HIMACHAL PRADESH UNIVERSITY BUSINESS SCHOOL

INDUSTRIAL TRAINING REPORT

ON

HUMAN RESOURCES DEPARTMENT

AT

FERMENTA BIOTECH LIMITED, MANDI

Submitted in partial fulfillment of award of degree of

Master of Business Administration (HR& MARKETING)

Submitted By: - Pankaj Thakur

Class Roll No: - 2850
University Roll No: - 2649
MBA (2013-15)

Himachal Pradesh University Business School, Summer hill,

Shimla-171005
1

TABLE OF CONTENTS
SR. NO.

TITLE

PAGE NO.

1.

Preface

2.

Training Certificate

3.

Acknowledgement

4.

Company background

6-7

5.

HR Manual of the Company

8-23

6.

Standard Operating Procedures

24-33

(a) SOP for Recruitment of Personnel

(b) SOP for Training of Personnel
(c) SOP for specimen signature
(d) SOP for defining Job Responsibilities and
organizational organograms
7.

My Experience

34

PREFACE
The research project in the field of management has gained the importance to expose
the potential manager to actual work situation in the industry; it helps us to correlate
theoretical concepts with practical experience.
To provide a rich insight into work situation, the management institutes all over the
country arrange research projects for their students during their MBA course.
This project report deals with how an organization fine tunes its policies, job
descriptions, reporting and procedures for orientation, confirmation and engagement of
employees with the HR principles.
However we must say that this report is not the work for excellence work of scholar, it
is result of assignment to improve myself and gain confidence. So there is a chance of
some mistakes and also a critical appraisal by anyone will be heartily welcomed.

Thank you

Space for Training certificate

ACKNOWLEDGEMENT
Nothing fruitful can be achieved without the perfect combination of inspiration and
perspiration; we owe much to inspiration part. This report would ever have been
come to friction without the encouragement and participation of many individuals. I
take this opportunity to thank all those who assisted me in this on-the-job training.
It was an honor to work under the supervision and constructive guidance of
Mrs. Savita Jamwal (Manager HR/ Admin), Mr. Neeraj Sharma and Mr. Hira Singh
Thakur.
I am highly thankful to the staff of FERMENTA BIOTECH LIMITED (FBL) who
gave me an opportunity to explore the depth of my subject and for assisting me in my
on-the-job training.

PANKAJ THAKUR

COMPANY PROFILE
Fermenta Biotech Ltd (FBL) is a multifaceted organization with a high degree of focus in Biotechnology,
Pharmaceuticals and Environment solution, and is known for its innovative spirits. Incepted under the
umbrella of Duphar Interfran Ltd (better known as DIL Ltd), was the brain child of Late Mr. Vasant Kumar
Datla. Established in 1986, FBL was the pioneer of Penicillin G Amidase enzyme in India and soon emerged
as the leader in enzyme technologies for beta-lactams. It made cost effective and efficient enzymes for
application in beta-lactam production a commercial reality in India.
FBL also manufacture vitamin D3, a business it took over in 2004 from DIL, the first to harness this
technology in India who had seen manufacturing vitamin D3 since 1947. Even now FBL remain the only
organization in India to manufacture vitamin D3. Today FBL has become a multifaceted organization with a
high degree of focus in biotechnology, Pharmaceuticals and environmental solutions and is known for its
innovative spirit. Powered with an unmatched infrastructure, and excellent network of facilities and greater
thrust on R&D, FBL offer innovative and time tested products to the world.
FBL is a trusted Vitamin D supplier with facilities for the production of pharma and biotech products like
Enzyme products, Enzyme immobilization, AVCA, Cholecaciferol (Vitamin D3) and Penicillin G Acylase.
VISION: To emerge as an organization committed to offering products and service with the best quality
backed by focused research and development to attain a leadership position.
MISSION: To create a system and nature it to reach a state of functioning, that would enable us to acquire a
state (a currently theoretical concept) of timeless stability and growth.
HISTORY/ MILESTONE:

1986: Foundation of Fermenta Biotech Limited (Erstwhile Fermenta Pharma Biodil Ltd.).

1989: Pioneered the launch of immobilized Pencillin G Amidase (PGA) catalyst.

1998: Launch of improved enzyme catalyst PGA white for beta-lactam intermediates.

2004: Commencement of manufacturing of Cholcalciferol (vitamin D3), Isoxsuprine HCI,

Phenyramidol HCI and DILVIT.

2005: Launch of PGA brown (Fermase PA1500) for cephalosporin intermediated and even introduced
R-oxynitrilase( Fermase OX) for chiral systhesis.

