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23
ORGANIZATION CHART OF ALEMBIC LTD
E.A. TO C.M.D.
GENERAL MANAGER
(ACCOUNTS & AUDITS)
GENERAL MANAGER
(FINANCE)
GENERAL MANAGER
(I. T.)
GENERAL MANAGER
(D.P)
MANAGER
(COSTING)
DY. MANAGER
(STORES)
SR. VICE PRESIDENT
(MIS)
GENERAL MANAGER
(FILED HR)
DY.GEN. MANAGER
(HRM)
DY. GEN. MANAGER
(I. R.)
VICE PRESIDENT
(HRM)
VICE PRESIDENT
(TECHNICAL)
GENERAL MANAGER
(INTERNATIOINAL
MARKETING)
GENERAL MANAGER
(MANUFACTURING)
SR. VICE PRESIDENT
(PHARMA)
GENERAL MANAGER
(PHARMA
MARKETING)
DIRECTORS - SALES
(4 - ZONAL SALES
COMPANIES)
GENERAL MANAGER
(GENERIC SALES
& FRANCHISEE)
GENERAL MANAGER
(SPECIALITY DIVN.)
DY. GEN. MANAGER
( Medical Services)
DY. GEN. MANAGER
(DISTRIBUTION)
DY. GEN. MANAGER
(SALES TRAINING)
VICE PRESIDENT
( Sales & Mktg-
Dom. Form. Bus.)
VICE PRESIDENT
(API -
MANUFACTURING)
VICE PRESIDENT
(DARSHAK MFG.)
VICE PRESIDENT
(API - MARKETING)
GENERAL MANAGER
(ENGINEERING
SERVICES)
PRESIDENT
(API Business)
VICE PRESIDENT
(R & D)
Sr. VICE PRESIDENT
(Res. & Bus. Dev.)
DY. G.M.
(PURCHASE)
SR. MANAGER
(PURCHASE)
MANAGER
(PURCHASE)
VICE PRESIDENT
(PURCHASE)
SR. MANAGER
(LIAISON)
RESIDENT DIRECTOR
(DELHI OFFICE)
VICE PRESIDENT
(VET MARKETING)
WHOLE TIME DIRECTOR
(Mrs. Malika Amin)
CHAIRMAN & MANAGING DIRECTOR
(Mr. Chirayu Amin)
26
ORGANIZATION CHART OF MARKETING DEPARTMENT
West North East So
General Manager
Product and Sales
Manager
Sales Executive Product
Officers
Clerk and Staff
Marketing Manager
Regional Officers
Regional Manager
Staff Officer
Sales representatives
27
KEY MARKET OF
ALEMBIC LTD
NEW MARKET OF ALEMBIC LTD
RUSSIA
NIGERIA
UKRAINE
MYANMAR
KENYA
UGANDA
TANZANIA
MALAYSIA
VIETNAM
SRI LANKA
AMERICA
CANADA
CONGO
SINGAPORE
GHANA
ZAMBIA
MOZAMBIQUE
MALAWI
CENTRAL AFRICA REGION
PHILIPPINES
FRANCO PHONE WEST AFRICA
ALEMBIC’S PRODUCTS
At present we have 90 brands with extension in various forms covering the therapeutic segments of Antibiotic, Cough & cold, NSAID, B-complex, C.V.Drugs etc.
Therapeutic segments Antiallergic
Anticold Preparation Anthelminitic
Antimalarials Antimicrobials
Antioxidants Antipyretics
Antiseptic Antispasmodic
Antiulcerants Cardiovascular Drugs
Corticosteroids Cough Preparations
Enzyme Preparation Mucolytics & Proteolytics
Nsaids Tranquiliser
Vitamin Preparations Others
28
DISTRIBUTION CHENNAL:
Pharma industries are passing through the keen competition where distribution is
playing dominant role.
Distribution department may efforts in such a way that there should not be situation of
scarcity of drugs and stock of medicine. As alembic has wide range of products and has
very wide market in domestic as well as international.
