Core Group Implementation Instruction 18 to 34

(Under Jurisdiction of Nagpur Court only)

e- mail

WESTERN COALFIELDS LIMITED (A Miniratna Cat-1 Government of India Undertaking)

TASK FORCE

, , -440 001 COAL ESTATE, CIVIL LINES, NAGPUR-440 001

CIN : U10100MH1975GO1018626

Website : westerncoal.nic.in Telefax No : 0712-2510869

e-mail : [email protected]

Date 29th

Dec 2014

Sub: Issues and Solutions sorted by the WCL HQ team from the Feedback received from the Gen next

Compliance thereof: Implementation Instruction -18

Chairman cum MD, WCL is pleased to accept the recommendations of Gen Next with respect to system

improvement in the company and has desired that the time bound compliance is ensured by the concerned

departments.

Issue:

Induction of new MTs:. When new Management Trainees join the company, they have to be given a warm welcome and their basic needs have to be taken care of. A committee should be constituted which will

address the problems faced by the new trainees. A checklist of things to be done, formalities to be

completed, the details of the concerned authorities to be approached, timing and place of the training

programme will bring in clarity. This will also serve in reducing the attrition rate of MTs.

Implementation Instruction: General Manager HRD, General Manager EE and GM GSD will take

urgent and immediate action for necessary arrangements and the check list to be mailed before hand to the

newly joined MTs. (the implementation instructions are the action plan for strategic vision of the

company. They do not supersede any law/ rule/ manual guidelines/ policy/ administratively approved work

procedure as applicable on the date. In case of any conflict, the needful amendments be processed as per

extant procedures of the company)

General Manager HRD, General Manager EE and General Manager GSD will submit the status of

compliance by 31st Jan 2015.

It may kindly be appreciated that taskforce mails are forwarded for info to Board level executives, hence

appropriate feedback is solicited.

M K Singh

Convenor, Taskforce

Copies for Kind Info:

Chairman cum MD WCL

Functional Directors WCL

TS to CMD

Area GM

HoD

Taskforce members

mailto:[email protected]


e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Training and Development/ Executive Establishment

1. A well planned training programme has to be devised and adequate training regarding the overall functioning of the company has to be given before they are sent to the field.

2. A forum has to be created where the employees can register their complaints online regarding the problems, harassment and any undesirable remarks made against them. The forum has to maintain

confidentiality. Immediate and strict action has to be taken against the erring officer. Trust has to be

built in the minds of the employees regarding the effectiveness of the forum.

3. Training programmes have to be designed for developing the technical skills of the employees. This will keep the employees updated and enhance their efficiency.

4. Personality development training, meditation, yoga programmes need to be organised for improving the soft skills of the employees. Leadership skills of the employees have to be nurtured.

5. Good performers have to be motivated and recognised. Continuous assessment of the employees coupled with 360 degree grading and publication of their achievements will create positive impact

on their work.

6. When an employee joins the company, an analysis has to be made regarding his/her skills, prior experience and field of interest. Posting has to be determined based on the same. While on job also,

the core competencies possessed by the employee has to be analysed and utilised by the company.

7. There is a need to review the KRAs and KPIs. The inputs from the employees of all the disciplines need to be taken while determining the same. An awareness and training programme has to be

organised for the employees and controlling authorities for proper filing of online PRIDE.

Continuous assessment of the employees need to be done.

8. Proper distribution of work has to be ensured. The HR department proposed above should deal with complaints regarding these issues and take necessary action to solve the same.

9. Job rotation is very necessary in order to enhance the overall knowledge and skill of the employees. This may be done intra-department. This will equip them to become leaders in the due

course.

10. A proper succession planning should be put in place and the junior to whom the responsibility is sought to be shifted in the due course should be trained and equipped to handle the situation

accordingly.


11. An HR audit for effective implementation of HR policies to be done by a third party.

Implementation Instruction: General Manager HRD and General Manager EE will take urgent and

immediate action for necessary arrangements. (the implementation instructions are the action plan for

strategic vision of the company. They do not supersede any law/ rule/ manual guidelines/ policy/

administratively approved work procedure as applicable on the date. In case of any conflict, the needful

amendments be processed as per extant procedures of the company)

General Manager HRD and General Manager EE will submit the status of compliance by 28th Feb 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members


e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Internal Customer Charter

There does not seem to be a time line approach to various inter-departmental services. Though it is not

possible in all cases it must be adopted in cases like house allotment, bill payments, various grievances

redressal. Each department could be asked to make such a charter for internal customer (employees) as

well as external customers.

