Resource Human Management

PURPOSE AND SCOPE.....................................................................................4 INFLOWS............................................................................................................7

Recruitment...........................................................................................................................................................7 Manpower resource planning.......................................................................................................................7 Internal Recruitment.....................................................................................................................................7 External Recruitment....................................................................................................................................7 Interview Techniques............................................................................................................................................7 Online Aptitude Test.....................................................................................................................................7 Behavior Test................................................................................................................................................7 Personal Test.................................................................................................................................................7 Technical Test...............................................................................................................................................7 Technical Interview......................................................................................................................................7 General Interview.........................................................................................................................................7 Final interview..............................................................................................................................................7

INTERNAL FLOWS.............................................................................................7
Training and Development...................................................................................................................................7 Induction Training........................................................................................................................................7 Functional Training......................................................................................................................................8 Behavioral Training......................................................................................................................................8 International Training...................................................................................................................................8 Needs Assessment..................................................................................................................................................8 Organizational Analysis................................................................................................................................8 Operational Analysis....................................................................................................................................8 Individual Analysis.......................................................................................................................................8

PERFORMANCE AND QUALITY........................................................................8

Performance and evaluation................................................................................................................................8 Total Quality management...................................................................................................................................8

APPRAISAL AND REWARDS............................................................................8

Appraisal................................................................................................................................................................8 Departmental level........................................................................................................................................8 Management level.........................................................................................................................................8 Individual level.............................................................................................................................................8 Job analysis...................................................................................................................................................8 Potential Analysis.........................................................................................................................................8 Developing rating programme......................................................................................................................8 Developing Scoring Procedure.....................................................................................................................8 Developing training programme...................................................................................................................8 Rewards..................................................................................................................................................................8 Promotion.....................................................................................................................................................9 MITTAPALLY VENUGOPAL Born To Succeed

Resource Human Management Lateral move.................................................................................................................................................9 Task force assignment..................................................................................................................................9 Over seas assignment....................................................................................................................................9 Cash reward..................................................................................................................................................9 Non monetary reward................................................................................................................................9

TIME KEEPING.................................................................................................10
Attendance system...............................................................................................................................................11 Deduction of wages for late attendance and absence from duty...................................................................11 Identity badge......................................................................................................................................................12

DRESS CODE...................................................................................................12 COMMUNICATIONS..........................................................................................13 SECURITY SYSTEMS.......................................................................................14 CHANGES IN PERSONAL DATA.....................................................................15 SERVICE CONDITIONS....................................................................................15
Employee classification.......................................................................................................................................15 Increments............................................................................................................................................................16 Treatment LOP- Increment effect....................................................................................................................16 Merit increment...................................................................................................................................................17 Performance linkage...........................................................................................................................................18

PROMOTIONS...................................................................................................18 HEALTH BENEFITS SCHEMES ...........................................................................................................................19 PROVIDENT FUND...........................................................................................19 LEAVE BENEFIT...............................................................................................21 ALL EMPLOYEES OTHER THAN CASUAL & TEMPORARY WILL BE ENTITLED TO LEAVE AS FOLLOWS :............................................................21

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BONUS..............................................................................................................21 TOUR AND TRAVEL GUIDELINES..................................................................22

Procedure and System........................................................................................................................................22

DISCIPLINE.......................................................................................................25 INDUSTRIAL RELATIONS................................................................................27 TELEPHONES/ TELEGRAMS/ FAX SERVICES...............................................29 RESIGNATION..................................................................................................30

Policy.....................................................................................................................................................................30 Procedure.............................................................................................................................................................30 Notice period........................................................................................................................................................31 Acceptance of resignation...................................................................................................................................31 Terminations........................................................................................................................................................32 Account settlement..............................................................................................................................................33

SUBMIT THE SAME TO FINANCE DEPARTMENT.........................................33 EXIT SYSTEM...................................................................................................34