Central warehouse
Retailers Dispensing Doctors Hospital Institutions
Manufacture
Authorized Whole
Sellers
Central Warehouse
Carrying &
Forwarding
Agent(C.F.A)
Consumers
29
PRODUCT PROMOTION
The marketing promotion must consist of 5 major tools
1. Advertising
2. Direct Marketing
3. Sales Promotion
4. Public Relation
5. Publicity
6. Personal Selling
INTERNATIONAL MARKETING
There is too much difference between internal and international marketing.
As there is much more competition of pharmaceutical products in country and abroad
also, before company enter in to exporting it has to develop and effective network of
promotion and distribution in South East Asia and Africa and other country of the world.
Alembic exports following products
Penicillin injectables
Antibiotic formulations
Cough and cold remedies
Bulk drugs
Generic injectables
SALES TURNOVER Alembic Crossed Rs. 1,200 Crore in 2009-10 Aiming to Cross Rs. 2000 Crore in Next TWO years.
31
ORGANIZATION CHART OF FINANCE
Manager
President
General Manager
Sr. Manager
Manager
Deputy Manager
Assistant Manager
Sr. Executive
Executive
32
BASIC FINANCIAL FUNCTIONS FOLLOWED AT ALEMBIC
1. Accounts
2. Indirect taxation
Taxes which are indirectly levied from the end user that is individual or a company
by the government.
Excise
Service Tax
Export Benefits / EXIM policy
Sales tax / Value Added Tax (VAT)
Business Finance
3. Business finance
4. DIRECT TAXES
5. INSURANCE
6. SECRETARIAL AND LEGAL PRACTICES
Business Finance
International Domestic
(Formulation)
34
HR OVERVIEW
Human resource management (HRM) is the strategic and coherent
approach to the management of an organization's most valued assets -
the people working there who individually and collect ively contribute to
the achievement of the objectives of the business. The terms " Human
Resource Management" and "Human Resources" (HR) have largely
replaced the term "personnel management" as a description of the
processes involved in managing people in organizations. In simple sense,
HRM means employing people, developing their capacit ies, ut i l izing,
maintaining and compensat ing their services in tune with the job and
organizational requirement.
Human Resource Management (HRM) is the function within an
organization that focuses on recruitment, management and providing
direction for the people who work in the organization. Hum an Resource
Management is the organizational function that deals with issues related
to people such as recruitment, salary and wages, performance
management, wellness, benefits, employee motivat ion, communication,
organization development & change, adminis tration, training and safety.
35
HR PHILOSOPHY AT ALEMBIC
Alembic firmly believes that Human Resource is the most important valuable resource.
From its inception itself, the company has unhesitant invested in updating capabilities of
HR including development of human values and potential through focused learning and
developmental activities. The belief of Alembic is to groom talents internally and retain
them by offering promising career opportunities.
HRM FUCTIONS AT ALEMBIC
• Recruitment / Sourcing of candidates ( Internal/External)
• Head Hunting
• Placement
• Induction
• Performance Appraisal
• Training & Development
• Personnel Research
• Organizational Development
• HRMIS
• Organizational Communication
36
HUMAN RESOURCES AT ALEMBIC
ORGANIZATION CHART OF HUMAN RESOURCE DEPARTMENT
Whol
Recruitment & Employee Service Administration Industrial Relation Selection
General Manager
Sr. Manager
Executive
Assistant General
Manager
Deputy Manager
Executive
Sr. Manager
Executive
General
Manager
Mana Sr. Manager
Assistant
Manager
Sr. Executive
Executive
Whole Time Director
37
TOTAL EMPLOYEE STRENGTH-5086
PRESIDENT 1
DIRECTOR 5
SR. VICE PRESIDENT 1
VICE PRESIDENT 8
AREA MANAGER 370
GENERAL MANAGER 20
ASSISTANT GENERAL MANAGER 18
DEPUTY GENERAL MANAGER 15
SENIOR MANAGER 154
ASSISTANT MANAGER 124
DEPUTY MANGER 72
MANAGERS 74
REGIONAL MANAGER 154
EXECUTIVE VICE 1
SR EXECUTIVE 386
JR EXECUTIVE 258
EXECUTIVE 557
SR OFFICER 3
OFFICER TRAINEE 82
STAFF 45
STAFF SUPPORT 2
SR MEDICAL REPRESENTATIVE 10
MEDICAL REPRESENTATIVE 1545
PROBATIONARY MR 478
TRAINEE MR 146
NATIONAL SALES MAN 4
ZONAL SALES MAN 29
WORKERS 524
38
STRENGTH OF HRM DIVISION-36
PRESIDENT 0
VICE PRESIDENT 0
GENERAL MANAGER 2
ASSISTANT GENERAL MANAGER 2
DEPUTY MANAGER 2
SENIOR MANAGERS 3
ASSISTANT MANAGERS 3
SR. EXECUTIVES 11
EXECUTIVES 13
Human Resource department at Alembic is divided into three major
HR sub functions namely – (i) Recruitment & Selection (i i) Employee
Service, (i i i ) Industrial Relat ions and ( iv) Administration.