Implementation Instruction: General Manager Personnel & IR and General Manager EE will sort the

issues of Grievance Redressal mechanism and Internal customer charter and will take urgent and

immediate action for necessary arrangements. (the implementation instructions are the action plan for

strategic vision of the company. They do not supersede any law/ rule/ manual/ guidelines/ policy/



General Manager P&IR and General Manager EE will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Gender sensitive complaints

Provision has to be made for submitting gender sensitive complaints to the HR department. Such issues

have to be taken seriously and resolved.

Implementation Instruction: A committee to deal the complaints of sexual harassment exists at Hq

under chairmanship of Dr Bela Bhattacharya, Chief of Medical Services, WCL. Similar Committees exist

in the areas as well. Gen Next may take up the issue if any with Dr Bhattacharya. (the implementation

instructions are the action plan for strategic vision of the company. They do not supersede any law/ rule/

manual/ guidelines/ policy/ administratively approved work procedure as applicable on the date. In case of

any conflict, the needful amendments be processed as per extant procedures of the company)

Dr Bhattacharya, CMS will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL

Functional DirectorsWCL

TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Information centre

1. Need has been felt for an information centre for clarifying doubts regarding various provisions,

rules, etc. that are applicable to a particular situation. The information centre to be constituted with

experts from various disciplines. This will cut down a lot of unnecessary processes.

2. An online portal for sharing information and experiences. An online portal to be created which is

accessible to all the officers wherein information that are crucial, experiences regarding

interpretation or application of a particular provision of rules, manual, etc. will improve the

functional knowledge. This will also pave way for uniform interpretation of the provisions

throughout the company..

Implementation Instruction: Gen Next will take the lead in setting an online portal for info sharing. This

portal will be instrumental in online discussions and resolution of the doubts. A better informed executive

is the order of the day. Gen Next will take the lead. The Gen Next Executives of Systems department will

also be involved in design of system architecture. (the implementation instructions are the action plan for

strategic vision of the company. They do not supersede any law/ rule/ manual/ guidelines/ policy/



HQ- Gen Next team will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Colony Roads

It is learnt from several feedbacks that the roads constructed or available at area HQ level, colliery level

are not of concrete due to which problem of water logging and deterioration is observed frequently.

Implementation Instruction: General Manager Civil and General Manager Welfare will study the

problem during the study tour of Sub Committee on Welfare. Recommendation for needful policy decision

has to be made by GM Civil (the implementation instructions are the action plan for strategic vision of

the company. They do not supersede any law/ rule/ manual/ guidelines/ policy/ administratively approved

work procedure as applicable on the date. In case of any conflict, the needful amendments be processed as

per extant procedures of the company)

GM Civil will submit the status of compliance by 31st March 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Non availability/arrangement of vehicles/transportation for staff/executives visiting

fields/railway siding/areas

Fleet of vehicles/transportation should be arranged at HQ, area HQ and colliery level to avoid

inconvenience caused and wastage of time for timely field visit/inspections etc. Groups of staff/executives

can be made and common transport arrangement should be made to avoid excessive expenses on

travelling.

Implementation Instruction: Area General Managers will take needful action. A trade off between high

TA expenses vs provision of vehicles has to be studied at respective areas. (the implementation




Area GMs will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Poor condition of roads between Pitheads/collieries to stock-CHP/bunkers/loading points-

weighbridges

Poor condition of roads is severely affecting the pace of coal despatches. At many places there are no

proper roads from pit heads to CHP/bunkers/loading points to weighbridges. This increases rush of

tippers/trucks deployed due to which transportation cycle from colliery to railway siding increases. The

same may be observed in road sales transport arrangement. Proper route should be made ensuring

minimum distance from pithead to despatch point. These roads should be mainly of concrete or any other

such material which necessarily be durable and does not weather in adverse climatic condition and heavy

transportation.

