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HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 01

Subject : ORGANISATION DESIGN

POLICYThe policy of Continuum Systems towards Organisation Design is to provide aframework and outline a network of relationships among role occupants withinwhich employees are expected to behave. The organisation design describesthe levels of positions, designations and the reporting relationships within theorganisation.

Procedure

The CEO shall prepare the organisation design based on the manpower planfor the quarterly time period. The format is given in Annexure 1 of HRPPM 01.

The organisation design indicates the various levels, the number of persons ateach level and the reporting pattern.The organisation design once formalized is to be circulated to all other peoplein the organisation.

The CEO shall modify the organisation design when some new position isintroduced or some position is modified.

No. of Pages : 1 Page No. 1 of 1 No. of Annexures : 1Copies with : Supercedes :Authorized by : Abc, CEO Issued on : January 1, 2000

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Subject : ORGANISATION DESIGNHRPPM - 01

Annexure - 1 No. of Pages : 1

Page No. 1 of 1

ORGANISATION DESIGN

CEO

HEAD OFSALES

REGIONAL SALESMANAGER

SALESEXECUTIVE

COMMERCIALEXECUTIVE

CORPORATERELATIONSEXECUTIVE

EXECUTIVE-MARKETINGSERVICES

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Subject : MANPOWER PLANNING

POLICY

The policy of Continuum Systems is to predict the manpower requirementsand by matching of manpower needs to the business plans, control the wageand salary costs.

The objective activities are :a) Define overall corporate objectives for the stated period ahead (in value of

sales, output of goods/services, proportion of regional, national or international market)

b) Convert these corporate objectives into manpower objectives for the sameperiod, allowing for changes in productivity, methods and product mix.

PROCEDURE

1) Forecasting manpower The Head of Marketing (HOM) shall assess the manpower requirements of the organisation on half-yearly basis . This shall be made by considering thefollowing:-~ An assessment of the size of the overall market and the companyspossible share.~ Estimate of the resources needed by the firm.~ Detailed targets for each level.

The HOM shall then discuss the matter with the CEO in detail and get hiswritten approval for the manpower plan, which shall form the basis of allrecruitment.

2) A new employee may be needed in the organisation because of: Business Expansion Business Reorganisation New skills required to do a certain jobbased on the half yearly manpower plan or on account of Vacancy due to separation.

No. of Pages : 2 Page No. 1 of 2 No. of Annexures : 2Copies with : Supercedes :

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Authorised by : Abc, CEO Issued on : January 1, 2000


Subject : MANPOWER PLANNING

3) Before starting the recruitment process the HOM shall send the demand for the same to the CEO on the prescribed form giving due justification (SeeAnnexure 1 of HRPPM 02). The justification should include details of newfunctions/processes, increase in workload i.e. no. of transactions, functionalareas, key responsibilities etc.

4) On receipt of the approval from the CEO the HOM shall proceed withrecruitment of the suitable person as per the Recruitment procedures. ( Ref to HRPPM 03 )

JOB DESCRIPTION

PolicyThe policy of Continuum Systems is to give all employees an understanding of the tasks to be performed by them and the qualifications and experiencerequired to perform the same. This information shall also be used for settingstandards for selection; criteria for performance evaluation and for setting jobstandards giving an indication of productivity of each employee performing the

job.

Procedure

1. The job description will be prepared by the HOM for all the positions. Thiswill be prepared on the basis of the half-yearly manpower plan and theinformation provided in the requisition form as given in Annexure 1of

HRPPM - 02 .2. The respective job descriptions once prepared shall be communicated to

all the employees of Continuum Systems by HOM. However, the CEO shallinform all the employees reporting to him directly.

3. A Job Description shall describe the following :Work performed Responsibilities involved Qualifications and experience required Relationships with other jobsThe format of a job description is given in the Annexure II of HRPPM 02.

No. of Pages : 2 Page No. 2 of 2 No. of Annexures : 2

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Copies with : Supercedes :


Subject : MANPOWER PLANNING HRPPM - 02Annexure 1 No. of Pages : 1

Page No. 1 of 1

REQUISITION FOR A NEW POSITION

1. NO. OF PERSONS NEEDED

2. TITLE OF THE JOB AND GRADE

3. FUNCTION

4. DEPARTMENT

5. REPORTING TO

6. REASON FOR NEW INDUCTION

7. DATE BY WHICH THE POSITION BE FILLED

8. JUSTIFICATION FOR THE POSITION

(Give details of new functions/processes, increase in work load i.e. no. of transactions, expansion plans etc. as relevant to the position requisitioned for.For sales force members the expected sales and the territory to be coveredshould be specified.)

9. LOCATION / AREA OF SALES COVERAGE

10.COMPENSATION

_______________

Signatures of HOM

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Subject : MANPOWER PLANNING HRPPM - 02Annexure 2 No. of Pages : 1

Page No. 1 of 1

JOB DESCRIPTION FORMAT

1. JOB TITLE:

2. JOB ROLE:

3. KEY AREAS OF RESPONSIBILITY:

4. REPORTING TO:

5. REPORTEES:

6. QUALIFICATIONS :

ESSENTIAL:DESIRABLE:

7. EXPERIENCE REQUIRED :

ESSENTIAL:DESIRABLE:

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Subject : RECRUITMENT AND SELECTION

POLICY

It is the policy of Continuum Systems to ensure that the company attracts andretains the most suitable personnel available based on necessary qualifications,skills, aptitude, merit and suitability in accordance with the organisationalrequirements in each of its areas of functioning. Continuum Systems believesthat it is the cumulative results in this area of satisfying companys needs for personnel both in qualitative and quantitative measures, which influences thefuture of the organisation and pre-determines the future health of the enterprise.

It is the policy of Continuum Systems to focus on the placement of employeesin jobs to which they are best fitted physically, mentally and temperamentally;where they have strong expectations of being well adjusted to their work andto the working environment.

Rules

1. Any new employee shall be taken in the organisation, only after the

approval has been taken from the CEO. (Ref: Annexure I of HRPPM 03)2. All new employees shall be appointed with an Appointment letter, as per the format given in Annexure I of HRPPM 03.

3. Normally a person who has been issued an appointment letter shall beexpected to join the services of the company within 30 days of issue of appointment letter. However, the CEO under exceptional circumstances maygrant extension in this period.

4. If the appointee does not report for duty within the time stipulated in the

offer of the appointment shall be deemed to have been withdrawn.

5. Every candidate who is to be appointed to a post in the company shallbe required to undergo a medical examination by the companysMedical Officer and shall be required to satisfy the medical fitnessstandards prescribed for the post.


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6. If on verification, at the time of appointment it is found that the employeehas furnished wrong information, he is liable for termination from theservices of the Company.

7. In order to ensure that the character, antecedents and previous workbackground of the candidate proposed to be appointed are such as notto render him unsuitable for appointment to service in the company, thecandidates character, antecedents etc are to be verified.

8. The commercial department shall be responsible for reference checkand antecedents verification before the appointment letter is issued tothe selected candidate.

Procedure1. After getting the sanction for filling up any position, from the CEO, the

HOM shall initiate the recruitment process to fill the position.

2. The Head of Marketing may use any one or more of the sources asoutlined in Annexure II of HRPPM 03 for recruitment of the new

employee.3. The HOM or the person to whom the responsibility is delegated in this

behalf shall interview the candidates who apply for the vacancy. Theinterview of the candidate will be marked in the Interview Guidelines &Assessment Format given in the Annexure IV of HRPPM 03. Theassessment shall be based on the Job Specification and the ManSpecification for that particular post.

4. In case HOM has delegated the responsibility for the initial interview tosome other person, then the HOM shall meet the selected candidates

before recommending the candidate for interview by the CEO.

