hr depaetment1

7/31/2019 HR DEPAETMENT1

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HR DEPARTMENT

Zuari HR Vision

We believe in employee satisfaction and engagement believes in continuously evolving,

building new practices to develop the people and organisation

The of this department is the General Manager Mr George Ninan and the Deputy General

Manager . This department task is to maintain harmonious industrial relations and tries to

keep the workers happy .There are 6 people working under this department.

DEPARTMENT HIERARCHY

PROCESSES IN HR

MANPOWER BUDGET

The Management periodically reviews its manpower requirements for that year. The HR

Division co-ordinates recommendations of various Sections for their manpower

requirements and obtains management approval. Special approvals of Management

Committee may be obtained for certain additions/deletions during the year.

General Manager

Assistant Manager

Deputy General Manager

Chief Manager

Senior Manager

Manager



MANPOWER RESOURCES

For recruitment of suitable personnel, candidates are drawn from the following resources -

Internal candidates

Employment Exchange

Applications on active files

Campus interviews

Advertisements in newspapers

Placement Agencies

CATEGORIES OF EMPLOYEESREGULAR EMPLOYEE - Regular employee is an employee on the permanent rolls of the

Company, whose appointment is confirmed in writing, after successful completion of the

probationary period, if applicable.

PROBATIONER - Probationer is an employee who is employed against a permanent

vacancy but has not been confirmed in writing.

MANAGEMENT TRAINEE - Management Trainee is engaged on stipend for specified

period to be absorbed in regular vacancy after successful completion of his training.

CONTRACT EMPLOYEES - Contract employees are those engaged for a specific service

under contract.

MANAGEMENT TRAINEES

The Company depending upon its requirement, recruits management trainees in the following

disciplines.

Mechanical Enginnering Chemical Engineering

Human Resource Management Electrical Engineering

Instruments Engineering Business Management

Agriculture

The trainees are recruited through campus interviews or by open advertisements. The

trainees are taken for 12 months training /-. During the period of Training , they are rotated

to various departments in the company to give them comprehensive exposure about the

company’s values, culture, Mission and Business strategies.



On completion of training, the trainees are absorbed in salary group M06. The trainees are

provided free company accommodation on sharing basis, if available, during the training

period.

STANDARDS OF EMPLOYMENT

Minimum qualification for employment in Management Group is University degree in the

particular discipline. Preference, however, is given to individuals with specialized training

and experience in the functional area.

Fresh Engineering Graduates with Post Graduate qualification in Management (any

professional discipline) and fresh Chartered Accountants are inducted in salary group M06.

The age limit for employment in entry position is normally 25 years. The Management may,

however, offer employment to Management employees at various levels within the age group

25-40 years. The upper age-limit may be relaxed for employment of Senior Managers.

REQUISITION FOR EMPLOYEES

To fill vacancies in approved positions or for replacement of regular employees the

concerned Supervisor processes the prescribed requisition form for employment, which is

approved by Department Head and forwarded to HR&A Division for review and for

obtaining concerned Vice Presidents and Executive Presidents approval and for necessary

action.

SCRUTINY OF APPLICATIONS

Designation

M01 General Manager

M02 Dy. General Manager

M03 Chief Manager

M04 Senior Manager

M05 Manager

M06 Assistant Manager

M07 Officer



The HR&A Division scrutinizes applications of candidates who meet prescribed

qualifications, age and experience requirements and short lists the candidates for review by

the concerned department. Suitable candidates are then called for interview either at the

location of employment or at a convenient location.

INTERVIEWS-MANAGEMENT POSITIONS

The interviewing panels for selection of Management employees are drawn from different

disciplines and are constituted as follows:

Senior Management positions: - The panel members are nominated by the Executive

President in consultation with the concerned Vice President and Chief Vice President HR.

Other Management positions: - The panel members are nominated by the concerned Vice

President in consultation with Chief Vice President HR.

REIMBURSEMENT OF EXPENSES

Outstation candidates called for interview are reimbursed travel expenses only, for class of

travel applicable to similar category of regular employees (See Travel Policy). Other

incidental expenses such as conveyance, lodging, etc. are not paid by the Company. In case

of Senior Managerial positions incidental expenses as stated above may be paid at the

discretion of the VP / Executive President.

PHYSICAL FITNESS

Employment of a regular employee is subject to his being declared medically fit by

Company's Chief Medical Officer or Registered Medical Practitioner designated by the

Company. Where medical examination is arranged by the candidate himself with Company's

approval, medical examination fees thereof are on Company Account.

LETTER OF APPOINTMENT

Upon final selection and subject to the concerned candidate declared medically fit, a letter of

appointment is issued to him outlining the terms and conditions of service applicable to him.