2006: Produced DILBEADS, oxirane polymer beads for enzyme immobilization and launch of PGA

catalyst blend for cephalosporin intermediates.

2007:

I.

Up gradation of pharmaceuticals facility for cGMP compliance.

II.

Kosher certification for Vitamin D3.

III.

HALAL certification for Vitamin D3.

2008:

I.
II.

Novel Pencillin G Acylase (NPGA) for beta-lactam synthesis viz. Amoxicillin.

WHO-GMP certification for API facility.

III.

Launch of silicon Powder (Activated Dimethicone Powder).

IV.

Launch of the FBL-Environmental solutions.

2009: Obtained CEP certification for vitamin D3 (Cholecaciferol) from EDQM.

2010: Application for authorization of feed additive (vitamin D3) in accordance with regulation (EC)
no. 1831/2003.
2011:

I. Export to 30 countries.
II. Regular production batches commenced from june 2011.
III. Increased production of Vitamin D3.

2012:

I. Successfully completed US FDA inception for Dietary supplement.

II. Commercialized Novel Penicillin G Acylase (NPGA) with major customer around the world.
III. Augmented vitamin D3 resins capacity at Dahej.

2013:

I.

New and improved Novel penicillin G Acylase (NPGA) launched for Amoxicillin and cephalexin
synthesis.

II.

New enzyme platform developed for cephalosporin antibiotics (e.g cefaclor, cefadroxil).

III.

Enhanced CAL B E nzyme catalyst (immobilized & free enzyme) launched.

IV.

New and improved DILBEADS launched.

FERMENTA BIOTECH LIMITED

Human Resources Manual of the company
This manual is intended to provide you with information regarding the companys current Human Resources
Policies. Although is not possible to describe the full scope of the companys Human Resources program.
Yet an attempt has been made to include those conditions which are referred most frequently. It should be
kept in mind that these conditions may change from time to time in live with business needs.
These policies are guidelines and in no way represent a contracted commitment on the part of the company
nor are they meant to affect the companys right to terminate the employment relationship at any time. It is
also company policy to comply with applicable laws.
HR MISSION:
FBL realize that it is their employee who is the prime driver of organizational excellence and inculcate an
environment where the employees are respected and valued. FBL have performance based culture and the
carrier progression is determined by the result derived. FBL provide challenging, rewarding and continuous
learning environment where by employer have sense of pride and accountability.

SECTION-1
EMPLOYMENT

Applicability of the manual:
The purpose and the objective enshrined in the manual applies to all the employees belonging to the different
hierarchies of the organization may it be the temporary workers, the trainees, employees on probation and
the permanent employees that need to be implemented by each one within the well defined policies of the
company.

Equal Employment opportunity:
The company truly believes in the concept of Equality in its workers. It strives to achieve excellence
through Expertise of the competent staff. It provides Equal Employment opportunity to every individual
without any sort of discrimination irrespective of caste, creed, color, sex, place of birth or any sort of racial
or gender discrimination and thus promotes a sense of belongingness towards the individual itself as well as
the organization by giving Equal opportunities and rights by preserving the integral character of the
company. All such decision are made by utilizing objective standards based on the individuals qualification
as they relate to particular job vacancy and to the furtherance of Equal Employment Opportunity subject to
the qualification experience and required skill set(s) the decisions such as compensation, benefits, transfers,
company sponsored training, assistance social and recreation program are also administered of an Equal
Opportunity basis.

Introduction of New Employees:
According to the companys policies , FBL promotes awareness about each and every aspect of the
organization by providing Introduction training in each and every department so that it become easier for the
new employees to adapt to the culture of the organization by being well versed with various functions and
technicalities of every department of the company. This helps the employee to get an overall view about the
companys role in various areas of its functioning. The new employees will be put through an induction
program to familiarize themselves with the company operations. HR will be responsible for conducting such
programs. The Human Resource Department and HOD of the new employee will ensure that all necessary
supplies (work station supplies, access / identity card, business cards etc.) are provided well in time to the
employee based on the level /category.


Probationary Period:
Employment is subject to a six month probationary period, unless otherwise specified in the letter of
appointment. Acceptance to the permanent staff of the company should be decided at the expiry of the six
month period. An individual employees employment will be confirmed on successful completion of the
probation period. The probation period can be reduced / increased for an individual employee at the
discretion of the company.
All employees will be evaluated during the probationary period & the department head will submit a written
evaluation of individual employee prior to completion of probationary period. A confirmation letter will
follow after successful completion of six months.
If not, the probation could be extended for further three months. After completion of the extended period, a
letter of confirmation / termination will be issued depending on the suitability of the candidate.