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Purpose and Scope

We are extremely happy to introduce this first edition of the HRD POLICY MANUAL for the employees of SPHINX NETWORKS (p) LTD. We hope this will serve as a ready recokner / reference for policies / procedures and practices on various aspects pertaining to services conditions ; personnel systems ; IR and welfare of employees at Corporate, Operations. This manual is an attempt at providing broad guidelines for all matters of Staff personnel and Industrial Relations, in one cencise manual . We hope this manual will enable you to take independent decisions Concerned with our policy frame works and will thereby, reduce unnecessary reference. It is also a positive Step in the area of employees communication whereby guest work and speculations will be reduced. All executives / Managers will know what is expected of their and what is expected of the staff under them and this will go a long way for the smooth working and congenial atmosphere of the organization. Finally to say , as and when there are substantial changes or any additions, those aspects will be updated in this manual by Corporate H.R.D. Department.

PRESIDENT

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Importance of HR Coalescing corporate needs with the individuals is crucial . The corporation is driven by the interest of its stakeholders, its goals of profitmaking determining its business philosophy . But the individuals bring into the corporations their own ambitions . In the past, however , the corporate human resource functions seldom tried to bridge the gap between them. Being in a buyers market ,considering the countrys huge reservoir of qualified people and operating with systems that did not distinguish one individual from another, corporate had no need to ensure congruence between organizational objectives and an employees aspirations. But equal access to a;; resources is forcing them to rely on their people as the source of competitive advantage today. There are five components linked seamlessly to each other and to the companys business goals. Recruitment : Woven into strategic planning, recruitment filling measures or the annual ritual of campus recruitment. Translating corporate strategies into a man power plan, and developing a long-term hiring programme accordingly, corporations are tracking down people with the combination of knowledge, experience, skills, and behavior best suited to achieving the companys objectives. Performance management : To ensure that the talent they have attract can help the organisations achieve their goals, companies are using HR to create appropriate working conditions .The steps: evaluating all jobs so as to assign them to the individuals best suited for them. Designing customized jobs if necessary/ Training and development : As change overtake the stable environment in which Indian corporations have so far been functioning, organizational goals are changing rapidly. And so , naturally , are the tasks that people have to perform. The function of the HR bridge the gap between the abilities that individuals need to perform these tasks-such as self-directed leadership, selfmotivated teamwork, and self-generated creativity- and those they possess. Appraisal and Reward : With the first three phases of a companys integrated HR process focusing on acquiring and equipping people with the abilities to fulfill corporate objectives, a system of goal-setting, evaluation, and compensation is being used to directly link organizational objectives to
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individual performance. By ensuring that individuals rewards are available only if corporate goals are mat, the HR is successfully preventing people from expending their energies on activities that bear no relationship to organizational objectives. Organizational Exit : The final step in managing the lifecycle brings the process back to the starting point of manpower planning . For , planning separation from the employees whose contribution will no longer add value to a companys processes is becoming essential-either different stage of its existence where it now needs a new set of skills from its people.

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Inflows Recruitment Manpower resource planning Internal Recruitment External Recruitment Campus recruitment Advertisement Search form Casual vacancies Interview Techniques Online Aptitude Test Behavior Test Personal Test Technical Test Technical Interview General Interview Final interview Internal Flows Training and Development Induction Training
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Functional Training Behavioral Training International Training Needs Assessment Organizational Analysis Operational Analysis Individual Analysis Performance and Quality Performance and evaluation Total Quality management Appraisal and Rewards Appraisal Departmental level Management level Individual level Job analysis Potential Analysis Developing rating programme Developing Scoring Procedure Developing training programme Rewards
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Promotion Lateral move Task force assignment Over seas assignment Cash reward Increment Incentive Lumpsum Stock Option Non monetary reward

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Time keeping

INPUTS OF TIME-KEEPING : Employee code number : Whenever an employee joins the organisations a trainee; probation; permanent he / she is alloted a code No. ________ which shall be referred in all the official transactions in addition to his name. Shift Working : All the operations has a system of General shift working for 8 hours in a day , each area has got separate timings match to their functional requirements. The time will be notified to the employee concern at their respite departments. Attendance Register : At all the departments they should maintain a attendance register, for all the employees for marking attendance. The personnel concerned shall comply with all statutory formalities and forward the particulars after closing the wage period to HRD corporate for necessary payment of salary. Weekly Off : As per statutory obligations, that whenever an employee works for six days at a stretch he / she is entitled for a rest day i.e. 7th day otherwise calls weekly of . In case of emergency operations personnel could work continuously however in any case it should not be postponed beyond the 10th day.

