This project report gives a synopsis how Employee handbook and HR manual is framed, their importance in the business and the content of these two kits. The project was conducted at RMC readymix (India) pvt ltd. RMC India produce readymix concrete for construction purpose.
The RMC readymix India is only 11 years of age company and they have 49 networked plants in 20 cities. The RMC's HR department has its corporate office at Mumbai. They have got centralized HR department.
All the HR functions are executed through corporate office. RMC's HR department is not fully developed yet. These were not having proper Induction Kit, Employee handbook & HR manual for the smooth functioning of the organization. The employees were only provided with the following information:
- Working Hour
- System Policy
- Car utilization Instruction
- Health & Safety Policy
- Mediclaim policy
- Group accident Insurance
- Medical reimbursement
- Provident fund
- Grievance procedure
All above information was not sufficient for a worker as well as for HR department for smooth functioning of the work. Even it was presented in term of order and not as helpful information.
HR department was facing many problems like:
- Due to lack of information all the RMC's employees from all the plants all over India weren't in a position to send the entire document so it makes the HR functions expensive as well as frustrating.
- In documentation of new joining,
- At time of mediclaim,
- All the time HR department has intimate employees & their supervisor about their responsibility.
Following are the challenge which employees were facing:
- Seniors were not aware with all their responsibilities.
- Employees were not aware of the rules & regulation to follow and responsibility towards organization.
- Conflict of interest,
- Employees weren't alert to all benefit made for to them like; Training, education loan, loan for marriage & their eligibility standards with procedure.
To make the RMC's HR department more organized its need to really know what other good organizations are following. To extract the information a survey was conducted in 15 companies to find whether they have two different kits or single and how it is effective to them. Even some of companies show their index.
Out of the 15 companies, 6 companies also had shown full content of their kit.
So after having a discussion on survey, it was made a decision to frame Employee handbook and HR manual.
An informal interview was conducted at RMC India to discover the employee's viewpoint about two kits, problem which they faced during joining and their suggestion.
- WHILE PREPARING EMPLOYEE HANDBOOK FOLLOWING POLICY WAS FRAMED AS WELL AS THE EXISTING POLICY
- Code of conduct
- Conflict of interest
- Punctuality & Attendance
- Visitor policy
- Personal Records
- policy for no smoking, no alcohol & tobacco
- Sexual harassment at the job place
- Loans to employee
- FOLLOWING POLICY WAS FRAMED WHILE PREPARING HR MANUAL
- Classification of employees based on grade.
- Appointment of ex-employees
- Employment of near relation employees
- Performance Management system.
- Employee welfare plan
- Career development & employee appraisal form
- CHANGES MANUFACTURED IN EXISTING POLICY
- Travel policy
- Phone bills
- Vehicle policy
- Revised employee probation form
OBJECTIVE OF THE PROJECT
*OBJECTIVE OF THE PROJECT*
- To frame formal Employee handbook and HR manual for RMC India.
- To critically examine why employee handbook and HR manual is necessary in companies.
- To provide accurate knowledge to employees as well as managers and above regarding their responsibility, rules and regulation, various procedure and policy followed in their day to day activity.
- To reduce the work load of HR department as more of information will be circulated by making use of employee handbook and HR manual.
- To frame few policy which have to be contained in employee handbook and HR manual.
OBJECTIVE OF RSEARCH
- To find out whether company follow two separate kits or only one kit.
- In taking decision, whether to frame one handbook or two.
- What they have named them.
- To accumulate all the detail to be included in employee handbook & HR manual.
- To find out the condition which employees were facing because of the lake of information.
- How it is effective to employees.
- How it help HR department.
- Employees of RMC India
- HR Head of 15 Organizations.
- Spent a week on data collection from 15 different organizations to determine whether they have two separate kits because of their company.
- Collected the data through structured questionnaire.
- Around 3-4 weeks were spent for collecting the information associated with existing policy.
- 1 week were spent for identifying employee's perspective or suggestion.
- The sample size targeted to achieve the survey objectives were 10 employees at the staff level in RMC India.
- In deciding whether to frame handbook or manual a survey is conducted in 15 companies.
Source of information
- Primary data
- Structured Questionnaire.
- Personal informal interview.
The primary data regarding whether to frame handbook or manual was collected from questionnaires filled by HR- Head of 15 different companies. Because of the busy scheduled of HR head of others and their precious time only 6 questions was framed in questionnaire that are related to our survey objectives. Questionnaire has both subjective and objective question. The info collected were first analysis, interpreted and final decisions were taken.
Also, the short interview was conducted of 10 employees to know very well what will be the policies they have to know and problem face by them & HR department in day to day functioning.
During survey the HR Head of other companies and employees of RMC India were very supportive and corporative. They may have answered fairly and truly which helped a lot in completion of project.
- Secondary data
Sources of secondary data:
- Other organizations manual
- Related websites
This data helped in framing Index as well as in framing policy.
REVIEW OF LITERATURE
*REVIEW OF LITRATURE*
A literature review is a body of text that aims to examine the critical points of current knowledge on a particular topic.
A literature review discusses published information in a particular subject area, and sometimes information in a particular subject area in just a certain time period.
Well-written policies can both serve as an effective communication device and help you avoid legal action or at least give you a much better chance against prevailing law suits, says EJ Sarma
Employers should avoid developing one document to serve as both a worker handbook and a policies and procedures manual. Says EJ
- EMPLOYEE HANDBOOK
A step-by step plan for developing an employee handbook:
- How to determine your policies, practices and procedure.