5. The person selected by The HOM shall meet The CEO. The CEO shalltake the final decision on the appointment of the new employee.

6. All candidates shortlisted for the final interview with the CEO shall berequired to undergo various psychometric tests as specified inAnnexure III of HRPPM 03. The data from these tests shall be used asan additional input in the selection process.


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7. The HOM or someone assigned by him shall do the reference checkand antecedents verification for the candidates selected for appointment.

8. The HOM shall send the Interview Guidelines & Assessment Format(Annexure IV of HRPPM 03) duly filled in to the CEO with applicationand employment form along with copies of the certificates for employment of the applicants.

9. He will do this only if he fulfills the Job specification, Man Specificationsfor that and if he clears the reference check and medical examination.

10. The CEO or the person to whom the power is delegated in this behalf shall sign the appointment letter and issue it to the new incumbent.Please refer to Annexure I of HRPPM 03 for the format of theappointment letter.


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Subject : RECRUITMENT & SELECTION HRPPM - 03Annexure I No. of Pages : 6

Page No. 1 of 6

APPOINTMENT LETTER-SPECIMEN

Date

Name of EmployeeGradeAddress

Dear _____,

This is with reference to your interview dated______ , 2000 and your recentdiscussion with us, we are pleased to offer you an appointment in our company under the following terms and conditions.

1. Your initial designation will be ______________ in Grade_____.

2. You will draw the following compensation :

Basic SalaryHRAConveyance AllowanceMeal CouponsLTAMedicalFlexi basketOthers

3. Your Date of Birth as given by you is ___________ and you willautomatically retire on attaining the age 58 years. An extension mayhowever be given at the discretion of the management as per the rulesof the organisation.

4. You are requested to report for duty on or before__________, 2000 at

_____ (give the address of the company). In case you fail to report for duty on this date, the offer shall stand automatically withdrawn.

5. Other terms and conditions of your employment are appended inAnnexure.

6. Please return the duplicate copy of the letter of appointment duly signedin token of understanding and acceptance of this offer.

Wishing you all the best and welcome to a rewarding relationship with us.

Yours Faithfully

For Continuum Systems

Authorised Signatory Accepted

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Page No. 2 of 6

OTHER TERMS & CONDITIONS FOR APPOINTMENT

1. This appointment shall take effect from the date you report for duty.

2. Probation :

You will be on probation for a period of 6 (six) months from the date youreport for duty. After the expiry of your probationary period, it will be opento the management either to confirm you or to extend your probation. If,however, the management does not confirm you on the expiry of theprobationary period or does not extend the period of probation, your services shall automatically stand terminated on the expiry of theprobationary period. The Management, however, reserves the right toterminate your services without assigning any reasons during theprobationary period, or the extended probationary period.

3. Separation :

a) After confirmation, in the event of your resignation or termination of

services, either side will have to give notice of one month, or pay salaryin lieu thereof.

b) You have been engaged on the presumption that the particularsfurnished by you in your employment application are correct. In casethe said particulars are found to be incorrect or that you haveconcealed or withheld some other relevant facts, the Management mayterminate your services without any notice.

c) If during the period of your service, the Management comes to theconclusion that you have committed any misconduct, the Management

may dismiss you from service without giving any notice.

4. Transfer :

Your services can be transferred by the Management to any place or anyDepartment/ Section or to any other station or to any other sister or associate concern in India or abroad on the same terms and conditions.

Authorised Signatory

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Page No. 3 of 6

5. a) During the period of your employment with us, you will not engage,concern, interest yourself directly or indirectly in any other occupation,business or employment whatsoever without the previous consent inwriting of the Management but you shall devote your whole time,attention and abilities exclusively to the performance of your duties.

You shall in all respects abide & confirm to the Management's ordersand regulations and will faithfully serve the Company and put in your best endeavours to promote the interest of the company. During suchtime as you may be engaged in connection with the business of anyother sister/associate concern of the company, you will at all timesreadily conform to, abide and execute all lawful instructions which maybe issued to you by such other sister/associate concerns.

b) The company will expect you to work with a high standard of initiative,efficiency and economy.

c) You will not, either during the period of your service in the company or thereafter for three years, disclose, divulge or communicate to any other

person or persons whatsoever any information relating to the trade or business of the company or its sister and/or associate concerns/or tothe methods, process, appliances, machinery or plants used by them, or any of them, or to any experiments made by them, or any of them, or byany persons in their employ.

d) You shall not, except as authorised or required by your duties towardsthe company, reveal to any person, persons or Company any of thetrade secrets, secret or confidential information, operations, processes,know-how, drawings, designs, specifications or dealings concerning theorganisation, business finances, transactions or affairs of the Company

which may come to your knowledge during your employment or whichmay have come to your knowledge and shall keep with completesecrecy all confidential information entrusted to you and shall not use or attempt to use any such information in any manner which may injure or cause loss either directly or indirectly to the Company or its business or may be likely so to do.

e) You will be governed by the Service Rules and Regulations of thecompany which at present are in force and which may be added,modified, amended, altered, changed, or replaced from time to time bythe company.


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Page No. 4 of 66. Intellectual Property of the Company :

a) You agree to retain the Company's Intellectual Property, secret or confidential information, business finances, transactions or affairs of theCompany, as strictly confidential and a trade secret of the Company.You also agree not to use, or cause to be used, the Company's

Intellectual Property, trade secrets and confidential information, exceptfor or on behalf of the Company, not to disclose, directly or indirectly,Company's Intellectual Property, trade secrets and confidentialinformation, except as authorised on a confidential basis, or to a personhaving a valid contract with the Company under which its nature as atradesecret is respected and the recipient promises to retain it inconfidence. Upon cessation of employment, you agree to surrender tothe Company all tangible forms of Company's Intellectual Property,trade secrets and confidential information, which you may then possessor have under his control.

b) Upon termination of your employment or upon your ceasing to be in theCompany's employment for any reason whatsoever, you shallimmediately give up to the Company all books, plans, formulae, letters,notes, memos, reports, drawings, photographs, secret information or

other documents or notes in respect of any such documents relating inany way to the affairs of the Company.

c) You shall promptly disclose to an executive office to the Company allinventions, discoveries, improvement and enhancements devised by youwhile in the employment of the Company, which inventions, discoveries,improvements, and enhancements relate to processes, products, systems,programmes or other developments manufactured or developed or sold bythe company, or the manufacture, development or sale of which was at thetime of said invention, discovery, improvements, or enhancements incontemplation by the Company. You hereby further agree to transfer andassign to the Company all the interests you may have in the right, title andinterest in and to the same, including any interest in and to any domesticor foreign patent rights, trademarks, tradenames and copyrights thereinand any renewals thereof. on request of the Company you shall executefrom time to time, during or after the termination of your employment, suchfurther instruments, including without limitations, application for letters of patent, trademarks, tradenames and copyrights or assignments thereof,


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Page No. 5 of 6

as may be deemed necessary or desirable by the company toeffectuate the provisions of this agreement. All expenses of filing or prosecuting any application for patents, trademarks, trade names, or copyrights shall be borne solely by the Company but you shallcoordinate in filing and/or prosecuting any such applications.

c) You agree that you shall not make, have made, replicate, reproduce, use,sell, incorporate or otherwise exploit, for your own or any other purpose,any of the Intellectual Property, trade secrets or other confidentialinformation that is or may be revealed to you by the Company unlessspecifically authorised to do so in writing by the Company.

7. This appointment and its continuance is subject to your being andremaining medically (physically and mentally) fit. In this regard, the opinionof the Doctor, nominated by the Company, shall be final and binding on theparties.

