appraisal.

a) The value of Appraisal depends totally on our sensitivity to man

management. Ratings accorded, which have no relationship to actual

performance and assessment of skill, which have no relationship to

performance will lead to unhealthy environment

b) There also could be a phenomenon of a given individual’s evaluation

changing extremely over immediate preceding two years. This normally

happens when two different individuals have appraised. Therefore, it is

essential to understand the person’s performance before the period in

question.

c) Wherever the person appraising an individual has been his superior for less

than six months, it is necessary to consult the previous superior, wherever

possible.

d) A good performance appraisal presupposes intimate knowledge of the

people and the job. Every appraiser should be conscious of the need to

interact and understand every job in all the details.

Implementation of Development plans & follow-up

The performance appraisal exercise is only half done if it is not implemented and followed

up to its logical end. Individuals with unsatisfactory rating will be critically reviewed by

the functional heads and necessary steps initiated to counsel and develop, if possible.

Individuals with excellent rating are also to be critically reviewed by the functional head,

and suitable motivation given to sustain the high level of performance.

Wherever development plans are charted for individuals, the appraiser will be held

responsible to implement and periodically review the plan.

- 52 -


POLICY ON UPGRADATION

OBJECTIVE:

The Objective of this policy is to provide guidelines for career path of employees who

acquire additional qualification after their joining.

SCOPE:

This policy covers all employees in WGSRL and EUPEC in all cadre and grade.

GUIDELINES

1. This policy will be effective from 1st October 2002.

2. The guidelines laid down here should be read along with guidelines in the

policy on Career Path.

RULES & REGULATIONS

1. The additional qualification achieved should be of relevance to the

Organization and Individual’s work.

2. Other pre-requisites necessary for up-gradations are as follows:

i. The employee should possess the at least the minimum

experience as laid down in recruitment policy.

ii. The position to which up-gradation has to be made should be

vacant and should be approved by the President for recruitment.

iii. At least one of the past two Years performances should have

been in grade “A”. The other year should have at least “B”

grading. “C” Grade Performance will lead to disqualification

from this process.

iv. The employee should have no “indiscipline record”.

v. The employee should be a confirmed employee.

- 53 -


3. The management should have approved the admission to the course. The right

to modify this remains with the management

4. All such up-gradations will be considered during the overall performance

appraisal process. The result of the additional qualification acquired should be

submitted before the finalization of the Annual Appraisal Process.

5. In case a vacancy arises during the year then priority over external candidates

will be given to such employees who are eligible for up-gradation provided

other pre-requisites are fulfilled.

6. The recommendation of the HOD would be necessary for all such cases.

7. In case an employee is already enrolled for a course and is assured during the

selection process for up-gradation then such up-gradations will be taken up as

soon as it becomes due.

8. The employee will be eligible for emolument revision only to the tune of what

is applicable in the revised grade.

- 54 -


TRAINING AND DEVELOPMENT

The management, to maintain its technical competence, will train and develop its

employees on a continuous basis. The major responsibility for updating and upgrading

knowledge, sharpening skills and developing the right attitude, rests with the individual

himself, although the company shares part of the responsibility.

To accomplish this, the company will organize :

- On the Job Training

- In-Company Training

- External Training

- Education

- Job rotation/Skill development.

HOD HR & A Dept, in consultation with concerned HOD and remarks in Appraisal

Forms shall obtain the sanction for the various training programmes and prepare budget

for Training accordingly.

Training Calendar also to be prepared and arrange for the Training Programme based on

the Approved Training Needs.

- 55 -


INDEMNITY BOND

If an employee proceeds for Training/acquaintance/ knowledge gaining tour, either

within India or Abroad or In-house and the expense inclusive the Fees , Salary dues &

other expenses is more than Rs. 25,000/-, the suitable Indemnity Bond as per the Prevalent

Rules is to be executed on Govt. Stamp paper and to be abided by. The bond period shall

be as follows :

Expenditure Range Bond Period

01 Rs. 25,000/- to Rs. 40,000/- 1 Year

02 Rs. 40,001/- to Rs. 60,000/- 2 Years

03 Rs. 60,001/- & above 3 years

- 56 -


TRAINING CALENDAR

Each and Every Employee is required to have Training Session of at least 04 days in a year

based on Training Needs Identified by HOD/with respect to suggestion received through

Appraisal System.