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Additional Duty : Due to exigencies of work load or to take care of absenteetism, the office or operations might engage employee beyond the scheduled employee hours, whenever employees are advised to work additional duty due to production schedule or any other valid reasons, such employee shall be given compensatory off in some other working day . Employee Movement Passes : When ever an employee intends to leave the premises or sent on official work before schedule ending or the shift, he / she shall be allowed in writing to leave the premises by the authorised official, the same is called employee movement pass.

Attendance system Deduction of wages for late attendance and absence from duty Attendance shall be marked daily according to he rules prescribed from time to time for the company. Employees who are required to sign the attendance register shall mark the time of reporting for duty. Employee who are required to punch time card shall get cards punched in the time clock at the time of reporting for duty and at the time of leaving duty. All employee shall report to their place of work punctually at the specified time in the manner directed by the management from time to time. No employee will be accepted on duty if he is late by more than 10 minutes on any day or comes late for more than 3 times in a calendar month and he may be shut for that day and treated as absent with consequent deductions of salary as per the provisions of the payment of wages Act 1936 under section 9. Expect in those case where in the interest of the work he has been allowed to work under written permission of an authority not below the cadre as notified / authorised by the management from time to time.

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An employee who is absent from duty without prior or post factor sanctioned leave shall be liable for deduction of wages for the period of his absence in accordance with the provisions of the payment of wages for the period of his absence in accordance with the provisions of the payment of wages Act 1936 under section 9. If an employee, although present in his place of work fails to do his assigned work or part thereof and or refuses to carry out his work or part thereof slows down the place of work, he / she shall be deemed to be treated as absent for he whole day. Identity badge Every employee excluding ( Casual / Temporary / Apprentice ) will be issued an Identity Badge or other means of identifications. Every employee shall take atmost care to ensure against loss or theft of the Identity Badge . Loss or theft of the Badge shall be immediately notified in writing to the issuing authority. Replacement of Badge shall be at employee expenses as may be specified by the management . Employee shall also responsiable for obtaining fresh badge, where the old one becomes indisperable. Every employee shall were Identity Badge in a conspicuous Position on his dress and hold the same in his custody while on duty as directed by the management from time to time. The Badge shall be shown on demand to the security personnel or any other authorised officials by the management. Dress code

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Communications

The present system of communication in the SPHINX NETWORKS (P) LTD has many channels : Notice Boards are placed in divisions and departments to display circulars / office notifications and any special news bulletins etc. Organization one way thriving to get ISO 9000 service standard accreditation, hence in the process all the activities are fully documented the HODS were given responsibilities and authorities charts, apart even up to the direct employee, all the individuals been provided with clear work instructions. During the time of induction all employee are provided with detailed information on organization various processes , necessary product information , or functional area knowledge with detailed information book let and material etc. An informal system whereby both divisional and department heads keep their junior colleagues posted with day to day information from top. Monthly meetings with functional heads in the matters of performance review. New Technology, Human Relations and future development and implementations will be discussed / reviewed . The information to this be extent further percolated down by the heads at them respective functional areas. Organizational has a policy to encourage thew employee at all levels to participate in suggestion scheme where in best suggestion will be rewarded.

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Security Systems

As per the organizational requirement the security is deployed round the clock to ensure he jobs as mentioned below : To maintain security of the property Men, Machinery, Material, Building,, Plant , Vehicles and any other products or sub products of the Company. To regulate entry and exit of the employees / visitors and search including their belongings. Checking, Recordings and regulating the incoming and outgoing material. Movement checking / recording of vehicle / personnel / material / product etc. Vigilance to prevent pilferages , theft and also drawing information , regarding untoward activities / incidents. Apart from they are required to attend any other assignment given by the management from time to time.

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Changes in personal data

Changes in personal data relating to marital status, children, name, address, awards, distinctions, training programmes attended or professional qualifications should be promptly communicated to corporate HRD department for records.