Hiring Process:
Approval
Prior approval is to be obtained from director before starting hiring process for nay vacancies on account of:
a) Replacements
b) New hires:-Where persons are required to fill a new position (work role) or persons who are an addition
to the existing approval head count.
The approval of the Director should be obtained on the personnel Requisition from before the
formal process of new hires is invited for nay new position. Proper job description (describing the purpose
and the role of job) as well as job specification must accompany the personal requisition form. Before hiring
the new employee or assigning the task to a new individual it is mandatory for the employee to get an
approval of Director by filling the Personnel Requisition Form that provide the detail about the objective,
purpose, role, description, previous industrial experience, market value of vacant job or the manner in which
it position itself in the market. Approval of the Director is essential on the Personnel Requisition Form and
then only can the hiring process be carried forward.

Process:
The process of hiring passes through various stages that involve critical evaluation and assessment. Internal
and external outsourcing is utilized and offers are made verbally or in written. Human Resource Department
under such circumstances plays the role of a coordinator and therefore is the connecting link to meet the
demand of the respective departments.

10

1) Any permanent position to be filled in must be budgeted and must have approval from Director before
hiring.
2) After obtaining the approval HR Head will define the recruiting strategy with the hiring manager.
3) After defining the job specifications, it will be decided whether the position should be internally sourced
first before going to the external recruitment.
4) If it is decided to source internally the position will be internally advertised to all employees. Employee
meeting the criteria can apply for the same or can refer candidates.
5) In case of selection process involving internal candidates, HRD will act as a coordinator, so that all
issues related to transfer, release etc. between two departments could be resolved satisfactorily.
6) In the event of a decision to go for an external source HRD will be coordinating period with external
agencies. This is to ensure uniform & consistent communication on all recruitment matters.
7) Human Resource will also responsible for establishing contracts related to fee structure & process etc.
with the external search time.
8) Offers of employment either verbal or written will be made to candidate only by the Human Resource
Department with a view to ensure clear understanding & commitment on the terms to be agreed upon.
9) All appointment will be subject to being found medically fit by company authorized medical consultant
and verification of testimonials and employment records.

Employment of Relatives:
FBL implementing its policy of Equal Employment Opportunity does not entertain such kind of an
activity that leads to biased attitude. The administration follows clear and transparent procedure without
any special privileges.
In order to avoid conflicts of interest, it is the policy of the company not to encourage the employment
of two or more persons who are related to each other.
If a person relationship is formed between two members of staff (within a department) and depending
upon the inherent requirement of the position held by employees concerned on the employee may be
transferred to another job function on needs basis subject to necessary approval by Head HR and HOD.

Retirement:
The employee understands that the age retirement fixed by the company is [58] years and the same shall
be determined in accordance with the age entered in the companys books and records at the time of the
commencement of the employees employment.

11

SECTION 2
EMPLOYEE RELATION

Employees Appraisal:
FBL promotes initiative and encouragement throughout the organization by motivating its employees to
work and strive to achieve excellence in their field of expertise. By implementing such policies FBL
provides recognition and financial profit to its employees so as to promote growth and development.

Employee Communication and Decentralization:
The company will ensure that there exists a clear channel for communication with employees and also
amongst employees. The use of staff notice board and formal or informal meeting will be encouraged to
ensure that communication is effective and without any barriers. All new staff appointments will be
followed by an organizational announcement, which introduces the new hire to everyone. It is the
responsibility of the HRD to draw up an effective employee communication program.

Redressal committee: The redressal committee constitutes three eminent members that address issues
related to any sort of unethical and immoral conduct in the company. Although the company maintains
clean records of no such incident reported in the past since its inception. But still FBL has drafted the
policies of the Redressal committee by following the guidelines and the norms set out by Supreme Court
of India for prevention and addressing the grievances with regards to any kind of misconduct or
harassment.