8. Any change in your residential address, marital status or other details mustbe communicated to us in writing.

9. Other Benefits :

a) You will be entitled to the benefits under the Company's MedicalScheme.

b) You will be entitled to reimbursable Leave Travel Concession as per thescheme of the Company. This amount can be drawn only once in ayear.


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Page No. 6 of 6

10. Medical Examination and Documentation :

a) Your appointment will be subject to your producing a Medical Reportfrom the Company's Medical Officer testifying to your fitness for work.

b) Your continuation in service will also be subject to satisfactoryverification of your credentials, testimonials, etc. You are required tobring the following certificates and documents in original when youreport for duty :

* Documentary evidence in proof of your date of birth.* Documentary evidence in proof of your educational and other

technical qualifications.* Documentary evidence in proof of your previous experience.* Documentary evidence and proof of your last drawn salary.


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Subject : RECRUITMENT & SELECTION HRPPM - 03Annexure II No. of Pages : 1

Page No. 1 of 1

SOURCES OF RECRUITMENT

Recruitment at all levels, after getting a sanction from the CEO, shall be madefrom the sources mentioned below.

a) Through referrals given by the company employees.b) From open market through advertisement.

c) From reputed Management Institutes through campus interview for entry level people.

d) By making reference to recognised associations and agencies thatmaintain rosters of suitable persons in different skills.

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Subject : RECRUITMENT & SELECTION HRPPM - 03

Annexure - III No. of Pages : 1Page No. 1 of 1

TESTS

The following is the list of psychometric tests :-

1. FIRO-B

2. CHANGE READINESS INVENTORY

3. OPINIONNAIRE ASSESSING YOUR NEEDS

4. WHAT MOTIVATES YOU

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Subject : RECRUITMENT & SELECTION HRPPM - 03

Annexure - IV No. of Pages : 1Page No. 1 of 1

INTERVIEW GUIDELINES&

ASSESSMENT FORMAT

Name of Candidate : Position:

SL.NO. FACTORS FOREVALUATION EXCELLENT GOOD AVERAGE POOR

1. Appearance and manner 2. Confidence3. Technical knowledge4. Communication skills5. Professional Skills6. Work planning7. Stability in job8. Principal accomplishments9. Relevance of work

experience

ADDITIONAL INFORMATION Please also assess the following:

1) Strengths of the candidate:

2) Weaknesses of the candidate:

3) His personal ambitions:

4) Initiative/ Self-motivation:

Interviewed By: Date

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Subject : INDUCTION

INDUCTION POLICY

The policy of Continuum Systems is to make the new employee feelcomfortable by making him familiar with the organisation, its people, their functions, the policies, the facilities provided by the organisation and his ownfunctions as well as expected contributions.

Rules

1. When a new employee joins the organisation he will be given aninduction plan on his first day (Refer Annexure I of HRPPM 04).

2. No Induction will be considered complete till all the formalities are over.

Procedure / Activities

1. The Head of Marketing shall prepare the induction plan before the dateof joining of the new employee.

2. The induction plan shall include all the activities that will take place toinduct the new employee in the organisation.

3. The Head of Marketing shall introduce the new employee to the other employees in the organisation.

4. The CEO will make the new employee familiar with the Vision of theorganisation and the strategy to achieve the Vision.

5. The HOM shall explain to the new employee all the daily routineactivities and about the availability of all the things that will be of use tohim in his work.

6. The new employee shall be given the Policy Manual to read.

No. of Pages : 2 Page No. 1 of 2 No. of Annexures : 3Copies with : Supercedes :Authorised by : Abc, CEO Issued on : January 1, 2000

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Subject : INDUCTION

7. On the first day of joining the new employee will be handed over anInduction Letter along with the Joining Report Form (Annexure II & III of HRPPM 04). The employee should return within 2 days the JoiningReport duly filled in along with the required documents to theCommercial Department.

8. In case, the new employee faces any difficulty in complying with theabove procedures, he may feel free to get in touch with the commercialdepartment; they will do their best to assist him.

9. The commercial department shall maintain the personal files andrecords.


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Subject : INDUCTION HRPPM - 04Annexure - I No. of Pages : 1

Page No. 1 of 1

INDUCTION PLAN

The Head of Marketing shall make the induction plan for the new employee.

This induction plan will include knowledge about the following things :

1. The history of the organisation.

2. Current profile of the organisation, i.e how many people are there, thefunctions of the organisation, profits and plans, what is the function of thedifferent departments etc.

3. The Organisation Structure and the reporting structure in the organisation.

4. About his Job content

5. The policies and procedures.

6. The rules and regulations

7. The resources available in the company

8. Product knowledge

9. Knowledge about the market and the competitors.

The Head of Marketing shall decide the following factors for the Induction Plan:

1. No of days for Induction

2. No of people involved in Induction of the new employee

3. Amount of time spend by every individual involved in the plan

4. The amount of information required for the new employee, according tothe position at which he is joining.

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Subject : INDUCTION HRPPM - 04Annexure II No. of Pages : 1

Page No. 1 of 1

INDUCTION LETTER FORMAT

Date

Dear ,

Welcome to the Continuum Systems family.

At Continuum Systems we work like a team getting ready for an importantgame. We carefully choose the members of the team who would represent us,we give them intensive training, we make them feel comfortable, we getinspiring captains and competent managers to take care of all the aspects. Ineach of these roles we have some of the best people in the industry, be it our sales team, our induction and training programs, our Human ResourcePolicies, our leaders and our back end departments.

Continuum Systemss success has largely been due to its fair people practicesand I am sure you too will be proud to be with us. We will definitely be proud tohave you in our team.

To help us make our records complete and updated so as to serve you better,kindly fill in the enclosed Joining Report and submit the same along withrequired document to the commercial department.

For any clarifications your commercial department is just a click or a call or astep away. Drop in for clarifications, guidance or just plain words of wisdom.They love to have you around.

Thanks for your cooperation.

Best Wishes

AbcCEO

Encl: Joining Report

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Subject : INDUCTION HRPPM - 04

Annexure - III No. of Pages : 1Page No. 1 of 1

JOINING REPORT

Please fill the following information and submit it along with the variousdocuments listed below, to the Commercial Deptt.

Name

DesignationReporting to

Grade

Date of Joining

Department

List of documents to be submitted:

a) 2-passport size colored photographs, which will be retained inyour personal file.

b) Photostat copies of Qualification Certificates. Originals may bebrought for verification, after which they will be returned back toyou.

c) Experience certificate in support of your clearance from the lastemployer.

d) Certificate in support of the date of birth as per school records.

e) Documentary evidence and proof of your last drawn salary.

Signature of Employee

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Subject : PROBATION AND CONFIRMATION

PROBATION & CONFIRMATION POLICY

The policy of Continuum Systems is to retain the most suitable persons.

Rules

Unless otherwise provided as per the terms of appointment, the followingpolicy will govern the probation and confirmation of employees.

1. All employees on their first appointment in the service of the Companyincluding employees appointed to a higher grade on the basis of anopen selection shall be placed on probation for a period of Six Months.During this period their performance will be watched carefully with aview to determining their suitability for confirmation against the post onwhich they have been taken.

2. Employees promoted to higher grades shall also be placed on

probation.3. If during the probationary period, the performance, progress and

general conduct of the employee are not found satisfactory or up to thestandard required for the post, his services are liable to be terminated atany time without notice and without assigning any reason what so ever.In case the employee had been promoted then he will be reverted to theoriginal grade.


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Subject : PROBATION AND CONFIRMATION

Procedure

1. Every new employee appointed in the companys service shall be issued aformal letter of confirmation on satisfactory completion of the probationaryperiod. The employee shall be considered to be continuing on probationuntil so confirmed in writing.

2. The HOM shall appraise the performance of employee as per the appraisalform and forward his recommendations to the CEO. The CEO shall thendecide whether he is to be confirmed or not.