In the absence of such informations employees are likely to be handicapped in the administration of benefits or career development programmes. Utmost care should be taken to ensure such Information is sent in time.

Service Conditions Employee classification Employee shall be classified as here under : Permanent Employee Probationer Employee Temporary Employee Casual Employee Apprentice Employee Trainee Employee Badli Employee

The above classification was detailedly given in our SPHINX SOLUTIONS standing orders, circulated along with the copy ( Manual ) .

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Increments Policy : Increments are granted annually om 1st July. To grant annual increase in salary in recognitions of the good work done during the preceeding year. All permanent / confirmed employee , those who are joined other than 1st july in a calender month will be eligible for 1st Annual increment, movement they have completed 12 calander months of service from the respective date of joining in the company. However after 1st Annual increment , these cases will be treated par with other July increment revision employees and they will be paid arrears proportionately. Procedure : A list of employees due for regular increments is prepared by HRD Department / P & A admn . , and obtain necessary authorisations from the concerned and forward the same to Finance Department for necessary release of salaries accordingly.

Treatment LOP- Increment effect In case of regular employee, who are on LOP have for period between 15 days to 30 days in a calendar year, Annual increment will be postponed for (6) six months. In case the leave on LOP availed is more than 30 days in a calender year , postponement of Annual Increment will be for a period of (1) one year. In case the leave on LOP is more than 30 days, their services will be stand terminated automatically.

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In case such LOP leave is owing to genuine medical reasons, with adequate documentary support , the Increment shall be postponed only to the extent of LOP taken on Medical grounds. Important * ( Applicable in case of ESI leave also ). In case the leave on LOP is ownings to an accident occurred in the Companys premises or while on official tour or owing to Maternity leave and extendable Maternity leave , increment will not be postponed. However adequate documentary support to the satisfaction of the management shall have to be produced by the employee concerned. In any case employee are considered for next year Annual Increment only after 12 calender months of service is put in from the date of postponement of increment . Merit increment Policy : To recognize and reward good performers who in a particular year or in the near future, cannot be promoted. Merit increments are normally considered for good over all performance for the last 2 years or so . Consistency of performance atleast for 2 years is must to consider the promotion to next higher grade. Procedure : Every year in June the HRD department scrutinizes the cases of all the performance evaluation forms and on the basis of which recommendations are received from all the functional heads made there is, the promotion and merit increments are granted . If any cases recommended are not considered, the HRD departments gives the feedback to the concerned with the reasons why some of the recommendations were turned down.
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Saving : However in any case management has got absolute discretion in considering any case for granting special / additional increment, depends on organizational and business needs to satisfy.

Performance linkage In case of regular employee, whose general performance levels were not up to the mark i.e. minimum 60% of performance during the increment period. (presently i.e. July to June ) their cases shall be treated for extension for minimum of a month (1) which is for the extendable for a maximum for a maximum period of 3 months. In case where, no improvement levels shown by the employee during the above extendable period. Reversion to next lower cadre or a decision as recommended by their concern head of the department is taken, depends on the merit and de-merits of the candidate and part record. Promotions Policy : Promotion means an individual is called upon to take a job having additional responsibilities on better terms and conditions. Persons with proven record of competence and effectiveness, requisite knowledge, skills, attitudes, good punctuality and potential for the new job will be considered for promotion . If other things being equal seniority will be taken in to account. Promotion Criteria : To give our employee the opportunity to take up Managerial and Executive functions in the company.
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This would ensure that our employee in various grades feel committed to their work and continue to give of their best that they are capable of and trained for , as some of them clearly see the long term opportunities available within the organization . Of course, such promotions are possible after a recommendation is made by the concerned department heads and approved by the management on the following criteria: - Executive components of the job. - Independent decision making in a given area of responsibility , initiation of change in policies and procedures. - Independent handling of certain critical tasks. - Successful in handling very confidential information and documents where large monetary commitment is involved etc .