The letter of appointment of an employee taken against permanent vacancy is signed by the

Vice President concerned.

REFERENCE ENQUIRIES



Immediately upon employee joining the Company's services, the HR&A Division sends out

enquiry letters relating to employee's conduct, character, and performance in the previous job,

if any, to the following :-

The references given by the candidate.

Previous employer.

The replies are secured sufficiently in advance before the concerned employee completes his

probationary period. If any adverse observations are received they are brought to the

attention of the Department Head / Vice President concerned.

EMPLOYEE PERSONAL FOLDER

The HR&A Division maintains, for each employee, a confidential file containing allnecessary employment records and important correspondence relating to the employee.

ORIENTATION OF NEW EMPLOYEE

The HR&A Division acquaints the new employee with the Organization structure and rules

and regulations of the Company as well as the benefits and perquisites applicable to him and

helps the employee to complete all formalities such as filling of various forms including

joining report before the employee is assigned to the concerned department.The concerned Department inducts the employee so far as the Departmental work is

concerned. In case of Technical Staff, arrangements are made by concerned department to

ensure that the employee is supplied uniforms, helmet, safety shoes, etc. Employee is also

advised of the various facilities available in the Township and nearby towns.

PROBATIONARY PERIOD

The probationary period for regular employee in salary group MO4 to MO7 engaged against

permanent vacancy is 6 months. The probationary period may be extended by 3 months, if inthe opinion of the management; concerned employee has not demonstrated his suitability for

the position during the initial probationary period.

To assess employee's performance during the probationary period, prescribed appraisal report

form is forwarded by HR&A Division to concerned department. The report is prepared after

completion of 5 months from the date of employment.

If the employee's probationary period is extended, a final report is prepared one month prior

to the date the employee is due for confirmation.



CONFIRMATION

If the employee is to be confirmed / absorbed in Company services on successful completion

of his probationary / training period, the necessary advice is given in writing on the due date

of confirmation / absorption.

TRANSFERS

The employees are transferable from one department / division to the other or to the sister /

associate / subsidiary companies. Circulars regarding transfers are drafted by Compensation

and Benefits sections and signed by the concerned Vice Presidents.

NOTICE PERIOD FOR TERMINATION/RESIGNATION

The services of management employees are terminable with three months' notice on either

side. In the event an employee, for special reasons, requests the management for early

release, but not for reasons of employment elsewhere, the notice period may be waived at

management's discretion or adjusted against privilege leave due to the employee and/or

settlement dues, if any.

RETIREMENT

The employee retires on attaining age of 58 years. The effective date of retirement will be

the last day of the month in which 58 years are completed.

CLEARANCE MEMO

The HR&A Division initiates the "Clearance Memo” and follows the completion of the same

before it is forwarded to Financial Accounts. The final account of an employee separating

from the Company's services on account of termination / resignation / retirement is settled by

Financial Accounts.

EXIT INTERVIEW

The concerned Department Head / HR&A Division may hold an exit interview of the

separating employee, to ascertain the reasons for separations. Significant reasons, if any, are

brought to the attention of the Senior Management.



SERVICE CERTIFICATE

On request, the HR&A Division issues Service Certificate to an employee separated from

Company's services. The Service Certificate is limited to stating the employee's period of

service in the Company, his final designation, last salary drawn and the reason for leaving.The certificate also states that the Company will be pleased to respond to specific queries

upon request.

RE-EMPLOYMENT OF EX-EMPLOYEES

The Company policy is normally not to consider ex-employee for re-employment. However,

in exceptional cases, the Company may consider re-employment of ex-employee provided -

The concerned ex-employee had left the services of the company in good standing, and

had a satisfactory performance and conduct record.

The ex-employee is considered fit/acceptable for re-employment in the available

vacancy, as judged by the management. The ex-employee, if employed, will not be given past service credit, nor shall the earlier

service be considered for the purpose of gratuity and/or such other benefits.

TRAINING AND DEVELOPMENT

The Company's training programme encompasses training, both within and outside.

Employees are assigned to training programme based on need as revealed in the annual

appraisals of employee or as indicated by the concerned Departmental Head/Vice President.

Within Company, training programmes also called in-house training programme, are

organized for groups of employees and conducted by faculty consisting of Senior Managers,

guest faculty, etc.

Employees are also nominated, to participate in seminars, conferences, and training courses

organized by professional bodies, and Management Institutes of repute.



Employees nominated for a training course fills in, upon return, a programme evaluation

questionnaire, to ascertain the value of a training course and determine the extent of future

participation. The questionnaire is sent to HR&A Division after it is discussed with

immediate Supervisor.