3. The letter relating to the confirmation shall normally be issued within aweek of completion of the probationary period. If, however, for administrative or other reasons it is not done so, the commercialdepartment will inform the employee of the reasons thereof, within the

stipulated period of one week.4. The CEO shall sign the confirmation letter (Annexure I of HRPPM 05).


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Copies with : Supercedes :Authorised by : Abc, CEO Issued on : January 1, 2000

Subject : PROBATION AND CONFIRMATION HRPPM - 05Annexure I No. of Pages : 1

Page No. 1 of 1

CONFIRMATION LETTER

Date

Name of the EmployeeAddress

Dear ,

We are pleased to inform you that you have been confirmed in the services of our company.

Your revised salary from today shall be :

Basic SalaryHRAConveyance AllowanceMeal CouponsLTAMedicalFlexi basketOthers

We wish you all the very best for your stay with our organisation. We lookforward for a mutually benefit association with you for a long term.

With Best Wishes

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Dr.Hardeep SinghCEO


Subject : SEPARATION

SEPARATION POLICY

Continuum Systems has a policy to identify and remove hardships from theperson or the process while he leaves the organisation. Continuum Systemswill try to remove the bad taste from the person who is leaving and also makethe process of his leaving efficient by settling the accounts etc in an efficientmanner.

Rules

1. Except as may be specifically provided in the Appointment Letter, theManagement may at any time discharge an employee from service bygiving the following notice or by payment of salary in lieu of such notice.In case of regular employees, one months notice shall be given. In

case of temporary employees or employees on probation, no notice willbe required.

2. The company may also terminate the services of an employee on thefollowing grounds:i) On abolition of the post;ii) On being declared unfit for further service on medical grounds;iii) Conviction of the employee by a court of law for criminal offence

amounting to moral turpitude;iv) Engaging himself in any other employment without the written

permission of the Management or found to have been working

elsewhere during the period of leave or off duty.v) Loss of confidence by the Company in an employee.

3 If on verification, at the time of appointment or at a later date it is foundthat the employee has furnished wrong information, his services withthe company will be liable to termination.

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Subject : SEPARATION

4. SuperannuationEvery employee shall be required to retire from service on attaining theage of 58 years. The management, may however, on review retire anyemployee after he attains the age of 55 years after giving 3 monthsnotice or payment of three months salary and allowance in lieu thereof.An employee may also, after attaining the age of 55 years, opt to retirevoluntarily from the service of the company on giving 3 months notice.Employees retiring between the age of 55 and 58 years will be eligiblefor the retirement benefits as prevailing at that time.

In exceptional cases extension in service not exceeding one year at atime may be granted to an employee after the age of 58 years.

5. The CEO shall conduct an Exit Interview of employees leavingvoluntarily or on superannuation.

PROCEDURE

1. When a person leaves an organisation he will submit a formalresignation letter to the CEO.

2. The CEO shall meet the employee before he accepts theresignation, so as to understand the reason for his leaving the

organisation.

3. If the CEO accepts the resignation then he will forward the sameto the Commercial Department. The CEO shall give him therelieving, experience and salary letter. (Annexure I, II & III of HRPPM 06)

4. The CEO then will have an exit interview with the employee andfill the Exit Interview Form. (See Annexure IV of HRPPM 06)

5. The commercial department shall ensure that all payments,incentives etc due to the employee are paid to him within a weekof his leaving the organisation subject to the employee returning

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all literature, samples, equipment etc. issued to him and formallyhanding over charge to the person so designated by the HOM


Subject : SEPARATION HRPPM - 06Annexure - I No. of Pages : 1

Page No. 1 of 1

RELIEVING LETTER

DATE

NAMEADDRESS

Dear ,

Sub Resignation

Kindly refer to your letter dated _________2000 on the above subject.

This is to inform you that your resignation has been accepted and you arebeing relieved from your duty w.e.f ___________2000.

We would like to wish you the best of luck for your future endeavours.

With regards,

Yours sincerely,

AbcChief Executive Officer

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Subject : SEPARATION HRPPM - 06Annexure - II No. of Pages : 1

Page No. 1 of 1

EXPERIENCE CERTIFICATE

TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr./Ms. __________________________, S/o or W/oMr.___________________________ has served our organisation from

__________Year to __________2000.

He/she was a good/excellent employee. His/her contributions have helped theorganisation grow. He/She showed sincerety and hardwork in completing allthe responsibilities that he/she was given.

People like him/her are an asset for any organisation to have, at any point of time.

With Best Wishes

Dr.Hardeep SinghCEO

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Subject : SEPARATION HRPPM - 06Annexure - III No. of Pages : 1

Page No. 1 of 1

SALARY CERTIFICATE

TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr./Ms._______________________________________,S/o or W/o Mr.___________________, was an employee of Continuum

Systems w.e.f _____19 to ________2000. His/Her designation was ______________. The details of her last drawn salary are given as under:

MONTHLY PAYABLE

Basic SalaryHRAConveyance AllowanceMeal CouponsOthers

ANNUAL BENEFITSLTAMedicalPF

In addition to the above he/she was also paid an incentive based on her ownperformance and the performance of the organization. Flexi basket

For Continuum Systems

Dr.Hardeep SinghChief Executive Officer

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Subject : SEPARATION HRPPM - 06Annexure - IV No. of Pages : 1

Page No. 1 of 1

EXIT INTEVIEW FORM

Name Designation

Reporting to Grade

Department Location

Date of joining Date of leaving

Feedback about the organisation

Feedback about the work practices

Feedback about the policies & procedures

Feedback about the Leadership

Any suggestions for improvement

Reasons for Leaving (As understood by the interviewer)

Name and signatures of the interviewer

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Subject : LEAVE RULES

LEAVE POLICYIt is the policy of Continuum Systems to provide leave facility to its employees;to attend to their personal work, contingencies and for rejuvenation.

ENTITLEMENTIn a calendar year the following types of leaves shall be admissible to theemployees, subject to rules

a) Casual Leave (Including Sick Leave) 12 Daysb) Privilege / Earned Leave 21 Days for every

year of regular attendance

A) CASUAL LEAVE (CL)Rulesi) Every employee shall be entitled for a total of 12 days Casual Leave in

a calendar year.

ii) In case of new employees the number of days entitlement during thefirst calendar year shall be as follows:

a) For those joining service between January 1 to June 30 12 daysb) For those joining service between July 1 to December 31 6 days

iii) CL can not be combined with any other leave.

iv) Sundays, holidays or any other weekly rest days falling before or after the CL shall not be counted as leave.

v) Any holiday that falls between two CLs will be counted as CL too.

vi) Any unutilised CL standing to the credit of the employee as at the end of

any calendar year shall lapse and will not be carried forward to the nextcalendar year.

vii) CL cannot be encashed.

viii) The management holds complete discretion in terms of granting suchleaves and also for the period of time, such leave may be granted.


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ix) The employee shall not be entitled to take more than 3 days of CL in arow (Excluding Sundays, holidays falling before or after) except in caseof sickness.

Procedurei) For availing Casual Leave, an employee should normally apply at least

2 days in advance in the prescribed form (Annexure I of HRPPM 13). Incase of an emergency, the employee should inform his immediatesupervisor or the commercial department, telephonically on the first dayof leaves and give a formal application immediately after resumingwork.

ii) CL application must be submitted immediately on resuming duty, in theprescribed format.

iii) If CL in case of sickness, is more than 2 days, it should be supported byMedical certificate and Fitness certificate of a Qualified Doctor or Registered Medical Practitioner.

iv) In case the management so desires the company may get theemployee medically examined by their own Doctor to determine thefitness of the employee when he resumes duty after sickness.

i) The Head of Marketing shall sanction CL. The commercial departmentshall be responsible for the whole process and record keeping.