TRAINING SCHEDULE

TRAINING SCHEDULESl.NoCourse Planned Target

Group & No. of Employees

Expected training date

Faculty & Place

Tangible Benefits

1 Communication Skills

1 Day Internal Smoothness in Work

2 Motivation 1 Day Internal Self Charging 3 Leadership 1 Day Internal4 Decision Making 1 Day Internal/

ExternalBenifitial & Explanatory performance

5 Team Spirit 1 Day Internal/External

Charged up team spirit.

6 Open Relationship 1 Day External Result Orientation & Transparency

7 Computer usages 2 Days Internal Economy and Accuracy in work.

8. Time Management 1 Day Internal Efficient way of working9. Stress Management 1 Day External To regain & Enhance10 Holistics-General

Awareness Programme

All 2 days Internal To know our Group, Policy, Mission, Activities Plants & Programmes & Various Departmental Activities and to develop the sense of spirituality.

11. Technical Training Based on specific requirement

Internal/External

TRAINING REPORT shall be prepared by HR & Admin Dept based on Concluded Training Programme on Quarterly basis and submitted to the Management for review.

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SKILL UTILISATION/DEVELOPMENT & JOB ROTATION

The reasons for shuffling / job rotation normally are:-

- To provide an employee a better opportunity for growth.

- To help develop multi-skill.

- To meet the Company's and / or Group's plan - strategic and technical which are

business compulsions.

- To place the right man in the right job at the right place and at the right time.

- To accommodate employee's request, based on personal competence.

- To correct erroneous placements and incompatibility of person in a group.

H.R. & A Dept shall maintain the skill library based on recommendation received from

HODs as well as through Appraisal System and pursue the Skill development practices.

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INCREMENTS AND PROMOTIONS

As detailed in the Policy on Performance Appraisals, they will have a four points rating

scale - Excellent, Good, Satisfactory and Unsatisfactory. All employees who have been

rated satisfactory will get a normal increment. Normally, all increments will be finalised

well in time and implemented in the April Salaries.

Promotion from one grade to another is purely a function of the individuals potential for

higher responsibilities and the organisation’s need viz., vacancy. Good performance in the

current job does not necessarily have to result in a promotion. In other words, a good

performer should also exhibit potential for higher responsibilities to be considered for

promotion. For the level of Senior Officers & above, recommendation for promotion will

be finalised only after a formal interview by the functional head/Top management with the

individual concerned.

All recommendations for promotion below the level of Senior Officer which has been

endorsed by the HOD will be collated at the company level and approved by the top

management as deemed necessary & fit. Normally all promotions will be finalised and

implemented after the Appraisal exercise and may have the effective date of

implementation from 1st of the April. If anybody promoted during intervening period, the

effect in salary package shall be made only on 1st of following April Month.

INCREMENT CHART

Category % rating % of total No. of persons

Excellent 81 & above ‘E’ 20 - 25

Good 71 to 80 ‘G’ 50

Satisfactory 51 to 70 ‘S’ 25

Unsatisfactory 50 & below ‘US’ 0 – 05

On promotion (Excellent)81 & above Based on vacancy

The increment is based on Gross Package of salary (P.M.). For the employees, to whom no

house accommodation is provided, the HRA amount may be considered in gross salary

amount for effecting increment based on the inflation / incremental trend in prevalent house

rent, if any. The management may at any time at its sole discretion,

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Modify/amend/alter/withdraw/stop any of the provisions as felt necessary & fit.

APPRECIATION AND REWARDS

The Management recognizes the Best Workmen, Staff Member and Manager whose

performance is not only outstanding and excellent but is shining example to others.

SCHEMES:-

(a) BEST WORKMEN OF THE MONTH (DEPARTMENT WISE)

- Rolling Trophy

- Appreciation Letter

- If the Trophy is won more than 4 times in a calendar

year, a monitory reward along with trophy and appreciation letter.

- Photo Display

(b) BEST STAFF MEMBER OF THE YEAR


- Trophy

- Photo Display

(c) BEST MANAGER OF THE YEAR


- Trophy.

- Photo Display.

There shall be a committee of Functional Heads to assess and judge the nominations for the

above award chaired by the Director (Operations).

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EDUCATION

This is to encourage employees who take initiatives to educate themselves. The company

may extend interest free Educational Loan to the tune of Rs. 6000/- (Rs. Six Thousand

only) to be repaid in 24 easy installments.

Criteria: -

Prior Approval from HOD Course should be of direct help to the employee in

performing his present job more effectively. The course should not involve concessions on

company time.