Implementation Instruction: General Manager Civil will take needful action. (the implementation




General Manager Civil will submit the status of compliance by 31st March 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Formation of R&D Team

An exclusive team should be formed to carry out R & D for the Company. This team should visit other

industries across the country & world to learn about new technologies and implementation of the same in

the respective subsidiary. Also the members of the team should not be permanent and be replaced as and

when needed.

Implementation Instruction: General Manager New Technology will take needful action. (the

implementation instructions are the action plan for strategic vision of the company. They do not supersede

any law/ rule/ manual/ guidelines/ policy/ administratively approved work procedure as applicable on the

date. In case of any conflict, the needful amendments be processed as per extant procedures of the

company)

General Manager NT will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Sanction of Leave

There is a huge chain (minimum 4 reporting officers) of approval required to sanction leaves, it takes

many days to forward leave application and get it granted and many times it so happens that the HODs of

unit level & G.M. office reject the leave applications for unknown reasons which is harassment to the

executive. Immediate action required as it is an undesirable situation. Implementation Instruction: Area General Managers of respective areas will take needful action to

replace this draconian system, by fixing the responsibility of grant of leave to Gen Next by the reporting

officer only. (the implementation instructions are the action plan for strategic vision of the company. They

do not supersede any law/ rule/ manual/ guidelines/ policy/ administratively approved work procedure as

applicable on the date. In case of any conflict, the needful amendments be processed as per extant

procedures of the company)

Area General Managers of respective areas will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Finance- Reimbursement of dues/ Salary

1. Traditional system of Cash Payment of Medical Bill, TA/DA & other Payment related to

Workers in Areas & Sub-Areas- Such a system should be abolished immediately. Most of the

field workers and field executives are engaged in finance office for taking cash. The payment of

this kind of expenses should be either with salary or from bank. It will save office time of the

workers and executives who engage in production activity. It will save time and cost of the

company.

2. Uncertainty about salary payments (time frame) for new executives/ recruits It is a practice in

WCL that salary account of new recruits is opened only after their posting is confirmed at

respective Areas. This delayed salary payment ultimately leads to executive harassment. After

completion of formalities at IICM the details new recruits who are to join WCL may be obtained in

advance and a list of documents to be produced at the WCL HQ for account opening as well as

completing the joining formalities may be done. This ensures that as and when new recruits join

WCL their salary processing starts.

Implementation Instruction: General Manager Finance will take needful action. (the implementation




General Manager Finance will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Security & Surveillance

1. CCTV Cameras to be placed at important locations for Security at filter plants and at

Manager and Sub Area Managers rooms to protect employees from anti-social elements.-

Provision of CCTVs would increase the alertness and help in providing clear evidence when any

un ethical practices or such sort of wilful damages caused to the property of management by the

miscreants.

2. Posting of Security Guards on the basis of their fitness at sensitive places like scrap yard,

stores, and workshop This would help in avoiding the thefts to high level as physical fitness of

security guard is highly recommended.

3. Placement of security guard in all 3 shifts in officers colony. To avoid the theft of vehicles and

create awareness that the colony is under high supervision ensuring the safety of the employees and

their belonging/property.

Implementation Instruction: Chief of Security and Area General Managers of respective areas will take

needful action. (the implementation instructions are the action plan for strategic vision of the company.

They do not supersede any law/ rule/ manual/ guidelines/ policy/ administratively approved work

procedure as applicable on the date. In case of any conflict, the needful amendments be processed as per

extant procedures of the company)

Area General Managers will submit the status of compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM , HoDs, Task Force Members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Technology Issues

Issue Details Implementing authority

Codes for material

For material procurement 11

digit codes are required. But

sometime the code is not

available. In that case we

have to generate code from

M M department which

delays the procurement

process by many days and

even weeks. So, the code

may be generated at the time

of procurement of equipment

for its every spare so that in

case of emergency the

material may be procured

without delay.

General Manager MM will

take needful action

Sleeveless jackets instead of

cross belt jacket

Fluorescent safety jackets are

issued at the project, which

are cross belt type. Cross belt

type are loose and can get

stuck while working on

machine. So cross belt

should be replaced with

sleeveless jackets which are

safer.

Area General Managers of

respective areas and General

Manager MM will take

needful action.