PREAMBLE: In order to ensure fair and proper conduct to employee(s) with other colleagues at work
place, the company has decided to constitute a Harassment Redressal Committee to address unwelcome
behavior against any employee during and in the course of employment and its redressal. Based on the
guidelines and norms set out by the Supreme Court of India for prevention and redressal of grievances of
employee with regard to harassment at work place the company has defined certain acts as harassment.
DEFINITION:
1) Employee includes permanent, temporary, contract and casual employees of the company.
2) Harassment shall include sexual harassment and or / any unwelcome sexually determined behavior
(whether direct or by implications ) including:
a) Unwelcome sexually determined behavior such as physical contact and / or advances

12

b) Sexually colored remarks; (explanation: It is clarified that it is the reasonable individual perception
of the employee that would be relevant in determining whether any conduct is sexually colored and if
so whether such conduct was unwelcome or not).
c) Shaving pornography
d) Demand or request for sexual favors, by words or actions;
e) Any other, unwelcome physical verbal or nonverbal conduct of sexual nature
f)

Any of the above mentioned acts are committed in circumstances whereas the employee (victim)
of such conduct has a reasonable ground to believe, including but not limited to:

1. In relation to the employment or work such conduct can be humiliating and may constitute a health
and safety problem and /or;
2. It is discriminatory when the employee (victim) has reasonable ground to believe that the objection
(s) would disadvantage the employment, including recruitment or promotion, or when it creates a
hostile working environment and/ or.
3. Adverse consequences which might be visited if the employee (victim) does not consent to the
conduct in question and raises any objection.
RIGHTS OF EMPLOYEE AGAINST HARASSMENT
1) Every employee shall have the right to be free from sexual harassment and the right to work in an
environment free from any form of harassment
2) Every employee shall have the right to approach the HR department to address his/ her grievance (s)
during the course of the employment.
3) No employee shall harass another employee during the course of employment or at the work place, or
at a place where the said employee have gone in connection with the work or the work place.
4) Harassment will amount to misconduct in employment as per the employment agreement governing
the employment, in addition to the offences under the law.
5) Every employee shall take all necessary and reasonable steps/ care to prevent and ensure that no
employee employed under him/her is subject to harassment by other employee(s) during the course
of employment.

13

CONSTITUTION OF COMMITTEE AND ITS REDRESSAL MECHANISM

1) The management shall constitute the committee. The chairman, chairperson and member of the
committee shall be appointed by the management from time to time.
2) Complaint by an employee shall be made to head HRD either in writing or orally. If the complaint is
made orally the same shall be reduced to writing, read over to the employee and signed by the
employee and endorsed by the HRD.
3) The committee shall have the right to consulting person, body or entity in matters relating to the
redressal of grievances.
4) A complaint received by the committee shall be addressed and concluded with a reasonable time
period.
5) The committee without pre-judice to its right shall have the right to make complaint to any
appropriate authority under the Indian Penal or any other law in force.

Attendance at work:
FBL preserves its business interest by maintaining attendance records through the Biometric Control
System (Access Control System) so as to prevent unauthorized entry.
1. The company has introducing access control system with a view to protect its business interest, so that
unauthorized entry in to the company premises is not allowed.
2. Employees are expected to cooperate, so that entry to and exit from the offices is strictly monitored.
3. Department head are responsible for managing this process in a firm but in fair manner and in the
overall interest of productivity and achievement of results.

Personal Records:
The official personnel file is a file established for each employee and will be maintained by the HRD.
Only information that is both relevant and necessary will be kept in an employees official personnel file.

Temporary Staff:
The use of temporary staff will only be permitted under external circumstances and must in all
instances be discussed and approved by the Head HR/Director.

14


Disciplinary Code and its Procedure:

INTRODUCTION
It is the policy and the objective of the company to promote behavior in terms of acceptable standards
amongst all its employees both for the well being of the individual and the achievement of the company
objectives.
Disciplinary action should be seen primarily as corrective rather than punitive and its success depends
entirely in the good judgment, understanding and consistent treatment of employees by management to
the best extent it can.
FBL helps to promote the interest of the company as well as the individual with fairness and
consistency by complying with the guidelines as specified. Human Resource plays an important role as
a Disciplinary
Committee by taking disciplinary action under certain circumstances that is based on good judgment
and sound reasoning by adopting corrective measures rather than by force.
FBL believes that Justice should not only be done but it should also seem to be done. The
company clearly indicates and implements carefully and proper investigation of the circumstances of
each offence is essential before disciplinary action is taken and must be PROMPT, FIRM, and
CONSISTENT.
Management is solely responsible for taking disciplinary action. The HRD and / or service or
management will:

Assist in the investigation of disciplinary cases;

Assist in the application and maintaining of disciplinary procedure by acting in an advisory capacity.

Records all disciplinary action that is taken and maintains records of all cases.