B) PRIVILEGE LEAVE (PL)

Rules

i) Employees are entitled to 21 days PL for every year of regular attendance.

ii) New employees will not be able to take any PLs during the first sixmonths of their service in the company, though the same will accrue tohim and be credited to his account at the end of the 6 months period.

iii) Sundays (or the weekly rest day) and holidays falling before or after thePL shall not be counted as PL.


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iv) The intervening Sundays (weekly rest days) and holidays shall becounted as PL.

v) Employees can encash their PL provided they have 42 daysaccumulated leave in their account.

vi) Employees can encash a maximum of 21 days of PL at one time.Encashment shall be done on the basis of basic salary only.

vii) Money received against the encashed PL shall be taxable as per theIncome Tax laws applicable.

viii) PL can be accumulated upto a maximum of 63 days.

Procedure

i) PL is to be sanctioned by The Head of Marketing. The commercialdepartment shall be responsible for the whole process and recordkeeping. The CEO should be kept informed about these things.

ii) For taking PL, an employee shall apply on the prescribed form(Annexure), 15 days in advance.

iii) Leave application forms are kept with the commercial department.(Attached as Annexure 1)

iv) The management holds complete discretion in terms of granting such

leave and also for the period of time, such leave may be granted.


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Subject : LEAVE RULES HRPPM - 07Annexure - I No. of Pages : 1

Page No. 1 of 1

LEAVE APPLICATION FORM

LEAVE APPLICATION FORM

NAME __________________________ DESIGNATION ________________

REPORTING TO __________________ GRADE ______________

DEPARTMENT ____________________ LOCATION ________________

No. of leave/leaves required _________ FROM ________ TO _________

CATEGORY - CL / SL / PL / WOP ( Leave Without Pay *)

REASON ___________________________________________________________ ______________________________________________________________ __

Leave entitlement of the type required as on the date of the application ___________________

Sanctioned By _____________________________

If not sanctioned, the reason why ? ______________________________________________________________ _________________________________

Signature of the applicant Signature of the sanctioning authority

DATE ________________ DATE ____________________

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HUMAN RESOURCE POLICIES & PROCEDURES MANUALHRPPM - 08

Subject: TRAVEL RULES

BUSINESS TRAVEL POLICY

It is the policy of Continuum Systems to take care of the expenses incurred byan employee while on tour and to ensure as far as possible that the employeeis not out of pocket on that account.

It is not the policy of Continuum Systems to compensate a travelling employeefor the hardship he/she faces during travelling.

It is also not the policy to help the employee to under enrichment.

OUTSTATION BUSINESS TRAVEL RULES WITHININDIA

To know whereabouts of touring staff in emergency, regularise his/her attendance and to monitor tour expenses.

Definitions

In the rules the words used will be defined as follows:

1. 'Day' means period commencing from 6.00 a.m. to 9.00 p.m.2. 'Night' means period commencing from 9.00 p.m. to 6.00 a.m.3. 'Daily Allowance' comprises of day allowance & lodging allowance,

separately.4. 'Day Allowance' means allowance applicable for the day.

5. 'Competent Authority' shall be the Managing Director or any other person authorised by the Managing Director for this purpose.6. 'Outstation' A town/city located beyond 60 kms. from the city limit (Border).7. Employees mean all regular employees of the company, Probationers and

Trainees.


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TRAVEL ENTITLEMENTS

Grades Mode of Travel Local Travel Expenses(Public Transport)

O - 0

O 1

O 2-3

D - 1

D 2/S 1-2

Deluxe Bus / II Class / Sleeper Class

Train

Deluxe Bus / I Class / III tier AC Sleeper Class Train

A/C. Deluxe bus / II AC Train / ** AIR

A/C. Deluxe bus / II AC Train / ** AIR

A/C. Deluxe Bus/Ist AC Train/* AIR

(* Upto twelve hrs. should be by IstTrain AC (journey)(** Only for Delhi-Madras, Delhi -Bangalore and Delhi Hyderabad withprior approval of the MD).

Train fare shall be calculated based onMail/Express trains. Special trains suchas Shatabdi and Rajdhani are covered.

All journeys shall be performed byThe shortest possible routeAnd the mode and class of travel

applicable to the person under theserules.

Local Bus / II Class Rail Fare /

Rickshaw / Tanga

Auto Fare / II Class Rail Fare /Rickshaw / Tanga

Auto Fare / I Class Rail Fare

Cab fare / I Class Rail Fare

Taxi / I Class Rail Fare

Train fares are applicable for local journeyin Delhi, Bombay, Calcutta and Madras.

If vehicle of the given level is notavailable, the employee shalleconomise the expenses by travellingat the lower level.


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Allowance Entitlements

I. Travelling Allowance (T. A.)It shall be applicable from the time the touring person boards in the bus/train tillthe time he/she leaves the bus/train.

Duration EntitlementUpto 6 Hrs. Rs. 30.00

7 - 12 Hrs. Rs. 60.0013 - 24 Hrs. Rs. 100.0025 - 48 Hrs. & more Rs. 160.00

However, this T.A. will not be payable in case the train fare includes mealservice.

II. Daily Allowance (D. A.)To cover boarding, lodging & incidental expenses touring staff shall be entitledfor D. A. that comprises of Day Allowance.1. If the duration of outstation tour is between 6 A.M. to 9 P.M., the travelling

person will be entitled for 50% of daily allowance and if the travel periodgets extended beyond 9 P.M. the travelling person will be entitled for fulldaily allowance.

Daily Allowance and Lodging Allowance entitlement shall be at the followingrates :

A B C

Levels Bombay/Delhi/Calcutta Other State Capital Others

With BillWithout

Bill With BillWithout

Bill With BillWithout

Bill***

DailyAllowance

Lodging DailyAllowance &

Lodging

***Daily

Allowance

Lodging DailyAllowance &

Lodging

***Daily

Allowance

Lodging DailyAllowance& Lodging

S 2 Actual Actual 750 Actual Actual 700 Actual Actual 600S 1 750 3000 600 500 2500 550 800 1000 500D 2 500 2500 400 400 2000 350 400 900 300D 1 400 1750 350 300 1500 300 300 800 250O 3 350 1250 300 200 1000 250 200 700 200O 2 250 1000 200 175 800 175 175 600 150O 1 250 750 200 175 600 175 175 500 150

O0 200 350 150 135 300 125 135 300 100


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The above entitlement for lodging amount does not include taxes. Daily Allowance and Lodging entitlements are to be claimed separately.** For the "A" class cities management may specify Hotels/Guest Houses.

Staffs are advised to stay only in tHOMe specified Hotels/GuestHouses.

When staff stays with relatives/Friends or makes his/her own

arrangements.*** Non supporting expenses on Daily Allowance should not exceed 10% of

the D.A. entitlement.

2. Staff who has been provided lodging only by the company/client shall beentitled for day allowance only as per entitlement.

3. Staff who has been provided boarding only by the company/client shall beentitled for night allowance as per the entitlement.

4. If a person arrives in the morning by train (overnight journey) and leaves inevening/night by train on the same day then he/she may check in a hotel.In such a case full day may be granted subject to the bills being providedfor the Hotel Expenses.

However, if the persons decides to make his own arrangement and no D.A.is charged; in that case D.A. without bills can be charged

General Rules

1. The company shall reimburse the boarding & lodging conveyanceexpenses of the staff on tour on company's business, subject to theentitlement specified for each grade. It shall be payable only in respect of absence from headquarter/workplace on duty, including the period of haltson duty or an public holiday(s) during such absence but will not be payablefor the day(s) the staff absents himself from duty during the tour.