- How to work with the manual to help employees make adjustments.
- How to tailor information to support change.
- Using a well crafted manual to support employees and supervisor.
By- SUSAN L. BROCK & SALLY R. CABBELL
An employee handbook (or employee manual or staff handbook) details guidelines, expectations and procedures of a business or company to its employees.
Employee handbook is given to all employees on the first day of job in the business, to be able to acquaint them with their new company and its own policies.
According to Federal and state laws, the growing number of cases of employees related to litigation against management strongly claim that written statement of company policies is business necessity for businesses of any size whether small or big. [en. wikipedia. org/wiki/Employee_hanbook]
The origin of word 'mentor' dates back to the Greek epic poem The Odyssey. According to the myth, when Odysseus went away to fight, he left his son, Telemachas, in the care of a friend named 'Mentor'. Mentor was also a tutor to Telemechas. The name 'mentor' has, therefore, become proverbial for a wise and supportive advisor. A close reading of myth reveals the partnership between Telemachas and Mentor to be of mutual benefit, with some versions of the myth even reporting Telemachas saving Mentor's life.
[www. acer. ac. uk/skills_for_life_docs/training%20materials/Mentoring%20handbook2005. doc]
- How to develop successful mentor behaviour:
- Understand the unique role of mentors in the today's workplace.
- Determine the most effective mentoring style for your position.
- Established agreement to ensure an effective and rewarding relationship.
- Avoid behaviour that may hinder mentee growth and development. By- GORDEN F. SHEA
- Performance management - A management process for ensuring employees are focusing their work efforts with techniques that donate to achieving the agency's mission. It consist of three phases:
- Setting expectation for employee performance,
- Maintaining a dialogue between supervisor and employee to keep performance an track,
- Measuring actual performance in accordance with performance expectations. [www. osp. state. nc. us/manuals/manual99/pms. pdf]
Ready mix concrete industry in India continues to be in its infancy but it is an emerging sector. Ready mix concrete (RMC) is a prepared to use material, with predetermined combination of cement, sand, aggregates and water. RMC is a kind of concrete made in a factory according to set recipe or as per specifications of the client, at centrally located batching plants.
Ready mixed is bought and sold by volume, usually expressed in cubic meters. RMC can be custom made to suit different applications. It really is sent to worksite, often in truck mixers capable of mixing the ingredients of the concrete en route or maybe before delivery of the batch.
This brings about an accurate mixture, allowing specialty concrete mixture to be developed and implemented on construction sites.
The second option available is to combine the concrete at the batching plant and deliver mixed concrete to the site within an agitator truck, which keeps the mixed concrete in correct form.
In the of centrally mixed type- the drum carrying the concrete revolves slowly in order to prevent the concrete from 'segregation' and also prevent its stiffening due to initial set.
However, regarding truck mixed concrete, the batched material (gravel, sand and cement) are carried and water is added just during mixing. In cases like this cement remains in touch with the wet or moist material which phase cannot exceed the permissible period, which is normally 90 minutes.
The use of RMC is facilitated by way of a truck mounted 'boom placer' that can pump the product for ready use at multi storied construction sites. A boom placer can pump the concrete up to 80 meters.
RMC is recommended to on site concrete mixing as a result of precision of the mixture and reduced worksite confusion. It facilitates speedy construction through programmed delivery at site and mechanized operation with consequent economy.
It also decreases labour, project time, site supervising cost and resulting in savings. Proper control and economy used of raw material results in saving of natural resources.
It assures constant quality through accurate computerized control of aggregates and water according to mix designs. It minimizes cement wastage due to bulk handling and there is no dust problem and for that reason, pollution free.
However there are a few disadvantages of RMC to-like double handling; which results in additional cost and losses in weight, dependence on godowns for storage of cement and large area at site for storage of recycleables. Aggregates get mixed and impurities creep in because of wind, weather and mishandling at site.
Improper mixing at site, as there is an ineffective control and intangible cost associated with unorganized preparation at site are other drawbacks of RMC. There are always likelihood of manipulation; manual error and mischief as concreting are done at the mercy of gangs, who manipulate the concrete mixes and water cement ratio.
Ready mixed concrete in its wet state is a substance hazardous to health insurance and as such the employer of persons who may be exposed to it at work must carry out an assessment under the control of substances hazardous to health regulations 1994.
The first ready mix factory that was built in the 1930s, remained in a standstill position till 1960s, but continued to grow since then. The main ready mix concrete suppliers worldwide are the Mexican concrete and cement company Cemex, and their main competitor is France based Lafarge.
The Ready mix concrete business in India is its infancy. Where as in developed countries, almost 70 per cent of cement consumption is by means of ready mix concrete and 25% by means of recast, in India; ready mix concrete makes up about less than 5% and
as much as 82% of cement consumption is in the form of site-mixed concrete. While 70% of cement stated in a developed country like Japan is utilized by ready mix concrete business there, within India, ready mix concrete business uses around 2 per cent of total cement production.
There are several known reasons for this; in early 70s both pricing and distribution of cement was handled due to shortage of supply. Ready mix concrete technology cannot be implemented as investor felt that ready mix concrete plant will starve due to non option of the cement. The levy of additional taxes & duties on RMC, entry tax, excise duty also contributed to the slow development of the idea.