(i) Recruitment & Selection:
Recruitment & select ion
RECRUITMENT:
Recruitment refers to the process of attracting, screening and select ing
qualif ied people for a job at an organization or f irm. For some components
of the recruitment process, mid and large -size organizations often retain
professional recruiters or outsource some of the process to recruitment
agencies.
There is a Recruitment module in HRIS at Alembic for whole
recruitment process. The module is designed in a way which covers al l the
Recruitment Selection
39
aspects of recruitment start ing from man power mapping to select ion
process and joining of the selected candidate.
Recruitment process is being done by the personnel department on
the basis of the need of manpower in respective department. It starts after
promotion, death, resignation & requisit ion of some employees. Moreover
expansion creates vacancy so to f i l l th is vacancy recruitment is
necessary.
Recruitment process is carried out by two ways as follows:
Recruitment
Internal External
Internal Recruitment:
It is carried out through promotion of worker and transfer within alembic
group and again company‟s Notice Board is used for worker level.
External Recruitment:
It is carried out through Campus interview, Advert ising, Job portals,
Consultants, Data ban
Steps in Recruitment Process
Internal External
Recruitment Process
Manpower Planning
Manpower Budgeting
General Recruitment
40
Recruitment Expenses
SELECTION:
The selection procedure is concerned with securing relevant information
about an applicant. For the company the objective behind the selection
procedure is to determine whether an applicant meets the qualif icat ion for
a specif ic job and to choose the applicant who is l ikely to perfo rm well in
the job.
The company does selection procedure. Company also invites
people faraway from Baroda. But the f irst priority of the company is to
select the local people because of ease in accommodation & adjustment. I
Recruitment Expenses
Travelling Expenses
Consultant's Expenses
Advertisement Expenses
Others / Misc. Expenses
Joining Expenses
41
Depending on the position/s, recruitment process may consist of:
Recruitment
Process
Staff
Trainees
Staff Officer /
Mngt.
Trainees
Officers Asst. Mgrs
/ Mgrs
Sr. Mgrs
to GMs
VPs
and
above
Subject Test
Group
Discussion
Preliminary
Interview
Final Interview
Psy. Tests
(ii) Employee Services:
Employee Services is the support ing back bone to
other sub-functions of HR like recruitment, Industrial Relations. Because
of the importance of non-industrial employment relat ionships, employee
services have become one of the most important sub functions. It deals
with maintaining al l the data pertaining to employees as well as workers,
their salary & wages, attendance & leave, compensation & other benefits,
Performance management & rewards , Promotion & Transfer. Employee
Services at Alembic uses HRIS (oracle based software) to maintain data
such as employee data, employee personal data, Salary, Attendance &
Leave, Data pertaining to P.F, Gratuity , nominations and other statutory
details.
42
JOINING FORMALITIES:
The below stated formalit ies is for all the new recruits who join the
services of company whether regular, temporary, contractual or trainees.
All the formalit ies need to be completed on the f irst day of their join ing
the services of the company.
Joining Formalities
Induction
Training &
Management Development
Time Keeping System
Attendance &
Leave System
Wage & Salary System
Employee Services
Promotion & Transfer
Performance Management
System
43
Steps In Joining Formalities
Filling up Provident Fund Transfer form
Complete ESIC forms in case your monthly salary is less than Rs.6500 per month
Filling up Provident/ Family Pension Nomination form
Submit signature on Identity Card
Filling up joining Report and Personal Bio Data form
Filling up Nomination form under payment of Gratuity, PF, Family Pension and ESIC.