No uniformity in NIT.

Different areas have different

style of NIT which may

cause problems.

Unique code to every

Contractors for tendering

process and other work

Uniformity in rules &

procedure in various process

of every departments

One common NIT template

may be prepared at WCL HQ

and circulated to all Areas

General Manager CMC will

study the issue and suggest

the ways and means of

rectification,


Central Stores is not located

central to all areas of WCL.

Trucks from MP areas have

to travel about 300 km to

collect material from Central

Stores, Tadali which is huge

cost to company

One regional store in MP

areas may be treated as

central Stores for MP areas

and it can be made consignee

for material of MP areas.


study the issue and

recommend policy decision.

A lot of time is wasted for

waiting for release orders

from WCL HQ when

collecting material from

central stores, Tadali.

Release orders of materials

from CST should be through

email.


implement.

Once the store/office is

closed we cannot see the

current stock position.

WCL MMS NET should be

available through internet so

that Depot Officer and SO

(MM) can check the status of

stock at any time of day and

from anywhere. For this

WAN may be needed which

may take time.

General Manager MM and

General Manger System will

take needful action

AMC for the server systems

installed in all the stores is

finished. Since the machines

are very old they are giving

frequent troubles and their

repair from outside is not

economical.

Since the server system is

very old, there is no need to

renew the AMC. New Server

systems need to be installed

for smooth functioning of the

Stores

General Manager System to

take needful action.

Non availability of real time

inventory management.

Centralized real-time

Inventory management

System should made. This

system will show real time

stocks of material available

in a particular

colliery/subarea/area etc. It

will help us to reduce

unwanted inventory and will

generate very useful data like

trend of a particular material

often used or required. It will

increase better coordination

between areas for equipment

sharing system.



Scrap Management System

Stocking of scraps is a

measure problem. It has been

observed that there are

chances of theft/pilferage of

scraps generated due to day

to day maintenance of

machineries/ equipments etc.

Scrap Management should be

made where the scrap will be

segregated, stored in proper

manner and finally

sold/disposed off in proper



way which will generate

considerable revenue.

Huge Delay in finalizing

/scrutiny of Technical tenders

It has been observed that

during technical scrutiny of

tenders the members have to

scrutinize huge amount of

data in paper forms. Also

these papers need to be made

in several sets which

increases use of paper.

Introduction of digital

signature can help in

minimizing paperworks and

unnecessary delay.


study the issue and

recommend the policy

decision.

Long travelling time to reach

the destined seam in UG

mines

It has been observed

that it takes long time

to reach the actual

seam in UG mines

results in less per

man productivity.

Man Riding System

should be

implemented on

technical viability to

increase productivity

per man.

General Manager NT may


Non availability of

loading/unloading

manpower/equipments. Long

Cycle time.


majority of stores does not

have either manpower or

equipment to load unload the

materials required to be

issued from time to time

which increase cycle time.

Adequate manpower should

be made available or

forklifts should be used to for

loading/unloading of

materials.

Area General Manager of

respective areas will take

needful action.

Absence of Vendor

Management System


there is no Vendor

Management System

available. There is no tie ups

with OEMs or suppliers

which leads to local purchase

which not only increases cost

but also leads to purchase of

inferior quality of products

from local market resulting

frequent machinery

breakdowns thus ultimately

lowers productivity. A robust

Vendor Management System

should be implemented

which will be connected to

OEMs, Vendors so that right

product is purchased from



right supplier increasing in

less breakdown thus

increasing profitability.

Tedious process to avail

service tax credit/cenvat

credit due to manual

processing of data.

Use of financial software for

financial management.

General Manager Finance

and GM System will take

needful action.

Maintenance Management

Procurement of power tools

and machine tools. Effective

training about new

technology and machines to

concerned engineers and

maintenance crews.

3 Advanced fault diagnosis

tools like infrared camera,

Caterpillar Electronic

technician, etc

General Manager X will

study the problem.

Maintenance Management

Physio chemical and wear

debris analysis of oil (CBM)

is being carried

out. Even if the analysis

report for the

oil says it can be further used

,being changed. So CBM can

be used as an effective tool

to decide the oil changing

duration. This will cut off

the POL usage drastically.