The growth of RMC is predominantly driven by demand from the metro cities. In cities like Mumbai; the required use of RMC is construction of flyovers provided the requisite impetus to the growth, according to ICRA analysis. RMC is specially useful when the building activity is found in congested sites where little space is designed for sitting the mixer and then for stock piling of aggregates. The usage of RMC is also advantageous when only small quantities of concrete are needed or when concrete is usually to be positioned only at intervals.
Even the idea of ready mix concrete is still catching up in the united states, cement majors are keenly focusing on entering the new area in a large way. Anticipating huge potential for the merchandise, cement majors, including Associated Cement Companies, Grasim, L&T, India Cement, Priyadarshini Cements, Chettined cement and Madra Cements are foraying into the RMC business and share of RM is expected to rise from present degree of 5 % of the total cement production to the global average of 70 percent70 %, according to industry players.
The teething trouble has been overcome by the RMC industry and currently there are over 37 RMC plants delivering over 1 lakh cubic meters of mixed concrete on a monthly basis. RMC plants are working at Delhi area also.
Envisaging higher demand; the 16. 4 million tonne cement major; ACC is likely to beef up its existing RMC infrastructure of 11 units with 2 new RMC units- one at Noida and other one in Mumbai, through the current year. During the last fiscal, Madras Cements create two RMC plants near Chennai, with a capacity of approximately 9 lakh cubic meters, while Chettinad Cements installed an RMC facility close to Coimbatore. Grasim's RMC business accounted for a turnover of Rs. 116 crore during 2003-04, contrary to the turnover of Rs. 59. 8 crore through the previous year.
For the growth of industry, government bodies, architects, contractors, engineers, private builders and people required to be produced fully aware about the advantages of using the ready mix concrete. Specialists and consultant need to add ready mix concrete as mandatory in their specification for execution.
Government specification for CPWD and PWD jobs should include ready mix concrete as mandatory item. Aside from this tax breaks are necessary for the growth of RMC and contractors/ developers need to be discouraged from turning up materials like sand, metal, etc. on foot paths and roads.
The materials to be used for making RMC should conform certain requirements of IS 456:2000 or relevant code. Beneath the clause 9. 2 or IS 456:2000, the RMC manufacturer has to guarantee the grade of concrete as they might be responsible to carry out the mix design which may be got approved the purchaser.
Advantages of ready mix concrete over site mix concrete
- Time required is greatly reduced.
- Labour associated with production of concrete is eliminated.
- Better quality concrete is produced.
- Elimination of space for storage for basic materials at site.
- Wastage of basic material is avoided.
- Elimination of procurement, hiring of plant and machinery.
- The plants are located in the region zoned for professional use only yet the delivery trucks can service residential district or inner cities.
- Noise and dust pollution at site is reduced.
- A centralized concrete batching plant can serve a broad area.
Disadvantages of ready mix concrete.
- Concrete limited span of time between mixing and going off means that ready mix should be positioned with in 2 hours of batching at the plant. Concrete is still useable following this point but might not conform to relevant specifications.
- Access roads and sites have to be in a position to carry the weight of truck and load. Concrete is approx. 2. 5 tonne per cubic meters. In UK, this issue can be overcome through the use of so called 'minimix' companies, using smaller 4m3 capacity mixers able access more restricted sites. Examples of companies of the type in UK include Nimblemix, Micromix, Diddimix and Able mix.
- The materials are batched at central plant and the mixing starts at that plant; so that traveling time from the plant to the website is critical over longer distances. Some sites are just too far away though normally, this is a commercial rather than technical issue.
Major cement players (Foraying into RMC business)
- Associated Cement Companies
- India Cements
- Priyadarshini Cements
- Chettinad Cement
- Madras cement
- Ultra tech
- Birla Readymix concrete
- RMC Readymix (India) Pvt Ltd.
Some leading ready mix concrete suppliers worldwide is the Mexican concrete companies PCM and Cemex; their main competitor is France based Lafarge.
Projection for future
- The growth in urban infrastructure and boom in the real estate business have been main drivers of growth in RMC business.
- The factors making RMC more appealing is that large construction projects, quality and time.
Ready mix concrete is likely to be the fastest growing market through 2012, increasing its position as the greatest outlet for cement. Ready mix concrete companies take into account a comparatively small but rising share of total cement demand in quantity of fast growing developing countries like china and India, where large scale construction project will require quite a lot of ready mix concrete. Consumer demand for cement will also expand at above average rate, stimulated by overall market upsurge in developing areas, where consumer sales can take into account half or even more of most cement demand.
Based on the demand for RMC equipment; manufacturers says that the industry has been growing at about 30 percent30 % yearly going back 2-3 years and will probably sustain at this level for the next couple of years.
No matter what its line of business, a company pedigree is the one core value that readily shines through and helps distinguish it from the competition. The decade which RMC Readymix (India) Pvt Ltd has spent in the marketing of ready mixed concrete, have helped in reinforcing and sharpen certain traits that the business has become known and respected for.
Such as setting benchmarks in best practices, quality assurance, customer support or driving up standard in health, safety and environmental protection and high degree of integrity, transparency and courtesy.
A venture of Hathway Investment Pvt. Ltd. , RMC Readymix (India) Pvt. Ltd started out commercial production in 1996. Beneath the guidance of RMC UK, the world most significant producer of ready mixed concrete, RMC India broke new ground when it setup India's first Ready mixed concrete plant using the world's best machinery, quality assurance & quality control systems.