Filling up the form Employee Death Relief Fund
Filling up HRIS form
Submit a declaration whether you have any relatives associated with company or not
Filling up the Zero Account Balance Bank Opening form and Submit the same along with a photograph
Submit the following documents: Copies of educational certificates, 4 Ticket size and passport size, Experience letter from all previous employers as specified during interview process
44
On the completion of the joining formalities HR MANAGER (Corporate) ensure the
following
Issuance if Appointment letter on the same day and explain him that how will
each component of his salary as specified in the offer letter can be claimed by
him.
Issuance of Employee Code Number as per enclosed format.
Issuance of Identity card.
Issuance of Attendance Card.
In case the new recruit is committed allocation of House in Alembic Colony, at
the time of salary negotiation.
Paid Holidays in a year- 06 festival holidays.
Paid Holidays may be compensated by working on a preceding/succeeding
Sunday so as to meet requirements of the continuous process.
INDUCTION:
Induction is a technique by which a new employee is rehabilitated into charged
surrounding and introduced to the practices, policies & purpose of the organization.
The induction program is dividing in to six steps:
1. Pre placement talk given by the managerial level people.
2. Induction kit – Welcome letter by Vice president from HR department.
3. Induction schedule is explained.
4. A person is taken to all other department and introduced to all other persons by
the trainee officer.
5. A person is taken on a visit to plan and administration building.
6. A various facilities given by the company is explained.
45
TRAINING AND MANAGEMENT DEVELOPMENT:
TRAINING:
Company imparts training for development of its employees at all levels through
arranging different training programmes. These programmes consist of lectures,
classroom teaching, seminars, on-job / off-job training etc.
Training
Internal External
Other than that training is also provided to the needy people. The training coordinator
gives feedback.
MANAGEMENT DEVELOPMENT:
In company development is a related process. It covers not only those activities that
improve job performance but also those, which bring about growth of the personality,
help individuals in the process towards achieving their goals.
The development is done through:
Communication & Interaction with the top level people on a popular topic.
Intradepartmental Meeting held by HR.
Industrial tour (mainly to Glass Industries) within India
Technical Non Technical
Training programmes on Documentation,
Regulatory requirements, New Instrumentation
training
English speaking, Computer awareness,
Personality Development, Business Communication
46
TIME KEEPING SYSTEM :
Time keeping system is necessary for any company. With the help of this
system the company can manage well its employees. Time keeping means
what is the working t ime of employee and exit t ime. It is usually
maintained for the regularity of the employees.
Alembic adopted computerized electric and punching
machine for the time keeping system. Here card us given to each and
every employee. They are given password to check their attendance and
other information like their name, day worked, working dept etc.
Here computer recognized particular employees by the
number of his card only. When once card given to an employee it can
never changed at any cost, why t ime computer notes exact t ime of
punching whether late of early. They do not consider small dif ference in
entrance and exit t ime on the salary or wage point of view.
The whole time keeping system is handled by personnel departmen t, there
are four types shif ts.
General shif t - 7:30am to 4:00pm
First shif t 7:00am to 3:30pm
Second shif t 3:30pm to 11:00pm
Third shif t 11:00pm to 7:30am
Snacks & tea is provided twice in each shif t at regular interval.
For the refreshment t ime available are as follows:
Off icial lunch t ime 1:00pm to 1:30pm
Tea and breakfast available 9:30am to 10:00pm in f irst and general shif t.