Health Benefits schemes Provident Fund SPHINX has extended the provision of Contribution Provident Fund scheme to all the employee of the Company except ( Apprentice / Casual / Temporary ). Accordingly the contributions on Employees Basic + D.A or Basic as the case may be at the rate of 12% and an equal contribution form employer also , will be deducted on every month and deposited in the account of employees Provident Fund Scheme. Voluntary contribution over and above this amount can be made subject to a maximum of 12% of consilidated salary per month. This is purely the willingness of the employee, therefore, this has to be notified to HRD department at the beginning of the financial year. Deduction towards the fund are made the monthly salary.

Eligibility and procedure of membership :

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Employees from day one of service are eligible for membership of the Provident Fund. New employees, who were members of the Provident Fund Scheme in their previous employment, become members of Provident Fund from date of joining our organisation. Members on joining the Fund appoints his/her nominee . If at the time of joining the SPHINX , an employee is already a member of a Provident Fund Scheme and has not withdrawn the amount to his credit from the Fund, his membership will commence from the date of joining. In such a case , the employee makes an application to SPHINX stating that he was a member of a Provident Fund Scheme in his previous service and asks for a transfer of amount, together with a application he attaches Form 13 ( Government prescribed Form ) duly filled in . If a member remains unemployed for two months continuously after ceasing to be employed by the company he may withdraw his money from the Provident Fund and is entitled to receive the companys contribution in accordance with rule. Every employee is , on the termination of his services for whatever cause, entitled to receive his own contribution until the date of termination of his service and interest thereon until the date of settlement of his dues from the Commissionarate of Provident Fund . Similarly when employee leaves the services of the company, he can make an application for a transfer or withdrawal of his Provident Fund accumulation . In such case, the entire accumulation of P.F with interest is transferred to the new employer or else he could withdraw the amount.

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Leave Benefit All employees other than casual & temporary will be entitled to leave as follows : Privilege leave : Every employee who has worked for period of 240 days or more during a calendar year shall be allowed during the subsequent calendar year, leave for number of days calculated at the rate of one day for every 18 days of actual work performed by him during the previous calendar year . Explanation : For the purpose of this : - Any day of lay-off by agreement or contract as permissible under the standing orders. - Maternity leave to female employee not exceeding 12 weeks. - The leave earned in the year prior to that in which the leave thus enjoyed be deemed to be days on which the employee has worked for the purpose of computation of the period of 240 days., but he / she shall not earn leave for these days.

Bonus As per the payment of Bonus Act 1965 its related provision therein, all the employees who ever covered under the ceiling of the Act ( As per the amendment ) are entitled for maximum of 20% and minimum of 33% of Bonus in every financial year of the eligibility depends on the organisational performance and business returns. Further to those employee who do not cover under this provision of Bonus enactment would be paid an ex-gratial subject to maximum ceiling.

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However this is no mandatory to the employer. Tour and Travel Guidelines Procedure and System Travelling expenses and daily allowance :
An employee when called upon to travel on business of the company or when otherwise permitted, as mentioned hereunderTable