Over the years, this small step rapidly became a giant leap. Today, RMC India possesses the country's most significant installed capacity for commercial ready mixed concrete.
It has 49 network plants in 20 cities each with a capacity varying from 60 to 120 cubic meters. They can be fully computerized and equipped with world's latest control system.
Concrete is transported by meticulously maintained transit mixer, boom and line pumps to ensure that RMC India quality product reaches customer via broadband delivery system.
The quality assurance procedures practiced by RMC India derive from United Kingdom's QSRMC (Quality scheme for ready mixed concrete). This scheme strictly monitors every stage of the whole business.
A prime instance of RMC India quality assurance system is the concept of retrospective control. Cube results obtained are further analyzed by the CUSUM (cumulative sum) Method.
CUSUM based on complex statistical model, predicts the ultimate strength of the concrete supplied, by continuously monitoring performance of the mix, picking right up trends from early strength results (instead of 28 days wait) and suggesting immediate corrective action.
As a matter of known fact, RMC India is the first and still only manufacturer in India to implement the CUSUM method to ensure batch wise consistency in concrete quality.
ESTABLISHING NEW FRONTIERS
In maintaining its role of pioneer, RMC India has successfully introduced special concretes such as:
- Fiber-reinforced Concrete which prevents Plastic Shrinkage Cracking and enhances the abrasion and impact resistance of concrete.
- Coloured Concretes brighten any environment.
- Temperature Modified Concrete minimises thermal cracking in mass concrete.
- Slurrified Microsilica Concrete is a high performance material for corrosive marine conditions, and in India, just one more RMC India first.
In addition, RMC India produces concrete that incorporates GGBS and PFA to improve durability.
OUR PEOPLE, OUR PRIDE
One of RMC's greatest strengths is its people. RMC India boasts of personnel who aren't only highly qualified, but also richly experienced in a myriad of situations.
Whether engineer, office assistant or transit mixer operator, they bring with their work a passion for quality and service that is within harmony with the Company's commitment to excellence.
In fact, all of RMC's technical and sales personnel undergo preliminary as well as advanced courses conducted by the prestigious City & Guilds of London Institute (CGLI) and certain key members of the staff also receive training abroad.
As a matter of interest, it was RMC's experts who were invited to participate in the drafting of the Revised Indian Code for Ready Mixed Concrete: IS 4926 an eloquent testimonial of industry recognition.
HEALTH, SAFETY AND ENVIRONMENT
The Company has always accorded high priority to this part of global concern insisting that HSE commence from the term go. From selection of a spot, plant and machinery to the protection of people within the plant layout, this preoccupation with safety steers every aspect of RMC's operations. With regards to the environment RMC India leads the way.
All aimed at reducing the spread of dust emissions. THE BUSINESS in addition has installed a waste water utilization system, whereby all water is recycled. And an twelve-monthly contest has departments vying with each other for the RMC India Safety Trophy.
Last but not minimal; RMC India is clear about how it wishes to conduct business. Right from identifying, selecting and acquiring land for the setting up of units; to disclosure of the type of ingredients found in the manufacture of its products and compliance with every governmental regulation in a timely and transparent manner, the
Company has laid down policy guidelines that are unrelenting in their emphasis on ethical business practice.
RMC India Follow the principle "Happy employees bring success to the business". The company believes that the right environment fosters high standards of professionalism and performance.
Its core values are respect for individuals, open environment and communication. The company endorses the view that businesses don't deliver value to customers people do, which is the spirit which guides its relationship with its employees.
Mumbai, Kolkatta, Bangalore, Chennai, Delhi, Mangalore, Hyderabad, Vishakhapatnam,
Trivendrum, Manipal, Surajpur, Indore, Ahmedabad, Jaipur, Pune, Goa, mohali, Lucknow, Coimbatore, Mysore, Ghaziabad, Noida & Surat.
MANAGEMENT TEAM OF RMC INDIA
Mr. Ganesh Kaskar
Executive Director & CEO
Mr. Venugopal Panicker
CFO & Company Secretary
Mr. Srirang Sondur
Mr. Raj Pillai
Mr. Sanjay Nikam
Vice President-Engg & Development
Mr. Ravishankar M
Mr. K. P. Murali
Regional General Manager-Gujarat
Mr. Sunil Kumar
Regional General Manager- NCR & North India
Mr. K. P. Ghosh
General Manager- Engineering
Mr. Subhasish Bandyopadhyay
Deputy General Manager-North East
Mr. Sanjay Gadre
Deputy General Manager- Accounts (w)
Mr. Phanish Shetty
Deputy General Manager- Development
Mr. Prashant R Manurkar
Deputy General Manager- HSE
Mr. Sadanand Govilkar
Deputy General Manager- Technical
Mr. Manoj Saxena
Deputy General Manager-NCR
Mr. V. R. Koshwika
Deputy General Manager-Technical
Mr. Ashok Aggarwal
Deputy General Manager-Accounts (North)
Mr. Paresh M. Pandharkame
INTRODUCTION FROM THE TOPIC
- EMPLOYEE HANDBOOK
- HR MANUAL
*INTRODUCTION OF THIS TOPIC*
HR policies are systems of codified decision framed by the organization; to support administrative personnel function, resource planning, performance management system, and employee relations.