2. Staffs are advised to take up accommodation close to the place of work to

minimise expenditure on conveyance.


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3. If, two staff members are on tour together they must stay together in doubleroom accommodation in a hotel/guest house.

4. The Management may sanction in individual cases a higher class of travel/daily (day/night) allowance than tHOMe applicable to the individualstaff's.

5. The Managing Director shall be ultimate authority to interpret these rulesand its decision on any matter referred to it on the subject shall be final andbinding.

Sundry expenses for postage, telegram, telephone, trunk-call, etc. shall beallowed only against vouchers (either actual or as entered in thehotel/guest house bill/s) and only when such expenses have beenincurred due to official purpose.

6. Laundry expenses are included in D.A. entitlements.

7. In case an employee is on training programme, seminar etc. whereboarding and lodging are provided, only 20% of the daily allowancesapplicable shall be allowed to cover incidental charges. No surchargehowever shall be paid on the same.

8. No liquor / cigarettes expenses will be allowed.

Procedure

1. All touring staffs before proceeding on tour shall have their tour itinerary

approved by the competent authority.

2. Touring staff will send one copy of such approved itinerary to the AccountsDept. for regularisation of attendance/booking of tickets etc. One copy of the same shall be sent to Accts. Department for settlement of travelexpense statement etc.

3. In case of any deviation in such approved itinerary during the tour takesplace, the touring staff shall inform and obtain verbal approval of hisreporting officer which should be regularised in writing by touring staff, onhis return.


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Subject : ORGANISATION DESIGN HRPPM - 08Annexure I No. of Pages : 2

Page No. 1 of 2

TA/DA Reimbursement Format

NAME : _________________________ DESIGNATION : _________________

DEPARTMENT : ____________________GRADE: _________________

PURPOSE : _______________ PLACE OF VISIT : _______________

MODE OF TRANSPORT : _____________

DEPARTURE / ARRIVAL PARTICULARS [AT STATION / AIRPORT]FROM TO DEPARTURE ARRIVAL FARE

AMOUNT*(RS)TICKET

NO.DATE TIME DATE TIME

EXPENSES INCURREDFARE

RSDARS

CONVEYANCERS

OTHERSRS

TOTALRS

AMOUNTDUE(RS)

* Where paid by the employee and not by the company.

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Subject : TRAVEL RULES HRPPM - 08Annexure I No. of Pages : 2

Page No. 2 of 2

01 DA+LODGING/ACTUAL

DAILY ALLOWANCENO. OF DAYS

FOR DADA

AMOUNTNO. OF DAYS

FOR LODGINGLODGINGAMOUNT

TOTAL AMOUNT[LODGING+DA]

ACTUAL [PERSONAL EXPENSES] AMOUNT (RS)

BOARDING AND LODGING

COOLIE CHARGES

POSTAL CHARGES

LOCAL TELEPHONE

STD / FAX CHARGES

OTHERS [SPECIFY]

TOTAL

02 LOCAL CONVEYANCE

DATE FROM TO MODE OFCONVEYANCE

PURPOSEOF VISIT

AMOUNT(RS)

3 OTHERS [GIVE DETAILS]

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FARE, IF DIRECTLY PAID BY THE COMPANY, SHOULD NOT BE INCLUDED IN THEEXPENSES INCURRED COLUMN; DA + SURCHARGES OF ACTUALS , WHICHEVER IS LESSSHOULD BE MENTIONED IN THE EXPENSES INCURRED COLUMN.

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Subject : COMPENSATION STRUCTURE

COMPENSATION POLICY

1. It is the policy of Continuum Systems to keep the compensation structurecompetitive keeping in mind the fast changing employment and businessenvironment so that we :

Retain existing employees Attract suitable candidates Reward performance and productivity Give sense of self worth to the employees Keep the structure dynamic

2. Our compensation structure shall have the following components : Fixed Component.

Variable Component. Incentive Component

2.1 The fixed component (FC) shall consist of the following indicating thevalue of the job and the skills level of the people :Basic Salary, HRA, Conveyance Allowance, Meal Coupons

2.2 The variable component (VC) shall be based on a Flexi Basket of various items to indicate the skills level of the people and to differentiateamongst them for the premium of their experience.

2.3 The incentive component (IC) consisting of various incentive schemesoffered to employees from time to time for improving productivity and toreward effort and performance.

3. The Grade Structure is to indicate value of the job, levels of skills(competency) and level of responsibility.

No. of Pages : 7 Page No. 1 of 7 No. of Annexures : Nil


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DESIGNATIONS IN VARIOUS GRADES

Level Grade Indicative Designations

Non - Professional O-0 Officer, Field Officer, Sales Officer, Commercial Officer,Dispatch Officer, Administrative Officer

Operating Level O-1 Sales Executive, Marketing Executive, MerchandisingExecutive, Logistics Executive, Commercial Executive

0-2 Sr. Executive, Territory Sales Manager, Product Manager,Logistics Manager, Commercial Manager, Specialist, DeputyManager

O-3 Area Sales Manager, Sales Manager, Marketing Manager,Manager, Sr. Specialist, Brand Manager, Service Manager

Directing Level D-1 Regional Manager, Chief Manager Sales, Chief Manager Marketing, Chief Specialist, Asst. General Manager

D-2 General Manager, Deputy General Manager

Strategic Level S-1 Vice-President

S-2 Executive Vice-President, President, Executive Director,Director, Managing Director

No. of Pages : 7 Page No. 2 of 7 No. of Annexures : Nil


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COMPENSATION SNAPSHO T

Monthly Annually

Grade Basic SalaryRange

HRA*

CAllow

* *

MealCoupon

s* * *

Medical LTA Flexi BasketRange

O 0 2500 - 8500 20% 400 400 1month month

O 1O 2O 3

3000 95004400 127505800 16750

25%30%40%

600800

1250

600700800

1 month1 month

1 month1 month

20,000 30,000

D 1D 2

8000 2175010,800

28000

60%60%

35005000

10001000

35,000 60,00060,000 1,00,000

S 1

S 2

15,150

3550019,750

44500

60%

60%

5000

5000

1500

1500

1,00,000

1,20,0001,20,000 1,75,000

* At Bombay, there will be an additional special allowances 10% of BasicSalary.* * At Bombay field staff will be reimbursed expenses for the Local TrainPass.* * * After 6 months

No. of Pages : 7 Page No. 3 of 7 No. of Annexures : NilCopies with : Supercedes :

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Grades D 1 / D 2

Newspaper/Magazine AllowanceMembership of Prof. Bodies

Children Education AllowanceProfessional Attire/Apparel/ Allowance

Medical ReimbursementLeave Travel AssistancePhone Rental Reimbursement(for personal phones)Soft FurnishingCompany leased Accommodation(CLA)

House Maintenance Allowance(only for CLA)

Vehicle Running & MaintenanceReimbursementCar ParkingCar Washing

No. of Pages : 7 Page No.5 of 7 No. of Annexures :Copies with : Supercedes :

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Grades S 1 / S - 2

Newspaper/Magazine AllowanceMembership of Prof. Bodies

Children Education AllowanceProfessional Attire/Apparel/Uniform Allowance

Medical ReimbursementLeave Travel AssistancePhone Rental Reimbursement

Soft Furnishing & Hard Furnishingin lieu of HRA

House Maintenance Allowance(only for CLA)/Watchman/Gardener(only for CLA)Company Car Vehicle Running & MaintenanceReimbursementCar ParkingCar WashingDriver Allowance

No. of Pages : 7 Page No. 6 of 7 No. of Annexures :

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Subject : INCENTIVES

INCENTIVE SCHEME

To : - All members of the sales team.