Employees shall travel by the class for which they are eligible. However, in any case of emergency or due to exgiencies of work an employee may be permitted by the competent Authority prior to travel by higher class than he is eligible. Any expenditure over and above the eligibility will be allowed subject to satisfaction of the directors, based on justification given by the respective HODs . In the absence such of additional amount spend should not be reimbursed. Official Tours : Submission of tour programme An employee when ordered to go on tour on companys business, shall submit in writing his T.P with necessary information of each place of halt and get the same approved from the authority concerned. In case of emergency, where it is not possible to obtain written approval the tour programme should be handed over to the officer concerned. And change in programme should be intimated from tome to time by ordinary post or telegram as considered necessary and expedient. Daily allowance payable for days and hours on duty : Daily allowance is payable only for days on duty away from the headquarters and should not be drawn for the period of absence from duty and is intended to cover the ordinary dairy expenses of an tour and includes boarding and all other incidental expenses.
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Calculations / Eligibility of lodging allowance : This allowance will reckon between the time the individual reaches the destination and departure from the destination for lodging allowance the actual bills have to be produced. No track offs will be permitted between lodging allowance and daily allowance. Other Expenses : Actual unavoidable miscellaneous expenses such as postal , telephone , presentations , entertainments , trips etc. if incurred in the execution of the business of the company will be paid if justified. T.A . on leave or termination of services : An employee is not entitled to any travelling expenses for a journey while proceedings on or returning from leave after termination of services on any grounds what so ever. Purchase or return or concessional tickets : Return of concessional tickets, when cheaper than two single journey fares should be purchased whenever available, if the conditions of the tour permits. Deposit of unused tickets before expiry : Unused or partly used tickets which cannot be utilised due to any reason should be deposited with the railways on behalf of the company in time and the receipt obtained from the railways should be given to the company for claiming the refund. Selection of route : Journey should always be undertaken by the shortest route unless otherwise sanctioned by the competent authority keeping in view that the time spend in journey least effects the working hours.
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Actual expenses for travel by road when in absence of railways communication or otherwise, if an employee has to undertake return journey by bus, taxi or rickshaw, actual expenses will be allowed to him. When submitted the T..A . Bill, statement of mileage thus covered must be given. If an employee is allowed, to travel in a higher class of accomodation or is to travel in a higher or lower class by circumstances he will be entitled to the rate of the class he actually traveled in or satisfactory explanation of circumstances plus extra percentage of the fare and daily allowance for the grade if any, to which he is normally entitled according to there rules. A person, who travels in higher class than that he is entitled to will be required to give the number and date of the ticket in his T.A . bill. Unless in any case it be otherwise expressly provided an employee undertaking a journey for any purpose is not entitled to recover from the company, the cost of transporting his family or his personal luggage etc. All T.A . bills must be submitted on prescribed from ( Travel Expenses Statement ) as early as possible latest within in 3 days after completion of the tour, best before undertaking another journey, otherwise , the advance if any, granted against T.A . will be adjusted from the salary next payable and the balance salary if any due would be with held till tour bill is settled. All T.A . bill must be paid only after due sanction of the concerned head of the department specifically the conveyance charges & miscellaneous. The whole or a portion of the travelling expenses claimed for a journey may be disallowed if after scrutiny it is found that any part of it was unnecessary or that it was not completed with due expedition , or that any item of the expenses billed is unauthorised or expensive. If the journey is undertaken by a bus, an employee will be allowed ordinary bus fare and actual conveyance expenses from the place of residence to the bus station and from the bus station to the place of halt and vice-versa. Expenses sanctioned unless there rules are meant to cover the expenses which are essential and are likely to be incurred while travelling. It is not the intension of these rules that the travelling allowance should be made as a source of profit.
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An employee when deputed on duties involving frequent travelling may be granted fixed travelling allowance as may be sanctioned by the management and in that case an employee shall not be travelling or daily allowance under these rules and will only be entitled to the said fixed travelling allowance and subject to such other terms and conditions as may be imposed by the management at its sole discretion.

Discipline Discipline refers to a mode of conduct as per the rules and regulations prescribed from time to time. Discipline is of utmost importance as it helps in the smooth working of an organization. For Example, while driving you are required to drive to the left side of the road. The purpose is to introduce a system for using the road , because without a system there will be uncertainty and chaos. The objective of any disciplinary procedure is to see that a delinquent employee is suitably punished and at the same time, to do away with any sort of vindictive or capricious action and to ensure equal treatment to all for any deviation from the normative behavior. Of course the disciplinary procedure has to be taken recourse to only as a last resort. Before that, it is understood that sincere efforts would be made to inculcate a positive attitude to work in the individual employee and that each employee is motivated that is enthused to work to the best of his knowledge and discharge his duties by using all his knowledge and skills that he inherently possess or subsequently acquires. In order to correct indiciplined behavior there are many courses of action open ranging from informal discussions to serve disciplinary action. In the SPHINX a lot of emphasis is laid down on counseling of individual employee and efforts are always made to maintain good human relations in the organization which subsequently contribute to good Industrial Relations. However whenever the system of work is Up set by indiciplined behavior and when counseling has yielding no results, corrective action becomes Necessary through the legally acceptable disciplinary procedure.
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Disciplinary Procedure The company adopts a procedural disciplinary system in accordance with legal provision. The code of conduct is the prime objective. To ensure the same, the following are adopted. - Maintain absolute integrity. - Devotion to duty. As per standing rules envisaged i.e., THE SPHINX STANDING ORDERS . the line executed will ensure basic conduct in day to day aspects. The objective of the disciplinary procedure is to see that the same time to do away any sort of vindictive or capricious action and to ensure equal treatment to all for any deviation from the normative. In the procedure incidents of indiscipline are referred from the departmental / divisional level to personnel division for necessary action in the matter. It is the intention of the management to promote at all times and throughout the employment relationship in high moral that makes for self discipline in every team. Where punitive action is taken against an employee for misconduct, the normal procedure of giving reasonable opportunity to the employee to explain his misconduct will be followed. - Any action of indiscipline can be simply defined as misconduct. An illustrative list of what constitutes acts of misconduct on the part of an employee is given in SPHINX Standing Orders . - All departmental in charge are required to bring the information of misconduct of an employee working under them to manager (P&A) / HRD through their functional heads for necessary disciplinary action to be initiated.