Assist in any training or counseling which may be required as a result of disciplinary cases.
DISCIPLINARY ACTION
Disciplinary action (s) may be initiated;

Suo moto by the company

Any reported incident (s) based on the gravity of the incident (s) / misconduct/ dereliction of duty,
company may initiate any or all of the following
a) Issuance of warning
b) Dismissal
c) Any other action as may be decided by the company

15

Code of Conduct:
It is a key to the proper functioning of, and maintenance of public confidence in the company that every
employee performs duties with honesty and integrity. To this effort employees are required to adhere to
the code of conduct in force from time to time & are also required to sign the code of conduct.
Resignation / Exit process:
The resigned employee should serve the notice period as per the letter of appointment and completed the
following clearance procedure before the exit date.
Process 1:


Acceptance

The resignation letter should be submitted to the functional Head.

The Head of department after discussion with HR/ Director acknowledge the resignation letter and sends
the letter along with hand over plan / visit, agreed date of release to HRD.

The HRD will issue the acceptance letter to the resigned employee.

The exit interview will be conducted by HRD
Process2:


The clearance should be completed from the following Department as per the clearance certificate:

Department of the resigned employee

Store Department

IT Department

Account Department

Administration Department

Legal
Process3:
After the receipt of duly signed clearance certificate HRD will prepare the full and final settlement and
issue the relieving letter.

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SECTION -3
TRAINING & DEVELOPMENT

The Training philosophy of FBL is to ensure adequate provision of resources to all employees of the
organization to develop themselves, in clearly identified are resulting in personal growth and
enhancement in productivity at work, contributing to the business performs.
The HRD will help all functions in identification of training need, program development/ design,
program delivery and evaluation on an ongoing basis.
Training Process:
Training and Development will be identified through the performance appraisal process. Training needs
identified will be then compiled and used as a basis for individual training interventions. Department
needs and the employee are a key link in the process and HR department will initative the process .
Source for nomination to training programs:

A result of the appraisal process.

Nominating Manager identifies a specific need for the employee.

Employee wants to acquire these skills.

Right time in the employees career for further development.

Training Costs:
The company believes that training and development efforts are integral to the success of the company
and the employees . Moreover certain employees are nominated for technical training in which
significant cost & time involvement is involved.

17

SECTION 4
WORK ENVIRONMENT

Hours of work
a) Normal work week: General shift: 9am to 5pm
A shift: 6am to 2 pm
B shift: 2pm to 10 pm
C shift: 10 pm to 6am
Weekly off: one weekly off based on the shift
b) Lunch/ Dinner Break:
It is recommended that the employees may take 30 M lunch / dinner break based on the shift timing.
c) National/ Festival Holidays:
The companys establishments will observe 8 national festival holidays in a calendar year, while the
number of holidays will remain same.
d) Dress Code:
The company maintains a business formal working environment. All employees should use discretion in
wearing attire that is appropriate for the office, work / process environment needs and customer
interaction.
e)

Safety & Security:

a) No smoking policy:
Office premise/ compound is designated as NO SMOKING zone.
b) Injury on Duty:
Employees should adhere to safety rules and regulations defined by the EHS department.

If an employee is injured during the course of employment, the person should be sent for medical
treatment immediately.

The company have made tie-up with nearby hospital for any medical emergency.

Depending on the severity of the case of accident claims must also be submitted to the concerned
Insurance Company.
c) Security:
All the employees will be issued with a security access card, giving them access to the office. It will
be the responsibility of the employee to ensure that the card is maintained and carried safely.

18

The access card is company property and should an employee resign from the company, it will be
returned to the HRD on the last working day.
To ensure a SAFE and SECURE working environment, all employees are expected to conform to
various guidelines issued by the EHS department from time to time.
d) IT practices:
1. Software Pirating and Security:
Unauthorized copying of software or use of software which has been copied is authorization, is
expressly forbidden. This is a requirement of the Copyright Act. Therefore it is the responsibility of
manager to ensure that no pirated copy is being used and in case if the software used or kept on any
computer is a pirated copy then the staff will inform their HOD branch or department about such case.
2. Shifting of Computer Equipment:
Relocation of another desk or department is to be done by IT department only, following a written
request from the department manager disconnection of the cabling is also to be done by the IT
department ;unauthorized tempering with cabling may result in other staffs equipment loosing
connection to the central computer facility.
3. Password Protection:
Passwords are an important aspect of computer security. They are the front line of protection for user
accounts. A poorly chosen password may result in the compromise of DIL Group Companys entire
corporate network. As such, all DIL Group Companys employees are responsible for taking the
appropriate steps, as outlined below, to select and secure their password.
4. Email: Company maintain electronic mail as a mean of communication with employees, customers,
venders, consultants, business partners and other individuals and organizations associated with
companys business.
5. Chain E Mail:
Electronic mail throughout company allows for faster and more accurate sharing of information within
the organization. If an employee receives chain Email he should delete it immediately.