Human Resources & Administration Division maintains training record of each employee

nominated for training course within and outside Company.

PERFORMANCE APPRAISAL SYSTEM

Performance appraisal process focuses on the goal setting approach throughout the

organisation. Performance appraisal helps the clarity and understanding of the roles and

responsibilities of the employees. It increases organisational effectiveness and also has

positive effects on recruitment.

The process of performance appraisal involves the setting up of standards which will be used

as the base to compare the actual performance of the employees. This step requires setting the

criteria to judge the performance of the employees as successful or unsuccessful and the

degrees of their contribution to the organizational goals and objectives. The standards set

should be clear, easily understandable and in measurable terms. In case the performance of the employee cannot be measured, great care should be taken to describe the standards. The

employees should be informed and the standards should be clearly explained to them.

This will help them to understand their roles and to know what exactly is expected from

them the standards should also be communicated to the appraisers or the evaluators and if

required, the standards can also be modified at this stage itself according to the relevant

feedback from the employees or the evaluators. The last step of the process is to take

decisions which can be taken either to improve the performance of the employees, take the

required corrective actions, or the related HR decisions like rewards, promotions,

demotions, transfers etc.

OBJECTIVES

To inculcate performance culture

To identify talent gap

To identify training need

To decide compensation

Succession planning



PERFORMANCE APRAISAL MANAGEMENT SYSTEM

MANAGERIAL ATTRIBUTES

Attribute 10 9

excellent

8 7

Very good

6 5 4

good

3 2 1

Unsatisfactory

Job knowledge

Understanding of

activities for which

the employees is

currently

responsible

policies and

procedures

applicable for his

work

Excellent

knowledge of

his job and

related

functions

Good

Knowledge of

his own job.

Fair

Knowledge of

related

functions

Adequate

knowledge of

his own job.

Keen to learn.

Knowledge of

job much below

what is

required.

Makes no effort

to learn.

Cost/ profit

Consciousness

Endeavours

towards optimum

utilization of

available resources

and elimination of

waste. Generating

money makingideas

Always makes

optimum

utilisation of

resources.

Constantly

reduces cost,

eliminates

waste and

makessuggestions

to improve

profitability

Generally makes

optimum

utilisation of

resources and

endeavours to

reduce cost and

wastage

Utilises

resources well

and conscious of

eliminating

waste.

Wasteful in

utilisation of

resources and

not interested in

cost reduction.

Planning,

organisation and

control

Effectiveness in

anticipating workin logical order and

devising efficient

methods to attain

predetermined

plans

Exceptional

ability to

anticipate

future needs

and works inlogical order

to meet plans

and monitor

system to

accomplish

Optimum

results.

Anticipates

work needs and

prepares action

plan.

Good inarranging work

to meet plan

and accomplish

desired results

In systematic

and result

oriented.

Good organiser

and effectivelyplans his work

Very

unsystematic

and not

methodical in

work. Does noplanning at all

Initiative/ Drive/ Always self- Never waits to Thinks out and Always requires



EVELUATING KEY RESULT AREAS

Performance

focus

key strategic

objectives (filled

by hay group)

How (key result

areas)

Weight

age

Key accountability Metric (suggested) Target for FY

11-

12(expected

results)

Financial

Achieve....YOY

growth and gain

20% market

share

Sustain and gain

market share across

product categories

10% Commercial function-

marketing

Market share across

product categories

10% market

share

Achieve revenue

profitability and

margin targets in

fertilizers and agri

services business asper budget/product

wise


marketing

Profitability of

product mix margins

from traded

business

Minimum

margin of

rupees 500

per traded

product

Minimise cost Minimise inbound

logistics and import

cost of finished

products

10% Commercial –

procurement

Rupees per tonne

Achieve energy

efficiency targets

from operations

5% Operations Energy efficiency

targets

Long term imports

agreement for cost

leverage-raw

materials and

finished products

Commercial-

procurement

Rupees per tonne

Minimise operationsand maintenance

cost

Operations Rupees per tonne

Minimise logistics

cost

Commercial-

procurement

Rupees per tonne

Customer Expand product

mix of fertilizers

Develop new grades

to improve farm

yield


marketing/technical

services

No. Of new grades

produced for

commercialisation

Tie-up with global

producers to import

micronutrients

Commercial function-

marketing

% increase in

product sale

One stop shop

as agri service

provider

Identify

opportunities in

agricultural space to

expand product

basket


marketing

% increase in

product sale

% diversification in

agri services

business

Tie-up with global

producers to import

Commercial -

procurement

% increase in

product sale

perseverance

Self reliant and has

ability to move

forward without

outside direction.