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Industrial Relations Industrial relations in SPHINX has always revolved around the following policy / approach : A non legalistic best humanistic approach to employee grievances.

- Recognition of legitimate labour practices. - Terms and conditions of services offered to the employees are always on par with other comparable organisations. - Continuous communication with the employee at all levels. - An open door policy. Individual grievances have always been handling with an open door policy. Salary and other terms and conditions have been handled with humanistic approach. An attempt is being made to base classification of jobs and emmoluments in a more scientific manner by way of job evaluation ( i.e. Performance Evaluation System ). Grievance handling system : Employee grievance redressal would be given highest priority to maintain harmonious and congenial working culture to the extent the SPHINX has evolved a separate GRIEVANCE HANDLING SYSTEM To redress at both divisional & corporate level . Conditions : Complaints affecting one or more individual employee in respect of their wages payments, salary anomalies , leave, work assignments, working

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conditions and any other working environment problem constitute within the scope of grievances. National and festival holidays

The organisation / establishment shall grant paid holidays which includes National & Festival holidays: Every year 31st december, the HRD at corporate, will decide the list of holidays and evolve the list of holidays which includes National Holidays and Festival Holidays applicable to respective area of operation, in the company and announce, notify the same to all concerned by 1st week of the new calender year.

- The component authority may require an employee to work on paid holiday, subject to excigencies of work / services, the employee shall be allowed to avail of the paid holidays in lieu thereof he may be granted compenstory holidays.

- The days observed as holidays shall be notified on the notice board of the branches, divisions and corporate offices.

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Telephones/ telegrams/ fax services Telephones : The companys telephones are not meant for personnel use . Therefore, employee will not normally be allowed to make their private calls. Employee making very urgent calls through the companys telephone will make it clear to the operator so that their names can be entered in the register. Employee should restrict making calls during their lunch break except in the case of emergency. All calls whether official or personal should be restricted to 3 minutes so that the line is not unnecessarily kept busy. Telegrams / Fax : Normally the use of the telegrams & fax is not done. Only in the case of certain urgent official requirements, this can be allowed. For this purpose, the approval from HOD or functional head .

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Resignation

Policy

Recruitment and induction of an employee is an expensive business. Good people are hard to come by. SPHINX policy is therefore, to retain productive employee as long as possible and to examine the reasons for our inability to retain them. Resignations are to be submitted in writing by giving notice as per the terms of the Appointment order. An employee, who leaves the service of the company without giving notice period, shall forfeit the salary in lieu of the period. Procedure The resignation letter should be submitted to the appointing authority through the functional head. The resignation letter will be accepted in writing by the functional head and final approval has to be given by appointing authority. The field staff has to submit their resignation letters to the office in charge towards the information to HRD corporate and the letter to Sr. Vice President Marketing for his comments from HOD it will be forwarded to appointing authority for final approval. After the approval obtained, HRD will process the resignation for account settlement as per the norms laid down in organization as well as the order of appointment.
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Resource Human Management