- HR policies permit the organization to be clear with employees on:
- The nature of the business.
- What they must expect from the business.
- What the company expects from them.
- How policies and procedures work at the business.
- What is acceptable and unacceptable behaviour.
- The consequences of unacceptable behavoiur.
The formulation of policies can help the business to demonstrate it meets requirements for training, diversity and ethics.
Sound employment policies provide the framework within which a business governs its employee relation. A policies and procedure manual guides both employees as well as managers, in regards to what is expected and can prevent misunderstanding about employer policy.
In addition to the supervisors and managers will constantly apply polices if they are clearly communicated in writing. It is probably the first line of establishing an affirmative defense strategy.
The company handbook and manual are one of the most important communication tools between your company and employees. Not only it set company expectations from their workers, but also describes what they can expect from the business. It is essential to acquire at least one manual that is also to maintain clear term
Misunderstanding or misstatements can create legal liability for business. In legal disputes court have considered a worker handbook to be a contract obligation, so that it should be word carefully.
Employers should avoid developing one document serve as both an employee handbook and a policies and procedure manual. Says ej sarma
EMPLOYEE HANDBOOK is given employees on the first day of his/ her job, to be able to acquaint them with their new company and its own policies.
The company employee handbook and related personnel policies is one of the first formal communications that company have with their workers after they hired. It removes the confidential information and provides the essential guidelines.
It acts as a guide for the employees whom they can not gather from the induction programmer just as the problems which are being used in their day to day work and are incredibly beneficial to them.
Employee handbook is distributed to each and every employee of the company to check with the rules and regulation of the business.
A company handbook also helps us to avoid legal problems. With regulation becoming more and more invasive, company can not afford to run a business where they are simply hiring, firing, and managing employees with out a written explanation of the way the company is dealing with employment issues.
Growing number of cases of employee related litigation against management strongly shows that a written statement of company policy is an enterprise necessity for organizations of any size.
- HR MANUAL
HR MANUAL is suitable for the inner circulation of the HR Department.
- It supplies the details relating to HR policy and procedure of the business.
- It includes the info relating to manpower planning, recruitment, training, employee administration, compensation and benefits, etc.
- HR manual is very confidential in support of directed at top level management or HR department.
- It helps the very best level management in performing their duties or responsibility properly or on time.
- With the growth of an organization, various other processes may be added to it to keep carefully the manual updated.
- HR department have to make sure that top level management have read this manual completely with clear attitude. In order that they won't find any issue in implementing that rules and regulation.
- Top level management should follow same policy for all their subordinates like for performance appraisal, mentoring programme, employee welfare, exit interview, etc.
ANALYSIS & INTERPRETATION
*ANALYSIS & INTERPRETATION*
Due to the unavailability of written policy or employee handbook & HR manual following are the problem faced by HR department & Employees.
HR department was facing many problems like:
- Due to lack of information all the RMC's employees from all the plants all over India were not able to send the complete document so it makes the HR functions expensive as well as frustrating.
- In documentation of new joining,
- At time of mediclaim,
- All enough time HR department has intimate employees & their supervisor about their responsibility & mistake.
Following are the situation which employees were facing:
- Seniors weren't aware with all of their tasks like giving feedback in proper way with their subordinates,
- Employees weren't aware of the rules & regulation to check out and responsibility towards organization.
- Conflict of interest,
- Employees were not aware of all benefit designed for to them like; Training, education loan, loan for marriage & their eligibility standards with procedure.
First the decision was taken up to frame INDUCTION KIT. Induction kit is given to new employees on the first day of job. It contained the detail like basic rules & regulation, benefit and procedure.
First the index was prepared and presented to HR-HEAD. He approved that and then all the policy were described at length. Index is really as followed:
- Welcome letter
- Company profile
- Organization Structure
- Management Team
- Location of RMC
- HR Philosophy
- Working hour policy
- Dress code
- Leave Rules
- Letter from HR- HEAD
- FORMS: Joining Report
Personal information Data
Bank A/C opening Form
Employee's Provident Fund Scheme
EPF Nomination Form
Application for Transfer of EPF A/C
Employee's Pension scheme
After the completion of induction kit, it was presented to CFO and he guided to frame two kits one for employees and other one will be only for top level management and HR level.
- DETAILS OF SURVEY
Survey was conducted in 15 companies with the next objective:
- To find out whether company follow two separate kits or only one kit.
- In taking decision, whether to frame one handbook or two.
- What they may have named them.
- To collect all the detail to be contained in employee handbook & HR manual.
- To find out the problem which employees were facing due to the lake of information.
- How it is effective to employees.
- How it help HR department.
- RESULTS OF SURVEY
- In survey it was found that most of the company's are convenient with two separate kits as everyone will come to know their responsibility, eligibility, documentation & procedure.
- HR department don't have to give any explanation with their employees regarding any policy.
- Few of companies have framed their manual by using expertise also for better presentation. Their manual was well presented, attractive, clear to the point, give positive impact & well framed.
- Many of the company don't disclose the policy related to top level management in employee handbook. As per them you don't have to say policy which is not highly relevant to employees in employee handbook.
They also have shown their index which helped in framing index for our handbook and manual. Several company provided the chance to see their manual completely, which helped in framing our manual policy.
So after having a survey it was decided to frame two separate kits namely employee handbook for employees and HR manual for top level level management.