Other conditions of Loan Policy shall apply for the loan against this scheme.

As a major step towards creating a learning Organization the Education loan limit

increased from present limit of Rs.6000/- to Rs.10, 000/-. (A corpus of Rs 2 lacs to be

maintained for this purpose.)

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REFERENCE LIBRARY

The management has maintained a Reference Library to cater for up gradation of

information, knowledge and competence of our employees.

The following is catered in the Library:-

(a) Original Technical & reference manuals of plant and Machineries, Design Drawings

& Diagrams.

(b) Reference Books.

(c) Periodicals.

(d) News Papers & Magazines.

Articles of the common Interest may be put up on Notice Board by the I/C

Library/concerned department head. Employees can utilize the facility during working

hours as well as can opt for issue of the reading materials from the Library within the frame

work of library rules and practices.

SPORTS & RECREATIONAL ACTIVITIES

Departmental Sports Activities, Inter-departmental Sports Activities and Tournaments at

least once a year.

A Sport & Recreational Committee shall foster the activities and regulate the same within

the frame work of approval from Top Management.

SOCIAL FUNCTIONS

This shall be treated as part and parcel of organizational activities by which family feeling

is sponsored and encouraged. This shall allow and help employees to understand each other

better and builds bonds of unity and common purpose.

The proposed celebrations are:-

(a) Temple Murti Pratisthan Mahotsav (Lord Hanuman

Jayanti)

(b) Holi Festival at Colony.

(c) Annual Day.

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PICNIC

OBJECTIVE

This welfare measure is for developing harmonious relationship & socialisation amongst all

in the company and also for the purpose of entertainment.

ELIGIBILITY CRITERIA

All the employees are entitled to avail picnic facility. This facility is also extended to the

family member of the employee. Picnic Facility will be sanctioned by the Director / Sr.

Manager (HR & A).

TRANSPORTATION

Conveyance facility upto 50 kms. One way i.e. 100 kms (both ways/ up & down) @ Rs.6/-

per K.M. as a whole for clubbed group only and all inclusive to the picnic spot will be borne

by the company on production of supporting evidence/voucher. For availing this benefit, a

minimum of 10 members (this include family) are desired. In case more that 10 employees

(members) are clubbing their movement in picnic, for a multiple of 10 and or part thereof

Rs.6/- per such additional group will be payable.

Department/employees may club their Picnic movement and if feasible, management may

arrange to provide transportation facility in such clubbed movements in lieu of

reimbursement of conveyance charges.

This facility will be given once in a financial year and the picnic facility can be availed

during such time as other than duty hours with due prior approval which shall not be

detrimental to organisation/ Dept’s requirements.

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CANTEEN FACILITYAs a welfare measure, the management endeavours to provide canteen facility to its

employees. Employees may avail canteen facility during their authorised shift duty

timings.

TEA AND FOOD TIMINGS

TEA From To Remarks

08.00 08.15 Hrs

10.00 10.15 Hrs. --> With Snacks


21.45 22.00 Hrs.

01.00 01.15 Hrs


FOOD LUNCH DINNER

FROM TO FROM TO

STAFF 12:30 14:00 Hrs. 20:30 21:30 Hrs.

WORKERS 11:30 12:30 Hrs. 19:30 20:30 Hrs.

Food : Fixed Plate Menu (Staff & Workmen) :

Patriculars Qty. Employees Employer Total

Share (Rs.) Share (Rs.) (Rs.)

Limited Dish 6.00 8.00 14.00

- Roti/Puri - 6/10Nos. 150 gms

- Vegitable 150 gms

-Thick Dal/ Kathol/Kadhi 150 gms

- Rice/Kichadi 150 gms

- Curd 50 gms

Kachumar/Salad,Lemon 10 gms

- Papad (Small) 01 No.

* Special Lunch/ Dinner

every Friday Sweet-

Gulab Jamun -*80 gms,

Kheer/ Sheera / Fruit

salad/ Gajar/ Dudhi

Halva- 100gms

Pulav- Basmati Rice

Tea (standard)

5.00 5.00

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100 ml. -- 2.50 2.50

Rates for additional requirement of Food items :

Qty. Rate (Rs.)

Roti 1 1.00

Veg. 150 gms 4.00

Dal/Kathol 150 gms 3.00

Rice 75 gms 2.00

Curd 100 gms 3.00

Papad 1 1.00

Rates for Breakfast (Nasta) /Snacks for Staff & Workmen :

Particulars Qty. Weight Rate (Rs.)