Finance department, after receiving the account settlement from HOD clear the amount accordingly. Notice period All appointment orders include the term Notice Period and salary in lieu of notice . Notice period for different levels are mentioned as follows: - UPTO : OFFICER / JR. ENGG / SECRETARY / ACCOUNT ( LEVEL ) } ONE MONTH } FROM : ENG. / EXE TO ALL CADRES ABOVE THREE MONTHS

The company has the right to demand such notice and if the actual service of the employee are required it can insist that he/she actually work for the notice period and not simply adjust or to relieve that employee with immediate effect even if he / she is willing to give salary in lieu of notice. It is purely management discretion. Employee are permitted to adjust P. L . against notice period. If the resignation is accepted with immediate effect, it would amount to waiving the right of the management and therefore, no compensation would be payable. Acceptance of resignation The resignation letter should not be directly accepted by the concern official, it is necessary that the employee, resigned should be allowed to have open and clear counseling with their respective HOD s . Subsequently the matter could be referred to H.R.D for any mode of redressal to be persuade. Similarly no resignation can be accepted without obtaining the formal approval from the appointing authority.
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Resource Human Management

Of course, acceptance of resignation of those employees against whom some disciplinary proceeding have been initiated can be done after keeping HRD/ Personnel informed either over the telex or though telephone. This is necessary as immediate acceptance of the resignation may be called for. Terminations Policy : We believe that individual join the organisation to fulfil their needs and goals. The success of an organization depends on its ability to integrate its needs and goals with those of an individual. The termination of an employees services will, therefore, be undertaken reluctantly and will be arbitrary, vindictive or capricious. It will only emphasis that a materiality of interest between the individual and the organization has ceased to continue on the ground of valid facts and reasons. Services of an employees liable to terminate because of inappropriate and unacceptable behavior according to the norms and the culture of he company. A list of misdemeanors has been laid down in the standing rules notified to the employees in SPHINX Solutions . The list is only illustration and not exhaustive. Termination can be effected by either notice as per terms of appointment orders or by paying salary in lieu of notice. Each case will be decided on its own merits / demerits. The decision about the termination of services of an employee will be taken by personnel / HRD department on the recommendation of the functional head.

MITTAPALLY VENUGOPAL

Born To Succeed

Resource Human Management

Account settlement The following procedure is to be followed for the settlement of due of a personnel who have resigned / retired / terminated etc. After resignation accepted and the documents related to will be forwarded to HRD ; HRD inturn prepare an account settlement form consists of Salary due (Balance salary payable details). Leave (P.L) eligibility plus enchantment details. Gratuity if applicable those details. Bonus if applicable. Medical Other eligiblities if any.

Submit the same to finance department. After receipt of information from HRD, Finance Dept. will within a week, settle the account and release the cheque in favour of the employee.

MITTAPALLY VENUGOPAL

Born To Succeed

Resource Human Management

Exit system Basic Promise : We stand for a long and lasting relationship with our employee members where ever they are . Objective : To express our sincere regards and position concern towards the employees seeking separation after having put in their invaluable contribution towards the growth of the organisation and their depart on to happy note. Scope : This covers all regular employee in the level of supervisors and above seeking separation with a maximum of one year of service with SPHINX Family. Technique : Exit interview : Welcome to the exit interview. At a fundamental level, it will bring revelations- many of them unexpected about just why an individual is leaving your company. It will allow you to diagnose specific problem areas and identify area of employee dissatisfaction. Description : There are questions divided into three categories which identifies the factors compelling employee leave. - First category relates to the departing of the job. - Second category focuses on the changes the company should make. - Third is aimed at identifying the advantages of the new job.
MITTAPALLY VENUGOPAL Born To Succeed

Resource Human Management

Procedure : All employees covered under this policy shall be given a farewell gesture by its department people and colleagues. The company shall contribute Rs. 500 ( rupees five hundred ) @ Rs. 25/- per head for twenty persons at maximum towards the refreshment expenses. The colleagues / department people may contribute among themselves for giving farewell gift to the outgoing members of the family as a token of remembrance . The farewell shall be organized at the place of work after the normal working hours on the last working day of the outgoing member. The HOD / Department Head shall take lead in such an endeavor.

MITTAPALLY VENUGOPAL

Born To Succeed