- INFORMAL INTERVIEW WAS CONDUCTED AT RMC INDIA
An informal interview was also conducted at RMC India to know employees point view related to HR policy. Objective of interview:
- It was necessary to discover the problem that they faced during joining related to documents, procedure and rules.
- As per them what are the info to be provided to new employees.
- Is company must have two separate kit for employees and top level management.
- RESULT OF INTERVIEW
They have suggested some policy to be put in employee handbook like, loan policy, travel policy, full details about leave rules and hospitalization benefit. They were agreed on the concept of two separate kits.
Employee Handbook acts as a guide for the employees which gives the information whom they cannot gather from the induction programmer as with the issues which are used in their day to day work.
Employee handbook is distributed to every single employee of the company.
With the help of information gathered from survey and interview, the index was prepared for employee handbook and presented to CFO.
He suggested some changes like:
- To introduce Loan policy.
- Put transfer policy.
- Mobile bills.
- Travel facility provided to managers and above.
After a discussion with HR Head all the above policies except the loan policy were mentioned in HR manual.
- CHANGES MADE IN EXISTING POLICY
- Some changes were also manufactured in earlier policy like the total amount mention in group accident insurance was wrong. And it was difficult to mention the entire amount as employees at different level are covered with different amount.
- Car use instruction is now completely changed as it was didn't provide new car facility to Manager and above. Rather than new car; car allowance and driver allowance will be provide to them. This policy will be mention in HR Manual.
- CONTENT OF EMPLOYEE HANDBOOK
- WELCOME LETTER
Guide line followed while framing welcome letter:
- Show the pleasure at the possible employee's decision to join the firm. Show sincere enthusiasm and confidence in the employee.
- Make a reader feel good about the decision to become listed on the staff, with gentle reminders about the challenges and rewards into the future. You may make complimentary remarks about in the organization, the business past successes, or the abilities and connection with the new employee.
- Offer any help you think may ease the employee adjustment to the new work place.
- Use a casual tone.
- Be personal and specific in your comments, a welcome to the business too often sounds like a form letter and losses its impact with vague generalities.
- COMPANY PROFILE
New employees must get brief details about the company in which they will work. They need to be aware of the business structure, management team and everything the location where company has its branch or plant. All of this information would be provided to new employee through employee handbook, as this handbook will be given on the first day with their joining.
All new employees should become aware of the probation period or when they become everlasting employee of that company. Different company follow different probation period 6 month, 9 month or 10 month.
At RMC India the probation period is not applicable for applicant at the amount of Managers and above. For the new employees below the amount of Managers, the probation period is six months. But some amount of time in exceptional case when they feel that employee can improve their efficiency they extend their probation period for further 3 to 6 months.
This help the employees for more information, improve their efficiency, motivates them to execute better and prove them self.
- EMPLOYMENT POLICY
It includes the followings:
- Code of conduct- code of conduct is application of corporate principle/ policy by the member of an organization in their work-life. The code of conduct pertains to all employees, regardless of their level, across all units and office the business.
Code of conduct includes the way the employees have to behave with in the business such that it will not effect company image, how to deal with customer while others, their responsibility towards the government, laws and environment.
- Working hour, dress code, leave rules, holidays, meetings, conflict of interest, punctuality, confidentiality, security and safety, visitor policy, personal records, rules related to smoking, alcohol, tobacco, and grievance procedure are all basic rules and regulation which every employee ought to know on their first day of joining. All of this policy assists with maintaining discipline in the organization.
They must be aware about their limit for using office equipment and how to approach them.
All Permanent employees of the Company are entitled for Privilege Leave (PL), Casual Leave (CL), Sick Leave (SL), Maternity Leave (ML), Paternity Leave and Bereavement Leave (BL).
- TRAVEL POLICY
The purpose of this policy is to set forth uniform process of local, domestic and overseas travels for business purpose, conference and training. In addition, it ensures fair equal treatment for employees by defining procedure for authorized business travels and guidelines for expenses reimbursement. It includes the mode of transport for different level, how to do booking and rules for traveling for training.
RMC India follows economical mode of transports for all the employees irrespective of their designation.
Procedure for booking the ticket and cancellation of ticket is also mentioned in the policy.
At RMC India all the booking is performed from registered office only. If employee is going for business trip have in which to stay company guest house only. They'll be only allowed to stay static in hotel if company guest house is not any their for the reason that city.
- TERMINAL BENEFIT
Employees during living the business get the terminal benefits like provident fund, pension and gratuity.
Employees contribute a sum of 12% from his/ her basic salary towards their provident fund. The business also contributes an equal amount in the average person accounts of its employees.
Out of the business's contribution, part of the contribution is paid into a pension fund maintained by the federal government.
Employee is eligible for make an application for withdrawing their PF accumulation only after a period of 60 days from the date of leaving the company. In case there is resignation employee can transfer his/ her PF. Transfer formalities need to be initiated by the next employer.
Employees meet the criteria for pension only if they are really continuous member of a decade with the federal government provident fund. They get this pension when they cross the age of 60 years. They have to reduce pension after they cross 50 years.
In the unfortunate event of the demise of the employee, his/her spouse will get pension so long as he/ she live and in the event of spouse's death, the pension will be paid to minor children of the employee till they attain age 25 years or the kid is married, whichever is earlier.
If he/ she have a continuous membership of significantly less than 10 years, 100% accumulation will be paid to the member directly by the PF.