Basic urge and

energy to get

things done.

reliant and

exceptionally

good at

applying mind

to get things

done. Is a

self-starter.

Closely

follows up to

competition.

be told for

getting things

done.

Overcomes

obstacles

independently.

Good follow –

up.

thinks

independently.

Requires

instruction

occasionally.

Follows up for

action.

to be told. Does

not apply mind

to get things

done. Poor

follow-up.



quality hybrid seeds,

agro chemicals and

pesticides

% diversification in

agri services

business

Enable

improvement in

farm yield

Educate farmers to

enhance agriculture

productivity-

farmers contract

programmes


marketing

Success of farmer

contact

programmes- %

participation

Development of

model farm


marketing

Success of farmer

contact

programmes- %

participation

Establish soil testing

labs to develop new

grades


marketing

No. Of new grades

produced for

commercialisation



Performance

Focus

Key strategic

objectives

(filled by haygroup)

How ( Key result areas) Weightage Key accountability Metric (suggested) Target

for FY

11-12(Expec

ted

Results)

Process

Long term

securitization of raw material

supply

Identify opportunities to secure

ownership of raw material withinIndia and abroad

5%

Commercial-

procurement

Timely availability

of raw material tosupport business

plan due to new

Long term raw material locking

with supplier to ensureuninterrupted supply

Commercial-

procurement

Timely availability

of raw material tosupport business

plan

Implementation of feedstock conversion for production

Projects Timelyimplementation of

gastification projects

no of sources of rawmaterial identified

Back ward integration to enhance

raw material storage capacity andoptimise logistics

Projects Timely completion

of projects

Optimise

production

capacities

Identify opportunities for green

field and brown field expansion

and improved logistics support

10% MD special projects % increase in

production capacity

by X%

Within

18

months

Ensure asset utilisation by

optimising existing production

capacities

5% Operations % increase in

production capacity

by X%

Debottlenecking of existingcapacities through retrofitting and

revamping and continuous

improvement

Operations % improvement inproduction %

achievement of

energy efficienttargets

Ensure availability of funds to

support expansion and capitalexpenditure for future growth at

lowest cost

Finance Timely availability

of funds at lowestcost

Strengthen

distribution

network

Expand distribution and

dealership productivity

10% Commercial function

marketing

% increase in sales

People/capability Enhance

marketingcapabilities to

strengthen

Training of field marketing staff

to expand product portfolio

10% Commercial function

marketing

% increase in sales

no of trainingmandays

Attract train andretain talent

Tie up with technical institutes forhiring skilled resources

5% HR Number of inducted

Provide an

enabling and

performanceoriented culture

Build robust training programs

for skill development

Operation /HR No. training hours

People

Provide an

enabling and

performanceoriented culture

Develop long term incentive plan

for key emloyees

HR/MD Attrition Rate

Organisational

capabilityenhancement

future growth

Ensure employee satisfaction 5% All function head Employee

satisfaction scores

Robust succession planning forkey business areas

MD Identified successorsfor all key positions



COMPENSATION AND BENEFITS

CANTEEN FACILITIES

The Company provides Canteen facilities for all employees at Zuarinagar. It provides

tea/snacks and lunch/dinner services to the staff at fixed timings. It provides service in the

canteen premises as also in the plant at fixed timings. The Company subsidies the cost of

food. The food items in the canteens are sold on coupons. Each employee is given coupons

worth Rs.90/- (Rs.180/- full value) per month. The quantity and rates of different food items

in the canteen are fixed by the Company in consultation with the Canteen Committees. The

Contract Labour canteen caters to the needs of the contract labour engaged by various

contractors.

HOUSE MAGAZINE

The Company publishes Bi-monthly a House Magazine "HAPPENINGS" for limited

circulation to employees and Company contacts. Employees contribute articles of interest,

poems, short stories, etc. to the Magazine.

The Magazine also contains information of interest to employees.

Editorial Board, with a Chairman nominated by the Company coordinates publication of the

Magazine.

WEDDING GIFTS

The Company gives to the employees on the occasion of his/her wedding on receipt of an

invitation card, gift cheque of Rs.751

SERVICE AWARD

The employees are eligible service awards on completion of 10 years, 20 years and 30

years of service, as under:



10 year service award - wrist watch

20 year service award - Silver salver

30 years’ service award- Gold coin 20 grams.

The employees are e also eligible for retirement gift of Rs. 10000/-, on retirement.

JAI KISAN CLUB

The Club has been established to organize sports, games as well as social and

recreational activities for its members. The amenities provided include indoor

badminton and tennis courts, table tennis, an auditorium, billiards, library reading

room and dining room with catering facilities.