19

SECTION 5
EMPLOYMENT BENEFITS

Compensation & Benefits:
1) Pay Policy:
The compensation policy of the company will be to pay equitably for services rendered in a manner
that attracts, motivates and retains competent employees while providing appropriate control of overall
salary costs.
The applies to all employees without regard to gender, religion, belief, political opinion, culture,
language ethnic/ social origin, age, disability or family responsibility.
2) Pay Days:
Salaries will be paid directly into employees bank accounts before the last working day of each
month. Normally the salaries will be credited in the respective accounts of the employees by 25th of
every month. However incase of workmen salary will be paid before 7th day after closing the month
for which salary is due and payable.
3) Performance Management System:
Objective:
The Performance Management is the systematic approach for defining, measuring, motivating and
improving the value creation of an organization through its processes, teams and individuals. The
objective of Performance Management System is to deliver superior, sustainable and predictable
business results through its people. Human performance is maximized when the individuals performs
to their maximum ability in the best interest of the organization and is structured in order to reinforce
its strategic goals.
Process:
The Performance Management process consists of:
i.

Set goals for the year and define key performance areas at the beginning of the performance period.

ii.

Quarterly review of performance against the agreed KPA.

iii.

Re-determination of KPA the course of the year, by way of additions/ changes as may be warranted
by changed situations/ environment/ opportunity.

iv.

Counsel, advice and support each employee periodically to bring the performance in line what is
expected.

v.

Measuring the overall performance of the year jointly with the appraisal at the year end.

vi.

Using the system as one of the inputs for rewards, progressions.

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KPA Setting Process:

The KPA would be set on a participative basis through discussion between the superior and the
subordinate. The HOD will have the overall responsibility in respect of the achievement or otherwise
of the subordinate performance, thus the subordinates KPA would be substantially derived from those
of their superior.
It is expected that each management would have certain unique goals/ KPA applicable to their specific
position/ situation/ responsibilities in addition to what has been cascaded down to them.
Some important aspects to be noted while determining KPA will be as follow: KPA would need to be specific for each employee.
 Depending on the nature of work the KPA may be specified in quantitative and qualitative terms within
a time limit.
 As far as possible, KPA should be defined in measurable terms.
 Measurement may be reflected in terms of achievement of a specified absolute quantity.
4) Salary Reviews:
Salary review will normally be conducted annually and will be linked to the overall financial results of
the company, individual performance assessment and the average compensation levels for similar job
levels in other comparable companies.
Compensation level in other comparable organizations will be ascertained by conducting salary
surveys & other available methods.
Performance year for the purpose of compensation review will be April March. The compensation
charges will be implemented normally effective 1st April of the subsequent year.
Any salary or benefits review including change in title/ position etc will require a two level line
approval and HRD occurrence.

Leave Policy:
Objective:
Paid absence is extended to the employees to provide for personal work, rest and recreation, sickness,
emergencies.
Eligibility:
1. Permanent Employees
i. Privilege Leave:
The employees in the Manager and officer cadre will be eligible for 28 days of privilege leave in a
year. The employee in the staff cadre will be eligible for 22 days and below the staff cadre will be
21

eligible for 18 days of privilege leave in a year. Every employee who has completed a period of 12
months continuous service in a year shall be allowed during the subsequent period of 12 months. The
leave will be credited to an employees leave account or the completion of the calendar year. The
unavailable privilege leave will carry over to the next leave period subject to a maximum of 90 days
of privilege leave will be lapsed.
ii.

Casual leave:
The employees in every cadre will be eligible for 7 days of casual leave in a year. Maximum casual
leave permissible at a time will be 3 days.

iii. Sick leave:

The employees in every cadre will be eligible for 7 days of sick leave in a year. The leave will be
credited to an employees leave account on completion of the calendar year. If the sick leave is more
than 2 days the employee will have to produce the medical certificate from a registered medical
practitioner.
iv.

Maternity Leave:
Female employees shall be entitled to maternity leave as per the Maternity Benefit Act, 1961.

Cafeteria:
Company provides subsidized cafeteria services to all its employees.

Hospitalization:
The company will provide hospitalization insurance cover to the employee as per the scheme
introduced by the HRD.

Personal Accident Insurance:
It provides the individual employee cover by way of monetary compensation in the event of a bodily
injury resulting from accident.