Employees are entitled for gratuity only when they complete 5 many years of service in the same company. However, continuous service of 5 years is not needed in case there is death or disablement and gratuity would be paid even for shorter time frame.
The gratuity amount would be paid @ 15 days wages for each completed year of service or part thereof more than six months.
FORMULA FOR CALCULATING GRATUITY-
Basic salary X 15 days X no. of years completed
26 working days
Maximum limit for gratuity is 3. 50 lakh.
- OTHER BENEFITS
Other benefit includes ESIC, Leave travel allowance and medical benefit and group personal accident policy.
Employee as well company contribute some % of these (employee) gross salary towards ESIC (Employee state insurance corporation scheme). According to these scheme employees are entitled to get medical benefits and wages for his/ her absenteeism from work on account of sickness.
Employees avail this benefit only from the hospital and chemist covered under ESIC scheme.
Leave travel allowance is mention in the appointment letter. Employees have entitlement to claim LTA only after completing twelve months service with the Company, when they proceed on Privilege Leave. LTA not claimed during any particular year can be carried forward to another year and claimed. If not claimed in next year, it'll lapse. The pre-condition for claiming LTA is an employee should take Privilege Leave of minimum 5 (five) days. LTA payments would normally be disbursed only 15 days prior to the date of leave.
The employees of the Company are entitled to the next schemes:
- Company's Medical Reimbursement Scheme
- Mediclaim Policy Scheme
Medical expenses incurred by the employee are claimed:
- Through Medical Reimbursement Form.
- The form should be submitted with proper supporting like Bills, Doctors' Receipts etc.
- The medical reimbursement can be claimed monthly.
- Unclaimed medical partly or full could be carried forward for an additional period of two years.
- The limits for medical reimbursements are mentioned in the individual appointment letters submitted to the employees.
The medical allowance available to an employee could be carried over in every for three years.
- NOMINATION FACILITY
Employee can nominate their relative for the power like provident fund, gratuity and ESIC.
- SEXUAL HARASSEMENT AT WORK PLACE
The definition of sexual harassment includes nut not be restricted to the next:
'Sexual harassment is such unwelcome sexually motivated behavoiur (whether directly or by implication) as:
- Physical contact and advances.
- Sexually coloured remark.
- A demand or obtain sexual favours.
- Showing pornography, writing sexually loaded letters/ SMS/ emails.
- Or some other unwelcome physical, verbal or non verbal conduct of sexual nature.
Victim has full right to file a case up against the same to their regional head.
Complain Committee is formed to research complaint of sexual harassment and make appropriate recommendation to the relevant management team.
In case the complaint of sexual harassment is shown to be true, the accused person will be at the mercy of strict disciplinary action, up to and including termination of employment.
The victim of sexual harassment will have the choice to get his/ her own transfer.
In case the complaint registered is found to be frivolous or false or was made with a mischievous intension, the complainant will be prone to face strict disciplinary action up to and including termination of employment.
- LOAN FACILITY
The intention and reason for providing the loan to a worker is merely to meet any expenses which arise for the purpose of self/children's wedding. However, this loan will be available for just one child.
To understand this benefit employee should be considered a long lasting confirmed employee and really should have a service of atleast 2 years.
- HOSPITALIZATION SCHEME
For the purpose of Mediclaim Policy, the term "family" would include the employee's spouse and dependent children up to 21 years. However, the MEDICAL CARE INSURANCE Benefit would be subject to limit of 2 dependent children. Under this scheme the dependent parents would not be considered for these benefit.
- POLICY REGARDING EDUCATIONAL ASSISTANCE TO EMPLOYEES
This policy is enumerated to provide guidelines to the employees who wish to purse further education during employment in the business.
- All confirmed employees who've completed 2 yrs in the employment of the business.
- The course / Degree / Diploma etc. which is to be pursued, shall have direct bearing on the job content of the employee.
- The course / Degree / Diploma etc. should be from an established University or a favorite autonomous body.
- EXIT PROCESS
On the termination of employment for reasons uknown, employee must return all books, documents, records, computer hardware/software, office or locker keys, cellular phone with simcard (if provided by company), Identity card and other property belongs to company.
Following Forms need to be filled during termination:
- Full and Final Settlement Form
- Exit Interview form
HR Manual is very confidential in support of provided to top level management and HR department. It contains the detail like salary, PMS, transfer, recruitment process and the facility or benefit provided to Managers and above.
- CONTENT OF HR MANUAL
- CLASSIFICATION OF EMPLOYEE ON THE BASIS OF GRADE
It is very necessary divide the employee on the basis of basis of grade. It help in setting limit because of their benefit like travel benefit, medical benefit, insurance, loan, training, etc.
With help of survey the employees of RMC India were categories in grade as listed below.
Senior Management Cadre
O-1 General Manager / Regional General Manager
O-2Deputy General Manager
O-3Asst. General Manager
Middle Management Cadre
O-6 Deputy Manager
O-7 Asst. Manager
Junior Management Cadre
O-8SR. Executive / Sr. Officer
O-11 Asst. Officer
2. RECRUITMENT POLICY
Manager and above got to know the business recruitment policy as they know quality and skilled required in their subordinate. They are able to supply the request according to their requirement.
Recruitment of an candidate can be done from internal sources as well as from external sources.
Internal Sources: (with in the business)
Organization can fill the vacant position by recruiting existing employee. Prior notice & circular will be given to all employees & then interested employee can apply for the same. Promotion & Transfer is also one of the various tools of internal sources of recruitment.