Membership is open to all employees of the Company Management as well as Non-

Management month. In addition, special membership may be granted with Company

approval to long-term resident guests, senior officers of contractors engaged by the

Company and local citizens of repute.

The Club is managed by a Managing Committee consisting of a President, Vice

President, Secretary, Treasurer and four members. The President and one member are

nominated by the Management and other members are elected by the members of the

Club.

STAFF ESTABLISHMENT

PRIVILEGE LEAVE

Employees are eligible to 30 calendar days privilege leave each

ENCASHMENT

Employees are permitted to encash privilege leave upto 30 days provided minimum 5

days privilege leave is availed

SICK LEAVE

Employees are allowed upon confirmation, 15 days sick leave each calendar year for

person



CASUAL LEAVE

There is no quantum of Casual Leave. However, it is expected that management employees do

not avail casual leave of more than 10 days in a year

MATERNITY LEAVE

Maternity leave is granted as per law in force from time to time.

EMPLOYEE RELATIONS

Wage Settlement

Wage settlement is done between the union and the management every three years Zuari has

a local union named Zaclou it also looks after the grievances of the workers. The unioncomprises of the president and general secretary will be reporting in general/ day shift as the

case may be during the tenure of their respective offices. They will report at the regular place

of work and do their normal duties. They will be released whenever required by the

management with the prior permission of the supervisor . No other committee member will

be permitted to engage in union activities during working hours except of actual participation

in discussions with the management during negotiations on charter of demands ,or other

major discussions as required by the management



OCCUPATIONAL HEALTH WELLNESS SAFETY

SAFETY INCENTIVES

Safety Incentive Schemes are introduced to minimize lost time reportable accidents.

The following schemes are in effect presently -

Inter group safety award contest - The sections are grouped together as per the

accident potentiality.

The high risk group upon completion of 6 months, without making any reportable loss

time accident, will be eligible for a gift worth Rs. 100/-.

The less accident potential group upon completion of one year without making any

reportable loss time accident, will be eligible for a gift worth Rs.125

SAFETY TRAINING

New entrants are given brief induction training on safety subjects and general technical

subjects are discussed before an employee is put on the job, Training Programme is attached.

They are also given First Aid and Fire Fighting training.

SAFETY WEEK

Safety Week is celebrated every year with the following programmes from March 4th

Safety contests such as posters, essay, slogans etc.

Speeches by expert speakers from outside the Company.

First Aid Contest

Safety exhibitions.

Safety talks by Section Officers to their staff.

Elocution Contest.

Fire Drill

Breathing apparatus wearing contest.

Safety Quiz contest

During the safety week employees are provided safety equipments such as uniforms,

rainwear ,PVC shoes



SAFETY AUDIT

Company conducts Safety Audit through external independent agencies andalternate year Internal Safety Audit to check any variation / deviation of the system.

HAZOP study is carried out before carrying out any modification.

Safety Audit recommendations, implementation is monitored

GROUP HEALTH INSURANCE SCHEME

Employees are covered under Group Health Insurance Scheme for reimbursement of

medical expenses by the Insurance Company, in case of hospitalisation.

The policy covers employee, spouse and minor dependent children upto the

age of 21. Major children upto age of 25 yrs. may be covered by payment of

extra premium. This scheme is not be applicable for children who are 25 years

of age and above.

The policy also covers the dependent parents till the age of 85 years . The initial

premium as well as any increase in premium at subsequent annual renewal dates due

to coverage of parents, will be borne by employee and will be recovered from annual

domestic medical reimbursement of the employee

GROUP PERSONAL ACCIDENT INSURANCE

Employees are covered by Group Personal Accident Insurance Policy, the premium

for which is paid by the Company. The coverage is against temporary total

disablement for a sum equivalent to 24 months salary plus HRA, ( Wherever

applicable), subject to a maximum of Rs.3,00,000/- and, against death and / or

permanent total / partial disability, for a sum equivalent to 60 months' salary plus

HRA, (wherever applicable).

SPECIAL MEDICAL FACILITY

The Company provides Special Medical Reimbursement, in case of specified

illnesses. The Special Medical Policy is as under -

The policy is applicable where the expenditure incurred relates to cases which

are specifically excluded from the purview of the Group Health Insurance



Scheme, such as congenital defects or anomalies and other serious diseases,

such as Cancer, TB, Kidney failures, serious heart diseases etc. and accident

cases, involving long treatment and expenditure, in excess of the amount

reimbursable by the insurers. A maximum amount of Rs.75,000/- is

reimbursable in the cases falling under this category.

hr depaetment1

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