Provident Fund:
All employee will be concerned under the PF. Currently the company contributes 12% of the basic
salary & the employee also make a matching contribution.

Gratuity:
All permanent employees of the company will be eligible for gratuity benefits under the provision of
payment under the gratuity Act.

Relocation / Transfer Policy:
1. when the employee or candidate is required to relocate from one city to another as approved by the
mgt , the company will provide the benefits
22

2. Shipment of personnel goods.

3. Expenses.

Local conveyance usage & Reimbursement Rules:
To establish clear guideline for local conveyance usage and reimbursement of conveyance expenses for
local travel in company work.

Domestic Travel Entitlements:
To establish clear guideline for domestic business trips and ensure uniformity, smooth operations
without compromising on internal controls.

Foreign Travel Policy:
The travel requisition form should be completed by the concerned employee indicating the duration of
tour.

Mobile Usage:
The company will provide the SIM card to the employee based on the usage category. The usage
category will decided by the HOD in consultation with HR. The mobile instruments will be provided
only to top management.

23

STANDARD OPERATING PROCEDURES(SOP):

1.

SOP for Recruitment of Personnel

2.

SOP for Training of Personnel

3.

SOP for Specimen Signature

4.

SOP for defining job responsibilities & Organizational Organograms.

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TITLE: SOP FOR RECRUITMENT OF PERSONNEL

OBJECTIVE:
Describe procedure of systematic recruitment and induction of personnel at all level across the organization.
SCOPE:
Scope of the SOP shall be limited to the following department of Fermenta Biotech Limited
-Quality Assurance
-Quality control
-Human Resource
-Warehouse
-Production
-Engineering
-EHS
-HR
-IT
o RESPONSIBILITIES:
Officer/ Executive HR:1.

To prepare personal file of the new employee.

2.

To provide appraisal form and evaluation form to the head of the concerned department at the time of

appraisal.
3.

To ensure the execution of pre employment medical fitness.

Manager HR:1.

To take the approach of man power from the plant head.

2.

To collect the applications from employment exchange, local sources and through other agencies.

3.

To conduct interviews of the candidates with respective department head.

4.

To task approval from the management for confirmation.

5.

To issue the letter of intent and appointment letter to the selected candidate.

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o PROCEDURE :1.

Operating manager of concerned department shall provide the manpower requirement as per current
version of format number to HR department.

2.

After collecting the form, Manager HR shall assess the requirement of manpower by concerned
department head and discuss with plant head and shall take the approval.

3.

After approval from Plant Head, Manager HR shall collect application matching candidate
qualification with job specification/Description through the internal data bank/
consultants/employment exchange/external advertisement and forward to respective operating
manager for short-list.

4.

After scrutinizing the received application as per requirement, Manager HR shall issue the interview
letter to scrutinized candidate or inform the candidate telephonically.

5. Manager HR shall conduct the interview as per scheduled date and time after discussion with manager
of concerned department.
6.

HR officer/ Executive shall provide the application form of employment to the candidates called for
interview as per current version of format number.

7. Application form for employment shall be filled up by candidate.

8. No Debarment declaration:
A declaration shall be obtained by manager HR from the new employee (In management and
supervisory cadre) as under, before employment, I declare that I have not been debarred by any drug
regulatory agency, including US-FDA, from working in pharmaceutical industry.
A false declaration would lead to the termination of service.
o The declaration shall be filled in the personal file of the employees by Manager HR.


Manager HR shall keep an updated list of persons debarred by US-FDA or any regulatory Agencies for
working in pharmaceutical industry.

Manager HR shall issue the letter of intent to selected candidate by hand, by post or through mail.

Manager HR shall issue the appointment letter indicating the probation /training period to the new
employee.

After successful completion of probation period, appraisal form & evaluation form shall be filled
up by head of concerned department as per current version of format number for the management staff
and for workmen

Manager HR shall take approval from the management for confirmation.

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HR Executive/officer prepare the personal file of a new employee which contain the following
document:

1. Application form duly completed and authenticated by authorized person.

2. Employees photography on the right top of personal file.
3. All educational and professional certificates.
4. Experience certificate mentioned in the employment form.
5. Offer letter and appointment letter respectively.
6. Attach medical fitness certificate as per current version of format number.
7. Joining report as per current version of format number.
8. Personal detail sheet.
9. Personal master sheet.