External Sources: (out side the organization)
Organization can inform interested prospect regarding there vacancy through:
- Advertisement: Various media like news paper, journals & etc. are used for advertisement of vacancy. Detail like Job profile, qualification required, last date for applying, etc will be mentioned in the advertisement.
- Internet: RMC Readymix (India) Pvt Ltd have agreement with Naukri. com. If any vacancy arises at any branch and plant, then manager have to provide all information regarding vacant position like job profile, job specification, qualification required & etc to Hq. Accordingly HR Department will post the vacancy on Naukri. com & invite application.
- Placement Consultant: Company provides all information about vacant position to placement agency & accordingly they send interested applicant to company for even more procedure. All Newspaper Advertisement should be approved by C. F. O & Head-HR. The placement charges are 8. 33 %33 % of CTC of recruited candidate.
This policy should also include:
- Employment of ex-employee
- Employment of near relation of employee
- Appointing authority
- Document to be submitted
- Recruitment of management trainees
3. PLACEMENT PROCEDURE
The basic purpose for problem of this procedure is made for control of keeping employees at required plants, either using new recruitment or by transfer of employees over the plants.
- Appointment to be made only for budgeted positions or positions approved by Management.
- Once the interviews are completed and a decision is taken on which candidate meets the company requirement, an offer letter is to be directed at the concerned applicant by the General Manager for whose function the recruitment has been made.
- Once the offer letter is accepted, the prospect must prove himself medically fit by way of a clinic that your Company will decide.
- On your day an employee joins he will be given the next:
- Appointment letter - which will be signed as follow :
For G. M. /Manager- ED & CEO
For other positions- CFO
The appointment letters for selected employees will be issued from HQ and at that time, keeping employee at a parent plant will be mentioned.
- Joining report form to be filled up by him/her.
- Fill up P. F. and E. S. I. C. (wherever applicable) Forms
- Open Bank A/c with Company's Bankers for obtaining salaries.
- Mediclaim Insurance Form
- The relevant parent plant's Business/Operations Manager will be intimated concerning this Placement by using a separate note. The Business/Operations Manager will also arrange to get his/her name included in the attendance muster for recording attendance of the employee.
- Copy of Appointment letter to be forwarded to Accounts Dept for including in pay roll.
- Before salary becomes payable, the following checks will be completed:
a) Verification of facts mentioned in application form.
b) Letters delivered to refrees - this should be done before appointment.
- Managers are required to conduct an induction session with newly recruited
Employee explaining Personnel Procedures, Health and Safety Procedures, and also Checking if Point '4' mentioned earlier fulfilled.
This should be treated as an important part of procedure as this is one opportunity through which the Business/Operations can advise his/her team member in easy and simple manner and get him/her to do the tasks expected from him/her. Further it also clarifies any doubts in your brain of a new employee.
- Once a worker has been allocated to a parent plant, he/she is likely to continue at the same plant.
- The services of an employee may be requisitioned by another plant and these could be on a short term momentary basis, or long-term basis, or permanent basis.
This is the plant to which an employee is allocated at the time of his/her original appointment.
4. COMPENSATION POLICY
- To ensure that employees remuneration is calculated correctly and paid in accordance with the conditions of employment.
- To ensure that the foundation for payments and the amounts paid are authorized appropriately.
- To provide for production of pay slips, pay roll record and analysis of wages and salaries by the price center.
Compensation policy should also include:
- Rules & regulation to be adopted
- Procedure for the payment of salary
- Break up salary like Basic, house rent allowance, educational allowance, transport allowance, special allowance, adhoc allowance, car allowance, driver allowance and medical & leave allowance.
- Deduction like PF, ESIC, professional tax, tax, etc.
5. PHONE BILLS
In some cases company provide cellular phone to employees for business purpose. Employee should use company mobile limited to Business purpose. This policy state the limit given to them and procedure to reimbursement. If anybody uses the company phone for personal purpose, need to pay their personal call bill to company.
6. LEAVE RULES
Employees of the business are entitled for different types of leave like privilege
Leave, informal leave, sick leave, Maternity Leave, Paternity Leave and Bereavement Leave. Leave rule must include the authority name for sanctioning the leave of different degree of employees. Company also maintain leave card for recording the leave taken by employees.
7. INSURANCE POLICY
This policy ensures that all company's properties are insured properly against all possible risks like fire, riots, earthquake, theft and all the company employees are properly covered under mediclaim and personal accident.
8. VEHICLE POLICY
Vehicle policy includes the vehicle facility provided to top level management & their eligibility criteria. It also states the reimbursement procedure of those who use their own vehicle for business purpose. Such employees can reimburse their petrol expenditure.
9. PERFORMANCE MANAGEMENT SYSTEM
Performance Appraisal is defined as 'A two way discussion of past and present experience and achievements at work and applying this as the foundation for agreeing future development to the benefit for the organization and the employee'. The aim of appraisal is to facilitate development, motivate and improve performance of employees.
RMC India is fully committed to making certain all employees, irrespective of role, grade and location, are provided with the relevant knowledge, skills and experience to
enable them to perform their work effectively, and also to develop their expertise and potential.
The Appraisal Process is an integral tool in facilitating this commitment.
PURPOSE OF APPRAISAL
This appraisal has two equally important objectives:
- To know whether the employee understands his/her job and wha