47
FLEXIBLE WORKING HRS :
Corporate and Alembic Research Center – 5 days working
Particulars details
Punch in t ime 8.30 am to 9:30 am
Punch out t ime 6:00 pm to 7:00 pm
Lunch time 1:00 pm to 1:30 pm
Total minimum working hrs 9 & half hrs a day
Core working hrs 9:30 am to 6:00 pm (f lexibi l ity of
1 hour before or after core hrs)
NON FLEXIBLE WORKING HRS: 6 days working
units/ locations
Shif t Schedule
General f irst second third Lunch break for
general shif t
API Vadodara
8:00 to
16:30
7:00 to
15:00
15:00 to
23:00
23:00 to
7:00
12:15 to 12:45
API Panelav
Formulat ion
API karakhadi
8:30 to
17:00
7:00 to
15:00
15:00 to
23:00
23:00 to
7:00
12:30 to 13:00
48
ATTENDANCE SYSTM:
In Alembic Ltd the attendance system works very systematical ly. Use of
punch card system and use of gate pass system is at work presently.
Punch card system:
With the help of punch card employees can mark their t ime in and time by
computerized system. There is a dif ference between going out for
personal work & for off icial work. Employees can check their in -out t imes
(total working time during a whole day) online on My Alembic website
Gate pass system;
Gate pass system is necessary for workers to go out from the company
and for visitors.
LEAVE SYSTEM:
Leave system is done online through Intranet at Alembic. This system is
for all employees except workers. For leave applicat ion, employee is
required to f i l l up the online leave applicat ion form which is then mailed to
their superior. Upon approval of leave by superior , the same is formalized
automatical ly in the system.
3 types of leave:
Casual leave
Sick leave
Privi lege leave
49
WAGE & SALARY ADMINISTRATION :
Wage & salary Administration refers to the establishment and
implementation of sound policies of employee compensation. Top
management decides the wage rate for workers in dif ferent categories and
salary for the employees according to their designation. I t is also affect by
the attendance report, leave taken through the month and other factors if
leave is more than the permitted norms.
Wages for workers
Company pays wage to workers on every 6 th day of each month by cash
based on the strength.
Min Max
Unskil led 215 490
Semi skil led 267 790
Skil led 395 1150
Workers can get dif ferent benefits according to the levels.
Salary for staff
Salary is given to the employees or staff members on 1 s t day of each
month by bank & cheque system.
50
Salary Structure (Compensation Details)
Name: Position:
Location: Division:
No Salary Head Monthly Payable(Rs) Yearly Payable(Rs)
1 Basic
2 Company construct ion on PF
3 H.R.A
4 Transport Allowance
5 Domicil iary Medical
6 LTA
7 Supplementary Allowance
8 Advance Against Bonus
9 Hospital ization Insurance
Premium (Yearly)
10 Gratuity (Yearly)
11 Performance Pay (yearly)
Grand Total
Annual CTC / Gross Pay
Variable pay
[Basic-35% of CTC, HRA-40% of basic, PF-12% of basic, LTA- 8.33% of
basic, Gratuity-4.81% of basic]
Fixed Pay
[TA-800rs, Medical-1250, Hospitalization Premium-1940]
Note: Hospitalization premium varies according to level wise.
51
PERFORMANCE MANAGEMENT SYSTEM:
Company has a system of yearly performance. Normally this is done on a basis of over
& above routine work and what more benefit he or she has added to the development of
company. With the help of this system the employees can have their promotion.
PROMOTION AND TRANSFER
In the company promotion is done when vacancies exists according to the performance
and competency of an employee.
The promotion policy of the company is to take merit into consideration. Tenure of
service, education, training courses completed, previous job performance are given
weight while deciding on a promotion. Promotion is also made on the basis of ability,
hard work, co-operation, merit and honesty.
Employees in the company are liable to be transferred to any location or department
within the company as per the requirement of the management.
(iii) Industrial Relations:
Industrial relations is a multidisciplinary field that
studies the employment relationship. Many outsiders also equate industrial relations to
labor relations and believe that industrial relations only studies unionized employment
situations, but this is an over simplification.
Alembic HRIS has module for Industrial Relations sub-functions which helps in
maintaining and tracking data related to workers and contract workers, their wages,
overtime calculation, security, shift allocation and other data dealing with the employees
at factory.
52
TRADE UNION:
For the benefits and welfare of the workers at Alembic Ltd., they have set up a Trade
Union. The leaders of the trade union act as mediator between the management and
the workers to communicate problems and demands, if any.