CollectionsDue to your efforts during the last 3 months the old outstandings have reducedconsiderably. However our target is to bring them in line with our companynorms. During December I would like you to collect payment against all sales

made upto November 30, 1999. This amount is Rs. The incentive scheme for December is based on collection of these outstandings and shall be asfollows :

Target Amount = Rs. (All outstanding as on closing of 30/11/99).

Achievement Team Incentive81% - 91% of target 1.0% of amount collected91% - 95.99% of target 1.5% of amount collected96% - 100% of target 2.0% of amount collected

At the same time our efforts to get sales for all our various products shouldcontinue. You would all agree that it is imperative that sunglasses areliquidated at the earliest. The incentive scheme for December thusincorporates a higher weightage for sale of sunglasses.

SalesIncentive will depend on the numbers of points the team collects. The pointswill be given on the following basis.

1. For every Rs.10,000 sale of lenses 2 points2. For every Rs.10,000 sale of frames 2 points3. For every Rs.10,000 sale of sunglasses 2.8 points(Sales figure shall be rounded off to the nearest Rs.10, 000/- for grantingpoints)

No. of Pages : 2 Page No. 1 of 2 No. of Annexures :Copies with : Supercedes :Authorised by : Abc, CEO Issued on : January 1, 2000

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Subject INCENTIVES

Achievement Team Incentive

310 335 points 0.5% of sales value336 355 points 1.0% of sales value356 370 points 1.5% of sales value371 390 points 2.0% of sales value391 or more 2.5% of sales value

Special Bonus

If you earn atleast 2% as collection incentive and atleast 2% as sales incentivethen we shall have a grand New Year party for all of you at Delhi.

Wishing you all the best.

No. of Pages : 2 Page No. 2 of 2 No. of Annexures :Copies with : Supercedes :Authorised by : Abc, CEO Issued on : January 1, 2000

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Subject : PERFORMANCE APPRAISAL

APPRAISAL POLICYThe policy of Continuum Systems is to discuss, communicate and shareperceptions about an individuals contribution and achievements. So as to givehim feedback about all that he has done till now, to plan for training &developmental activities for improvement and to reward him for hisperformance by means of increments, promotions etc.

OBJECTIVES OF PERFORMANCE APPRAISAL SYSTEM

1. To integrate the company and individual goals through a processof performance assessment linked to achievement of organisational objectives.

2. To increase awareness of tasks/targets and the responsibility of executives at all levels to ensure fulfillment of companys objectives.

3. To ensure an objective assessment of performance and potential.4. To distinguish between differing levels of performance on relative basis.5. To identify the developmental actions to be taken to enhance the

performance executives.6. To facilitate the process of executive development through performance

planning, self review, performance analysis and two-waycommunication between appraisee and appraiser.

RULES

1. Appraisers should carefully review what the appraisee has achievedand what comments should be made under each section of theperformance appraisal form.

2. Appraisees should be given a minimum of two weeks notice to preparefor the appraisal meeting.

3. Before the meeting, both the appraiser and appraisee should have a

good idea of what they are going to say.4. The appraisal shall be done on an yearly basis and the period of reviewshall be April 1 to March 31. The appraisal shall be completed by April15 of the following year.

5. The immediate supervisor of the appraisee will do the appraisal.6. The review shall be done by the supervisor/CEO of the appraisee in the

presence of the appraiser and the appraisee.


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PROCEDURE

Before Appraisal Meeting

1) Approximately three weeks before the Performance Appraisal meeting,HOM should provide the employee to be appraised with :

a) A blank copy of the Self Assessment Summary (Annexure I of HRPPM 07)

b) A blank copy of the Performance Appraisal Form (Annexure II of HRPPM 07)

c) A copy of the agreed SMART Goals in the Key Result Areas(KRAs) and Personal Development Targets (PDT) agreed at thelast review or at the time of joining, including any changes madeat any interim review.

d) Any other additional information relevant to the appraisal.

2) The employee should carefully review his success in achievingGoals and PDTs in the period under review. Competencies andabilities should be evaluated to determine how they have altered

work performance.3) The employee shall also assess the type of developmental and

training support required to enhance future performance.


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APPRAISAL MEETING

The appraiser will discuss and assess the performance of the appraisee in themeeting.

1) Review of Performance in Key Result Areas

This section of the system allows the appraiser to evaluate the performance of the appraisee against predetermined SMART Goals.

The stages of the review shall include :i) Re-confirming with the appraisee the desired outcome of each

KRAii) Establishing the actual outcomeiii) Identifying factors which influenced the outcomeiv) Inviting the appraisees views regarding the outcome against the

objectivev) Recording the appraisers evaluation against each objective

2) Review Of Personal Development TargetsThis section of the system enables the appraiser to explore the emphasis thatwas placed on tHOMe managerial skills considered key to the personal growthof the appraisee

EVALUATION OF PERFORMANCE

The overall performance will be evaluated on basis of the achievements in theKey Result Areas and the Personal Development Targets. An open discussionwith the appraisee should be conducted.

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REVIEW OF COMPETENCIES

The following are the various competencies and qualities which would berequired for various positions in the organisation. The appraisee should beassessed on the competencies as applicable to his position.

S.NO.

COMPETENCE/QUALITY

POSITIONS

Sales

Executive

Corporate

RelationsExecutive

Commercial

Executive

Executive

MarketingServices

Regional

SalesManager

Head of

Marketing

1. ProductKnowledge [ [ [ [ [ [

2.

Selling Skills [ [ [ [

3.

Communication [ [ [ [ [ [

4.

Customer Relations [ [ [ [ [ [

5.

InterpersonalRelations (withinthe organisation)

[ [ [ [ [ [

6.

Readiness toaccept challengingtasks

[ [ [ [ [ [

7

.

Creativity [ [ [

8.

Planning &Prioritising [ [ [ [ [ [

9.

Problem-solving [ [ [ [ [ [

10

.

ResourceManagement [ [ [ [

While making an assessment of competencies, the appraiser should

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Give examples of best practice behavior that relate to thecompetencies. Try to be specific and balanced and do not rely onfeelings.

Consider the ideal standard in the job role. Prioritize requirements toclarify what is acceptable behavior from the appraisee.

Consider performance for the entire period under review. Raise uncomfortable issues if necessary




Rating should be awarded on the basis of the job content. This will determinethe level of contribution that can reasonably be expected. Specific examples of strengths or development needs should be given and discussed with theappraisee.

SETTING PERFORMANCE OBJECTIVES FOR KEY RESULT AREAS

Objectives should be derived from the Company Business Plan and the keyperformance indicators outlined in the position guidelines. No KRA should beagreed unless it can show support to a key business objective. To ensureobjectivity in appraising, the performance should be assessed against pre-determined SMART Goals ie. Goals which are S pecific, Measurable,Achievable, Related to organisation goals and Time bound..

After the appraisal has been completed and the appraisal form is filled andsigned by both the appraisee and the appraiser, the latter shall forward thesame to the CEO by the 30th of April.

REVIEW MEETING

1. The CEO shall review the performance appraisal in a meetingwith the appraiser and the appraisee.

2. During the meeting the CEO shall assess the reasons for thedifferences, if any, in the self-assessment done and theassessment by the reviewer and facilitate agreement betweenthe two.

3. He shall also record his comments in the Appraisal form.

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Subject : PERFORMANCE APPRAISAL HRPPM - 11Annexure I No. of Pages : 1

Page No. 1 of 1

SELF ASSESSMENT FORM

SELF ASSESSMENT FOR _________ TO ________ 2000

NAME DESIGNATION

REPORTING TO FUNCTION

DEPARTMENT LOCATION

DATE OF JOINING

IN PREPARATION OF YOUR UPCOMING PERFORMANCE APPRAISALPLEASE ANSWER THE FOLLOWING QUESTIONS :

1. What do you see as your major achievement since the last review or your date of joining?

2. Which do you feel are areas you need to improve upon/develop?

3. Where did you experience difficulties or constraints that affected your performance?

4. What kind of training / development do you require to help youa) In your present role andb) To take on a higher role?

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5. Do you feel you are being fully utilized in your current position? If not,what suggestions do you have?