General Manager X will

study and make needful

guidelines

PoL Dispensation Pump

There should be proper

security at each Diesel Pump

i.e. CC TV Camera and

security Guards. There

should be proper record

keeping system for

diesel consumption. Live

updation of consumption is

needed. For that Computer

has to be provided at

every pump with LAN/WAN

for live updation.

Maintenance of various

Machinery is also an issue

General Manager System,

Chief of security will study

and suggest the applicability.

Underground Production

Production per cycle of

operation should be higher.

For example:-

A. Quadbolter at tandsi unit

is acting as twin bolter.

B. At development stage

after 3m cut we have to

support the roof. So, most of

the time is consumed in

tramming.

C/M is showing much more

potential in other projects

except tandsi.

There is a need for

supervisory staff to check

Chief General Manager

Operation to study the issue.

intrusion of

stones/boulders/other

extraneous matter along with

coal.

Underground Coal

Production

Access to the working face

should be made as quick as

possible. So that available

time at face can increase.

Say, if it increases from 4

hour to 5 hour, it will

increase about 20% of our

production rate. It should be

taken into consideration from

the making of project report.

It may be implemented in

present mines also which are

productive for at least

coming five years. It looks

difficult but it is possible.

Chief General Manager

Operation will study the

problem

Implementation Instruction: Concerned authorities will take needful action. (the implementation




Status of compliance will submitted by 31st March 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members


e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Welfare Issues

1. Periodical Get Together of employees.- Get together at regular interval will increase the bonding between the employees and will give a sense of belongingness. It will also give platform for

sharing ideas and showcasing talent. Activities like workshops, picnics can be taken up to add

more constructive and positive thought process in the employees.

2. Welfare officer to monitor welfare fund- Welfare officer of the mine monitors the welfare activities. He should monitor the fund as well.

3. Implementation/amendment of Work order for sanitation works - In case of the sanitation works the work order should mention that the contractors should report to Welfare Officer who will

certify the attendance/ work done. This kind of work order might ensure improvement in the

sanitation works.

4. Requirement of Counseling cell at Area and Sub-Area levels -There should be some counselling cells at Area level whose job is to motivate the grass root workers. Guiding them in the career

growth of their children education and making them aware of the new government policies etc. Implementation Instruction: Area General Managers of respective areas will take needful action. (the




company)

Area General Managers will submit compliance by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL



TS to CMD

Area GM

HoD

Taskforce members


e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Welfare Issues

Open defecation On both sides of the road to GM office, Chandrapur Area.- Our company may build

public toilets at suitable places and gauge the hygiene and health impact in the locality. Further the use of

bio-digesters in these toilets will generate the fuel in the form of gas which again can be used for public

purpose which is a measure in the nature of CSR activity

1. Implementation Instruction: Area General Manager Chandrapur Area will take needful action. (the




company)

Area General Manager Chandrapur will submit compliance of the activity undertaken in the welfare

activity of next financial year 2015-16, by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Wani North Area- vacant quarters

Executives of Wani North Area hesitate to shift into some colonies where the company quarters are

available and still left vacant due to lack of facilities near those colonies..- By providing facilities like medical shops, schools, mobile communication, internet, ATM, daily needs shops etc the problem can be

rectified.

1. Implementation Instruction: Area General Manager Wani North Area will take needful action. (the




company)

Area General Manager Wani North will submit compliance of the activity undertaken in the next financial

year 2015-16, by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members



e- mail


TASK FORCE


CIN : U10100MH1975GO1018626



Date 29th

Dec 2014





departments.

Issue: Koyala Vihar- WCL HQ

Proper lightning may be arranged in Koyala Vihar WCL HQ Park...- The childrens park in koyala

vihar campus, WCL HQ has no proper lights and is always dark because of which outsiders come into the

park at late nights and consume alcohol/smoke cigarettes which are highly unsafe for the women/kids.

Implementation Instruction: General Manager GSD will take needful action. (the implementation




General Manager GSD will submit compliance of the activity undertaken by 31st Jan 2015.



M K Singh

Convenor, Taskforce


Chairman cum MD WCL


TS to CMD

Area GM

HoD

Taskforce members


Documents

Core Group Implementation Instruction 18 to 34