project management office sfs
TRANSCRIPT
DOB: 3rd Feb 1984
Residential address & contact details
207/B, Progressive bldg,
Dattaram Lad road,
Near Chinchpokli railway station,
Chinchpokli (E), Mumbai-400012
http://in.linkedin.com/pub/gauravkalekar/20/b79/665,
M: 9619584905
SFS under PMO was established for administration of support
functions like Admin, Occupational Health & Safety (OHS), Training,
Outsourcing & Logistics. Being PMO coordinator along with
coordination for project management control system was also responsible for SFS coordination mainly for Admin & OHS.
NOTE: Due to company’s privacy policy some documents & templates are not shared in this presentation
Main responsibilities ,
1) Administration of mentioned support functions;
2) Process improvement for support functions;
3) Ensuring proper synchronization among support functions.
Major agendas under Admin,
Facilitation,1) Office facilities,
2) Accommodation for employees on roaming,
3) Transportation ,
4) Employees & assets security at office & GH premises,
5) Communication facilities include .
Vendor Management1) Vendor selection
2) Vendor compensation.
Reporting & Cost control1) Monthly reports,
2) Bimonthly reports
Office facilities – These are classified as,
1) Corporate offices,
2) Regional offices,
3) Warehouses
Accommodation for employees on roaming,
This should be in compliance with HR policies for Business Travel.
NOTE: For Chinese employees any country other than China is roaming location hence they are eligible to avail company’s GH facility anywhere in India.
Unshared document for travel policy
Transportation
1) Employees pick up & drop facility for Office <--- > Guest house
2) Vehicles for projects – Based on inputs received from PMO
3) Vehicles for employees at VP & Executive level (24 X 7)
Unshared document for travel policy
Employees & assets security at office & GH premises
1) Geometric solutions
2) Digital access solutions
3) Security guards
Communication facilities include
1) Laptops , fixed lines & CUG Mobile facilities
2) Intranet(VPN) & Internet broadband facilities
Vendors are those providing services in categories listed below,
1) Communication,2) Transportation,3) Office & Accommodation,4) Employees & assets security
Vendor finalization is done through bidding process.
Workflow for vendor finalization ---
Vendor(1 to N) quotation Circle Admin
------------------------------>
Circle Admin 3 quotations Zonal Functional Administrator
------------------------------>
ZFA 1 quotation(After negotiation) Admin Head
------------------------------->
Admin Head Approves HOD (ASD) for final approval
------------------------------>
Admin Head rejects ZFA( Back to selection process, process new quotations if
------------------------------> if required )
Vendor compensation Terms for compensation get included in agreement signed by both parties.
Bills submitted by vendors are applied by respective circle admin in ERP system named as “Finance on Line (FOL) “.
These vouchers are then after approval by respective project/MS authority comes under finance department for final audit & processing before payment to vendor.
Any kind of money laundering, bribes, gifts from vendors are strictly prohibited.
Code of Conduct for ZTE’s contractors is baseline for vendor management. (Unshared Code of Conduct document)
Reporting categories with respective frequencies of submission are mentioned below
Name of report Category Inclusive of Frequency Template
Monthly Admin report
Facilitation 1) Accommodation details.2) Office & GH facilitation expenses
4th of every month Unshared
template
Monthly vehicle report
Facilitation1) Departmental vehicles2) Project/MS vehicles
7th of every month
Unshared template
Budget for next month
Cost controlAdditional expenses to be occurred next month in order to revise & fix targets
23rd of runningmonth
Unshared template
Status for payment of vehicle vendors
Vendor Management
Status for payment of vehicle vendors
Bimonthly(15th & 30th)
Unshared template
Cost control becomes significant for transportation category under project/MS usage.
Taking same in consideration there are some policies formalized to control KM usage & extra Hrs.
Unshared template
Also variables like Electricity consumption, communication expenses get special attention paid by Management.
Major OHS agendas,
ZTE’s OHS policy & documentation
OHS awareness,
Hazard identification & Risk assessment (HIRA),
Legal compliance
H & S promotional activities
Occupational health and safety policy sets out our commitment for continual improvement in health and safety conditions for our employees and stakeholders.
We aim to achieve this by
Adopting our global occupational health and safety vision and principles. Promoting robust occupational health and safety work practices to prevent ill
health and injury cases. Ensuring compliance to legal and other requirements. Ensuring our people are well informed and trained. Minimizing occupational health and safety risks to acceptable levels and
working towards zero fatality.
Dated Mr.Huang Dabin
30 July 2010 (CEO)
Documentation includes ,
1) System procedures -- System procedures are in direct proportion to “Hazard Identification”. In order to identify hazards in our routine job we require specific system & processes which are called as System procedures
Unshared Template
2) Control procedures -- Operation control procedures are in direct proportion to “Risk Assessment”. In order to mitigate risks which are possible outcomes of Hazards we require control processes which are called as Control procedures.
Unshared Template
Definitions of Hazard & Risk
Hazard – source or situation with a potential for harm in terms of injury or ill health, damage to property, damage to workplace environment or a combination of these,
Risk - combination of the likelihood and consequences of a specified hazardous event occurring
3) Code of Conduct for ZTE’s contractors
ZTE Supplier Code of Conduct- Salient Points
Freedom of Association and the Right to Collective Bargaining
The Contractor shall not use forced or compulsory labor, it must not use “Child Labor”. ZTE will not make any deal with vendor supporting child labor.
The Contractor shall provide remuneration that meets any national legal standard on minimum wage.
The Contractor shall respect the personal dignity, privacy and rights of each individual.
Unshared document for contractor’s code of conduct
4) Minimum wages policy–
This is as per guidelines finalized by respective State Government
Awareness includes making employees aware about,
Organizations OHS policy;
Code of conduct for ZTE’s contractors;
Operation control procedures;
Incident-Accident reporting.
This is very important when any accident occurs. When accident occurs after giving immediate appropriate treatment to victim it is must to report or bring it to notice of local OHS team in order to mitigate related risks in future.
Unshared Documents
HIRA is all about Identification of possible “Hazards” at all work locations & prioritizing “Risks” in order to prepare mitigation plan.
Hazard identification is done by considering sources of potential damage for major work categories
Risk Assessment is done by calculating “Risk Priority Number (RPN)” on the basis of Scale, Severity & Probability for occurrence of any incident (ie Risk)
RPN = Scale (Sc) X Severity (Se) X Probability (P)
Risks are divided in two categories - Acceptable Risk & Unacceptable Risk
If RPN is below 16 then Risk is acceptable & for RPN above 16, risks are controlled with special attention .
Document used for reference --- HIRA Register
Unshared HIRA Register
Legal compliance basically means OHS through activities in compliance to ACTs & Laws set by Government for categories listed below
1) Environmental protection,
2) Construction,
3) Labor resource management.
Document used for reference ---- Legal Register & compliance matrix.
UNSHARED
Methods adopted to monitor OHS compliance as per organizational policy are,
1) Internal & external (Customer) review meetings,
2) Monthly assessments,
3) Circle audits,
4) Site audits.
Methods adopted for promotion of OHS are,
1) Awareness programs,
2) Employee’s health check up programs,
3) Emergency mock drills.