6. How do you feel you can enhance your job role? What additionalresponsibility would you like to take?

Subject : PERFORMANCE APPRAISAL HRPPM - 11Annexure II No. of Pages : 5

Page No. 1 of 5

PERFORMANCE APPRAISAL FORM

NAME DESIGNATION

PERIOD OF REVIEW

1. ACHIEVEMENT of SMART GOALS

SlNo.

Key Result Areas SMART GOALS Achievements

2. SPECIAL FACTORS/UNIQUE CIRCUMSTANCES TO BE TAKENINTO ACCOUNT WHICH MAY HAVE AFFECTED PERFORMANCE

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Creativity

Planning & Prioritising

Problem-solvingResource Management

5. RATING OF OVERALL PERFORMANCE(Ref. Note Below)

EXCEPTIONAL ABOVE TARGET ON TARGET BELOW TARGET UNACCEPTABLE

6. OBJECTIVES FOR THE PERIOD OF ________________ TO _____________

Key Result AreasSuccess Criteria Deadline For

Completion

Personal Development Plans &Targets

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APPRAISEES COMMENTS

Signatures: Date:

NOTE:Exceptional : Exceeded requirements in all key areas and the degree of achievement seldom accomplished by other employeesAbove Target : Exceeded requirements in most key areas and the degree of achievement seldom accomplished by other employees On target : Performance as per requirement in all key areasBelow Target : Performance as per requirement in most key areas Unacceptable : Performance not meeting requirement in key areas

APPRAISERS COMMENTS

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COMMENTS

Recommendations

a) Increment

b) Promotion / Upgradation / Redesignation / Demotion /Transfer / Job Enlargement / JobEnrichment

Name Signature Date

REVIEWERS COMMENTS

TITLE : SALES EXECUTIVEREPORTING TO : Regional Sales Manager REPORTEES: NoneROLE: To achieve the desired sales and collection targets in the specifiedgeographical areas.

KEY AREAS Meet the desired sales targets in his specified geographical area of

operations. Billing and collections within the specified time period. To identify and recommend dealers and distributors for increasing the

existing distribution network. Collect pertinent market information about competitors products, channels

and emerging trends among the consumers. Ensure that the sales promotion material sent to the trade channels is

being utilised properly.

QUALIFICATIONS : Essential GraduationDesirable M.B.A

EXPERIENCE REQUIRED : Essential - minimum 2 years in channel sales of consumer products.Desirable Experience in eye wear /optical products sales

TITLE : REGIONAL SALES MANAGER

Name Signature Date

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TITLE : EXECUTIVE CORPORATE COMMUNICATIONSREPORTING TO : Head of MarketingREPORTEES : noneROLE : Execution of marketing and sales promotion activities.KEY AREAS

Budgeting for various sales promotion activities by identifying the costs andeffectiveness of each of the consumer promotion tools.

Decide on the type of consumer promotion tools to be used e.g. coupons,cash refund offers, price packs, premiums, advertising specialities,

contests, sweeptakes etc. Evaluate and recommend the trade promotion tools such as discounts,

advertising allowance, free goods, speciality advertising items etc. Decide the appropriateness and the right incentive size of each promotion

tool. Prepare implementation plan covering the lead time and the sell-off time. Procurement / production of all advertising and sales promotion material Participation in exhibitions and other promotional events.

QUALIFICATIONS : Essential Diploma in Advertising/Public Relations

EXPERIENCE REQUIRED : Essential - Minimum 2 years of similar work in a marketing organisation/Adagency/PR Agency

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Desirable 1. Similar experience in eye wear /optical products sales2. Sales experience in eye wear /optical products

TITLE : COMMERCIAL EXECUTIVEREPORTING TO : Head of FinanceREPORTEES : noneROLE : To ensure clearance, warehousing and despatch of material and the

documentation thereof.KEY AREASSecure import clearances and billing for the goods.Arrange for the despaching the goods to the distribution outlets of ContinuumSystems.Maintain warehousing facilities for Continuum Systems distribution outlets.Maintenance of records of inventory, billing to the distributors and salesfigures.

EMPLOYMENT FORM FORMAT

CONTINUUM SYSTEMS LENS PVT. LTD.454, SECTOR 15, NOIDA.TEL : 4512887, 4515593FAX : 4512219

APPLICATION FOR EMPLOYMENT

(To be filled in by the candidate in own handwriting)

POST APPLIED FOR ___________________________

RECENT PHOTO

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PERSONAL PARTICULARS

NAME _______________________________________

________(in full and block letters)

MAILINGADDRESS _ ___________________ PERMANENTADDRESS ___________________ ______________________ _____________________________ ______________________ _____________________________

TELNO.(RES.)___________________________TELNO.(OFFICE) _____________________________________

DATE OF BIRTH __________________________ AGE ______________________________________________

MARITALSTATUS_______________________NO.OFCHILDREN ____________________________________

NATIONALITY____________________________FATHERS/HUSBANDSNAME________________________

ANY ILLNESS / PHYSICAL DISABILITY _____________________________________________________________

EMPLOYMENT FORM FORMAT (CONT.)

ACADEMIC RECORD (high school onwards)

Period Degree/Course Name of school/college& University

Main Subjects Marks %From To

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SHORT-TERM COURSES

Name of the Course Institute Area of SpecializationDurat ion Marks

%From To


EMPLOYMENT DETAILS (commencing with the present job)

EmployedName & address

of employer

Nature of EmployersBusiness

Salary drawnReasons for Leaving

From To Years Starting Leaving

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Present Job Responsibilities Position Held Reporting To

(If you are currently unemployed or if you have held the present appointment for less than one year,please describe your last appointment also)


PRESENT SALARY DETAILS

RUPEES PER MONTH

Basic Salary D.A. H.R.A Conveyance Medical Others Total

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ACHIEVEMENTS / AWARDS IN PRESENT JOB(If you are currently unemployed or if you have held the present appointment for less than one year,please describe your last appointment also)

LANGUAGES KNOWN

Language Speak Read Write

REFERENCES

S. NO. NAME ADDRESS CONTACT NOS.

1.

2.


EXPECTED SALARY (Rs. p.m.) _______________________

HOW MANY DAYS NOTICE WILL YOU REQUIRE TO JOIN ? _____________________

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ARE YOU WILLING TO SIGN A SERVICE CONTRACT, IF REQUIRED ? ____________

DECLARATIONI certify that the above information is correct and complete to the best of my knowledge andbelief. If at any time, the information supplied is found to be untrue, my appointment shall beliable to termination from the job.

Date _________ Place _____________ _________________________

Signatureof candidate


FOR OFFICIAL USE ONLY

Interviewed by : ___________________________________

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REMARKS

If the candidate is selected for the job, then please fill in the following information

1. Date of Joining

2. Department /Location

3. Designation

4. Reporting to

5. Grade / Salary Package

_____________________ Interviewers Signature

Subject : ORGANISATION DESIGNHRPPM - 01

Annexure - 1 No. of Pages : 1

Page No. 1 of 1

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ORGANISATION STRUCTURE

C.E.O

HRCONSULTAN

HEAD OFFINANAC

COMMERCIALEXECUTIV

ACCOUNTSEXECUTI

HEAD OFMARKETI

COMMUNICATIONS

EXECUTIVE /BRAND MANAGER

SALES

EXECUTIVE

NATIONALSALESMANA

SALES

EXECUTIVE

Documents

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