GRIEVANCE HANDING
Grievance handling procedure is done through the top level people. They communicate
with the union and try to find out alternate ways to handle grievance peacefully and
easily. The company follows below discussed three ways for effective ways for effective
and quick handling of grievance:
1) Solved by way of Negotiation :
2) Through Grievance Machinery:
3) Through person sent by Government:
COLLECTIVE BARGAINING & AGREEMENT:
In Alembic Collective Bargaining & Agreement takes place between management
people & Union people in following cases:
Demand by Union: For-Bonus, increase in Salary, etc.
In problem like strike
In case of theft
After Collective Bargaining, Settlement/Agreement will be made for demand & other
problems
Generally, Alembic Ltd. Tries to satisfy all needs of employees with due consideration
that if there will be any problem like strike generates than the settlement of it will be very
difficult hampering the growth of the company.
53
(iv) Administration:
In business, administration consists of the performance or
management of business operations and thus the making or implementing of major
decisions. Administration can be defined as the universal process of organizing people
and resources efficiently so as to direct activities toward common goals and objectives.
For Administration sub-function, the HRIS of Alembic contains modules for facilities like
canteen, Guest House, Colony Administration, Safety and other facilities
At Alembic Administration department imparts following functions:
Administration
Security
Housekeeping and Sanitation
The other functions of Administrat ion include
• Dispatch
• Colony Administrat ion
• Nursery
• Cantee
WELFARE ACTIVITIES:
FAMILY ASSISTANCE SCHEME
ANCILLARY ACTIVITIES
COMMUNITY SERVICES
OTHER ACTIVITIES
LIBRARY & INFORMATION SERVICES
GROUP‟S SOCIAL COMMITMENTS
CANTEEN SERVICES
ACCOMODATION FACILITY
FESTIVAL CELEBRATIONS
SOCIAL GATHERIN
54
HR POLICIES AT ALEMBIC LTD.
ATTENDENCE (WORKING HOURS) POLICY
ATTIRE POLICY
COMPANY ACCOMMODATION POLICY
FOREIGN TRAVEL POLICY
GRATUITY BENEFIT POLICY
GPA (GROUP PERSONAL ACCIDENT)
HRMS GROUP MEDICLAIM POLICY
HIGHER EDUCATION (QUALIFICATION) POLICY
PF POLICY
POLICY FOR LEAVE RULES
HR AUDIT
INTRODUCTION TO THE HUMAN RESOURCES AUDIT
The Human Resources (HR) Audit is a process of examining policies, procedures,
documentation, systems, and practices with respect to an organization‟s HR functions.
The purpose of the audit is to reveal the strengths and weaknesses in the nonprofit‟s
human resources system, and any issues needing resolution. The audit works best
when the focus is on analyzing and improving the HR function in the organization.
55
HR AUDIT AT ALEMBIC
At Alembic HR AUDIT means employee‟s documents checking
(employee‟s f i le), which includes following things:
Resume of the person
Applicat ion bank
Interview Assessment Sheet
Offer letter
Appointment letter
JOINING DOCUMENTS LIKE
Proof of birth date
Education cert if icate
Passport size & revenue size photographs
Relieving letter from the last employer
Last salary sl ip etc.
JOINING FORMS LIKE
Gratuity Nomination Form
EPS (Employee Provident Fund Scheme) Nomination Form
HRMS FORM
Death Relief Fund Form
Confirmation Report
OTHER DOCUMENTS
Confirmation letter
PA form for present year
Payment proof of any other PI, LTCB etc.
Promotion letter, if applicable
Loan applicat ion letter.
56
HRIS SYSTEM AT ALEMBIC
A human resource information system (HRIS) is a systematic procedure for collecting, storing, maintaining, retrieving and validating data needed by an organization about its human resources.
USES OF HRIS
1. Hr planning and analysis.
Absenteeism analysis
Job description tracking
2. Equal employment.
Affirmative action plan
Workforce utilization
3. Staffing.
Recruiting sources
Applicant tracking
4. Hr development.
Succession planning
Career interests and experience
5. Compensation and benefits.
Pay structures
Wage/salary costing
6. Health, safety, and security
Safety training
Accident records
7. Employee and labor relations.
Union negotiation costing
Auditing records
Exit interview analysis
Employee work history