Wet / Dry Snacks 100 gms 100 gms 5.00

Coffee (Nescafe) 1 Cup 100 ml. 5.00

Note :

All transactions against prior delivery of coupons/cash only.

Authorised visitors to pay Rs.15.00 for Lunch/ Dinner (Out of which Rs.1.50 will be

towards Canteen / Crockery maintenance charges)

The coupons for food, tea & snacks shall be issued by HR & A Department between 1130

hrs to 1200 hrs. On all Tuesday, Wednesday & Thursday of every week based on

attendance and for the shifts having coverage of Lunch/ Dinner timing. The employees

based at Bharuch office / Bharuch may be sanctioned with canteen subsidy @ Rs.5/- per

day on actual attendance basis. Employees are to utilise the coupons for the specific

purpose only and not to transfer/pass their coupons to any other employees/person. Any

misuse of coupons shall be treated as serious misconduct.

This being a welfare facility, management may at any time and at its sole discretion

modify/amend/alter/withdraw/stop any of the provision as felt necessary & fit.

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RE-IMBURSEMENT OF JOINING EXPENSES

The maximum entitlement of joining expenses in various categories shall be as

Under:

Designation Train Fare For Luggage

General Manager & above

Manager to DGM

Officer to Dy. Manager

I ACC/II AC/

I Class

II AC/Ist Class

IInd Class

Upto 50% of Basic Salary

Anybody not producing ticket will be considered for the IInd Class train Ticket charges.

Local candidates (Bharuch Dist.) shall not be eligible for joining allowance. Only the

outstation candidates shall be eligible for the joining allowance.

The joining allowance shall be claimed within six months from the date of joining for self

& dependent family members in format prescribed and shall be supported by proper

documents. The claim shall be authorised by HR & A Department and will be disbursed by

Accounts Department.

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LOAN

As a welfare measure, Loan to staff may be recommended only in case of exigencies. The

employees may submit a loan application with reasons and supporting documents to their

departmental head which may be forwarded by the department head to HR & A

Department for recommending the loan to the Director for approval.

The application for loan shall be made in the prescribed format.

The employee who has completed one year of employment & whose services are

confirmed shall only be eligible to apply for the loan.

Amount of Loan & its rules :

Service with Company Loan Amount

(Basic Pay)

(*) Recovery Period

(Months)

Not less than 1 year 3 months 10

(*) Recovery shall be made from the subsequent month of payment of loan amount

No repeat loan on any ground to be granted before completion of 24 months from the last

installment of previous loan.

The heads of the departments are advised to recommend the loan after scrutinising the case

very carefully based on the following Guidelines :-

1. Self Marriage

2. Younger Brother’s/ Sister’s Marriage

3. Medical treatment for self/ wife/ mother/ father/ younger sister/ brother/

Children .

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4. House/Plot purchase (To have ease in attending duties)

5. Expansion/Extension of existing house/plot (To cater own and family

members needs)

.

Points for consideration while recommending sanctioning of loan :

1. Reason/s based on proof received

2. Level

3. Seniority/Length of Service (in years)

4. Repayment capacity (total authorised deduction doesn’t exceed 50% of

Gross payment)

5. Repayment terms

The guarantors are required to repay the outstanding loan amount if the employee fails to

pay / the management is not in a position to recover from his Full & Final Settlement dues.

The employee who has already outstanding amount as loan on his name or is guarantor for

some another outstanding loan can not sign as a guarantor. Similarly, an employee whose

3 months gross salary is less than the applicants loan amount, the said employee can not

become a guarantor.

The HR&A Department, who is responsible for making salaries, shall be responsible for

recovery of the loan instalments from salaries based on loan disbursement details received

from Accounts Department.

Sanction of loan shall be at the sole discretion of the Management.

The loan scheme can at any time, at the sole discretion of the management be

modified/amended/altered/withdrawn/stopped as felt necessary and fit.

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AMENDMENT / INSERTION IN THE LOAN POLICY

Para 1.0

Please amend to read Loan Approval Authority as Department Head of HR &

Admin Department in place of Director. Also, please insert the following in the

Loan Policy at Para 4.0 as :

The fund for allotment of loan at any time shall not exceed the following limit :

A) Staff Rs.2,00,000/-

B) Workmen Rs.4,00,000/-

UNIFORM

The management may issue the cloth for patterned uniform to all staff members

(except trainees) who have completed three months services. The eligible staff

members may be issued with 2 pairs of uniform initially and Two Pairs

subsequently every year.