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TITLE: SOP for Training of Personnel

Objective:
To describe a procedure for Training management to ensure that each person is appropriately trained
and qualified to perform all tasks as per his/her job.
Scope:
Scope of this SOP shall be limited to the following:
-Quality Assurance
-Quality control
-Production
-Warehouse
-Engineering
-HR
-IT
-EHS
Responsibility:
Operating Manager:
o To prepare master training need matrix w.r.t job roles.
o To prepare ongoing training needs matrix.
o To conduct the training and performing training evaluation.
o To ensure training gap analysis record in maintained.
o To review the training record.

Trainee:
To maintain the individuals training record.
Manager HR:

To explain the company policies and procedure to new joinee.

To ensure the compliance of SOP.

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Procedure:
Types of Training:
The training system at FBL is categorized as follow:

Induction Training

On the Job Training

External / offsite Training
Training Topic shall be categorized as follow:

cGMP/Regulatory

Activity based SOPs Developmental

Safety Training.

Induction Training:
On going the new employee shall undergo induction training as under:
1. Introduction to company, HR policies and company rules by HR.
2. cGMP training by operating manager
3. Safety training by EHS.


HRD shall fill the intimation form of new joinee.

They shall be trained and evaluated orally on all essential SOPs specific to the job role assigned,
before starting Induction training record of the new joinee shall be made.

Department specific training to new employee shall be assigned by the operating manager based on job
role.

On The Job Training:

On job training shall be provided to individual on the shop floor based on the job role assigned.

External/offsite training:

External /offsite training may be on the following areas but not limited to:
 Regulatory
 Technical
 Developmental

Developmental Training may be behavioral, personality development, team leadership

program, work culture, work ethics, team building etc.

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Identification of Training Needs:

Management of concerned department shall identify the training needs quarterly basis.

After identification of training needs, a quarterly master training need matrix shall be prepared.

Based on the recommendation provided by the department head as per needs identified in the
annual appraisal process of employee.

Identification of trainer:

Trainer can be qualified and experienced person having the knowledge for certain courses/
SOPs.

Retraining :

Retraining of the employee shall be done in following cases

 The employee shall be retrained in the situation if the score less than 70%.
 Remedial action may result from failure to meet or maintain the performance standard.

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Title: SOP FOR SPECIMEN SIGNATURE

Objective:
To lay down the procedure for maintaining the record for specimen signature in order to identify the
individual through their signature and authority is awarded.
Scope:
The scope of the SOP shall be limited
-HR
-Quality Assurance
Responsibilities:
Office/Executive HR: To maintain the specific signature card as per procedure laid down in SOP.

Responsible for the compliance of the SOP.

Procedure: In HR executive shall maintain the specific signature card.

In case of new joinee, HR officer/ executive shall prepare employees specimen signature card and
shall take full and initial specimen signature of new joinee.
In case an employee resigns, HR executive shall close the specimen signature card.

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TITLE: SOP FOR DEFINING JOB RESPONSIBILITIES AND ORGANIZATIONAL

ORGANOGRAMS.
Objective:
To describe the procedure for defining and preparation of job responsibility for each position and
organization organogram at FBL.
SCOPE:
-Quality Assurance
-Quality Control
-Production
-Warehouse
-Engineering
-HR
-EHS
-Infotech

Responsibilities:
Each individual:
For compliance to defined job responsibilities.
Concerned Department Head:
For defining job responsibilities of each position.
Manager HR:
For preparation of organogram of each department.

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Procedure:
Job Responsibilities for position:
Manager HR shall initiate the process of defining the job description of each position (such as
mangers, executives, officers)
Department head shall prepare the job responsibilities of individual.
The original copy of job responsibility shall be stamped as OBSOLETE COPY.
ORGANOGRAM:

The organogram shall be prepared by HRD.

The organogram shall be updated in case of transfer/ resignation / joining of person at specific
position or as and when required.

The superseded copy of organogram shall be stamped as OBSOLETE COPY. The same shall be
maintained with HR.

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EXPERIENCE
My experience of on-the-job training was a pleasant one. It was a pleasant experience to
work with Fermenta Biotech Ltd. Nagwain. My sincere thanks to Mrs. Savita Jamwal , Mr. Neeraj
Sharma, Mr. Hira Singh Thakur and the staff for assisting me in my job training.
On my first visit to the office, I was made aware of the companys background. On the subsequent days I
was introduced to various branches of HR department. The various branches are: Policy, Law, R&D,
Recruitment, Training of personnel etc. I was told about the working of the various Departments like
Policy, Law, and Recruitment etc.
I take this opportunity to thank the staff of Fermenta Biotech Ltd. Nagwain and Mrs.Savita Jamwal, for
assisting me in completing my on-the-job training.

PANKAJ THAKUR

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