The stitching charges at the rate of Rs.135/- per pair will be reimbursed to

employees.

The staff members who leave the services of the company within 6 month from the

date of issue of the uniforms cloth will be required to repay 50% cost of the cloth

from final dues.

If any staff members feel to draw the extra cloth for uniform he may be permitted to

draw based on availability of extra issue of cloth on cost basis and the amount shall

be deducted from his salary/payment can be made by cash to Accounts Department

as advised by the Accounts Department.

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It is desired that staff members wear patterned, neat, clean and tidy uniform while

attending their duties.

CONCLUSION

Human resource management policies are vital for organizations that are serious

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As HR specialists, Welspun understand the role of HR. Therefore, their goal is to

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Professional & affordable on-line HR Advice Services for those organizations

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effective policies.

- 70 -

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- 71 -


Annexure -34A

ANNEXURES

WELSPUN GUJARAT STAHL ROHREN LTD.

SUGGESTION FORM

________________________________________________________________ NAME/NAMES EMP.CODE NO; DEPT/PLANT/SECTION DESIGNATION

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

I/We would like to submit my/Our Suggestions, as on page 2.Please attach Continuation Sheets, if need be.

DATE / PLACE SIGNATURE/S

INDICATIVE AREAS FOR SUGGESTIONS

1. Cost Optimization.

2. Quality of Products / Quality of Services - Improvements.

3. Speedy delivery of products / Services - Improvements.

4. Process Optimization.

5. Methods Simplification.

6. Waste Elimination

7. Improvement in productivity levels of resources (5 M's) Men / Machines /

Materials / Methods / Money.

8. Production Capacity Utilisation Improvements.

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9. Zero Accident / Zero Breakdown / Zero Loss / Zero Defect / Zero Pollution /

Zero Customer Complaint.

10. Energy Consumption Optimisation / Energy Conservation.

FOR SUGGESTION COMMITTEE USE ONLY (ACKNOWLEDGEMENT) NO: 000001________________________________________________________________ NAME/NAMES EMP.CODE NO DESIGNATION DEPT/PLANT/SECTION

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

---------------------------------------------------------------------------------------------------

We thank you for suggestions and assure you that it is being considered on priority in accordance with the rules and regulations of the suggestion scheme. Look forward to having more suggestions from you.

DATE / PLACE: NAME & SIGNATURE

--------------------------------------------------------------------------------------------------- FOR SUGGESTION SCHEME EVALUATION COMMITTEE:

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Annexure -34B

SUGGESTION FORM

SUBJECT / AREA _______________________________________________

______________________________________________________________

______________________________________________________________

MY / OUR SUGGESTIONS ARE:

ESTIMATED COST (RS) & IMPLEMENTATION TIME REQUIRED:

ESTIMATED BENEFITS TO THE COMPANY IN TERMS OF MANPOWER, MACHINES, METHODS, and MONEY & MATERIALS:

DATE : SIGNATURE/SPLACE : With Name/Designation/ Dept/Plant/Section

Please attach sketch, if need be, with relevant papers.

- 74 -


Annexure - 34C

For Suggestion Scheme Evaluation Committee use only

To, Plant/Dept/Section In-charge/HOD

Please let us know your view on the aforesaid suggestion within 7 (Seven) days positively,

For Suggestion Scheme Evaluation Committee

1. Is suggestion acceptable in principle? YES NO

2. If NO, Please mention in brief - reasons of rejection

3. If YES, Estimated cost (Rs)/Period of Implementation (days) & Names of Implementation Team:

4. Estimated benefits to the company it terms of Men, Machines, Methods, Money & Materials.

i) Explain how estimated benefits / savings have been worked out. Please attach

detailed workings (Preferably)

DATE / PLACE DESIGNATION SIGNATURE OF HOD

Verification by Evaluation Committee.

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We have verified and arrived at estimated net savings / benefits to the company after implementation of the suggestion/s on one time basis / recurring basis as under - Rs.

Date / Place Evaluation Committee Members Signature/s with Name(s)

BIBLIOGRAPHY

Books & Magazines

Harvard Business Review (May 2001, April 1999)

Human Resources Personnel Management- K. Aswathappa

Human Resources Management- Romeo S. Mascarenhas

Ascent : Times Of India

Websites

www.businessballs.com

www.quendom.com

www.google.com

www.welspunpipes.com

www.welspun.com

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