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HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : Table of Contents
HRPPM 01 HRPPM 02 HRPPM 03 HRPPM 04 HRPPM 05 HRPPM 06 HRPPM 07 HRPPM 08 HRPPM 09 HRPPM 10 HRPPM 11
ORGANISATION DESIGN MANPOWER PLANNING RECRUITMENT AND SELECTION INDUCTION PROBATION AND CONFIRMATION SEPARATION LEAVE RULES TRAVEL RULES COMPENSATION STRUCTURE INCENTIVES PERFORMANCE APPRAISAL
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 01 Subject : ORGANISATION DESIGN POLICY The policy of Continuum Systems towards Organisation Design is to provide a framework and outline a network of relationships among role occupants within which employees are expected to behave. The organisation design describes the levels of positions, designations and the reporting relationships within the organisation. Procedure The CEO shall prepare the organisation design based on the manpower plan for 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 at each level and the reporting pattern. The organisation design once formalized is to be circulated to all other people in the organisation. The CEO shall modify the organisation design when some new position is introduced or some position is modified.
No. of Pages : 1 Page No. 1 of 1 Copies with : Supercedes : Authorized by : Abc, CEO
No. of Annexures : 1 Issued on : January 1, 2000
Subject : ORGANISATION DESIGN Annexure - 1 No. of Pages : 1 Page No. 1 of 1 HRPPM - 01
ORGANISATION DESIGN
CEO
HEAD OF SALES
REGIONAL SALES MANAGER
CORPORATE RELATIONS EXECUTIVE
SALES EXECUTIVE
EXECUTIVEMARKETING SERVICES
COMMERCIAL EXECUTIVE
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 02 Subject : MANPOWER PLANNING
POLICY The policy of Continuum Systems is to predict the manpower requirements and by matching of manpower needs to the business plans, control the wage and 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 same period, 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 the following:~ An assessment of the size of the overall market and the companys possible 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 his written approval for the manpower plan, which shall form the basis of all recruitment. 2) A new employee may be needed in the organisation because of: Business Expansion Business Reorganisation New skills required to do a certain job based on the half yearly manpower plan or on account of Vacancy due to separation. No. of Pages : 2 Copies with : Page No. 1 of 2 Supercedes : No. of Annexures : 2
Authorised by : Abc, CEO
Issued on : January 1, 2000
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 02 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 (See Annexure 1 of HRPPM 02). The justification should include details of new functions/processes, increase in workload i.e. no. of transactions, functional areas, key responsibilities etc. 4) On receipt of the approval from the CEO the HOM shall proceed with recruitment of the suitable person as per the Recruitment procedures. ( Ref to HRPPM 03 ) JOB DESCRIPTION Policy The policy of Continuum Systems is to give all employees an understanding of the tasks to be performed by them and the qualifications and experience required to perform the same. This information shall also be used for setting standards for selection; criteria for performance evaluation and for setting job standards 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. This will be prepared on the basis of the half-yearly manpower plan and the information 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 shall inform 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 jobs The 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
Copies with :
Supercedes : Issued on : January 1, 2000
Subject : MANPOWER PLANNING Annexure 1 No. of Pages : 1 Page No. 1 of 1
HRPPM - 02
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 covered should be specified.) 9. LOCATION / AREA OF SALES COVERAGE 10. COMPENSATION
_______________ Signatures of HOM
Subject : MANPOWER PLANNING Annexure 2 No. of Pages : 1 Page No. 1 of 1
HRPPM - 02
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:
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 03 Subject : RECRUITMENT AND SELECTION POLICY It is the policy of Continuum Systems to ensure that the company attracts and retains the most suitable personnel available based on necessary qualifications, skills, aptitude, merit and suitability in accordance with the organisational requirements in each of its areas of functioning. Continuum Systems believes that it is the cumulative results in this area of satisfying companys needs for personnel both in qualitative and quantitative measures, which influences the future 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 employees in jobs to which they are best fitted physically, mentally and temperamentally; where they have strong expectations of being well adjusted to their work and to 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 be expected to join the services of the company within 30 days of issue of appointment letter. However, the CEO under exceptional circumstances may grant extension in this period. 4. 5. 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. Every candidate who is to be appointed to a post in the company shall be required to undergo a medical examination by the companys Medical Officer and shall be required to satisfy the medical fitness standards prescribed for the post.
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : RECRUITMENT AND SELECTION 6. 7.
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If on verification, at the time of appointment it is found that the employee has furnished wrong information, he is liable for termination from the services of the Company. In order to ensure that the character, antecedents and previous work background of the candidate proposed to be appointed are such as not to render him unsuitable for appointment to service in the company, the candidates character, antecedents etc are to be verified. The commercial department shall be responsible for reference check and antecedents verification before the appointment letter is issued to the selected candidate.
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Procedure 1. 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 as outlined in Annexure II of HRPPM 03 for recruitment of the new employee. The HOM or the person to whom the responsibility is delegated in this behalf shall interview the candidates who apply for the vacancy. The interview of the candidate will be marked in the Interview Guidelines & Assessment Format given in the Annexure IV of HRPPM 03. The assessment shall be based on the Job Specification and the Man Specification for that particular post. In case HOM has delegated the responsibility for the initial interview to some other person, then the HOM shall meet the selected candidates before recommending the candidate for interview by the CEO. The person selected by The HOM shall meet The CEO. The CEO shall take the final decision on the appointment of the new employee. All candidates shortlisted for the final interview with the CEO shall be required to undergo various psychometric tests as specified in Annexure III of HRPPM 03. The data from these tests shall be used as an additional input in the selection process. No. of Annexures : 4 Issued on : January 1, 2000
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HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 03 Subject : RECRUITMENT AND SELECTION 7. The HOM or someone assigned by him shall do the reference check and antecedents verification for the candidates selected for appointment. The HOM shall send the Interview Guidelines & Assessment Format (Annexure IV of HRPPM 03) duly filled in to the CEO with application and employment form along with copies of the certificates for employment of the applicants. He will do this only if he fulfills the Job specification, Man Specifications for that and if he clears the reference check and medical examination. 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 the appointment letter.
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Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 Page No. 1 of 6
HRPPM - 03
APPOINTMENT LETTER-SPECIMEN
Date Name of Employee Grade Address Dear _____, This is with reference to your interview dated______ , 2000 and your recent discussion with us, we are pleased to offer you an appointment in our company under the following terms and conditions. 1. 2. Your initial designation will be ______________ in Grade_____. You will draw the following compensation : Basic Salary HRA Conveyance Allowance Meal Coupons LTA Medical Flexi basket Others 3. Your Date of Birth as given by you is ___________ and you will automatically retire on attaining the age 58 years. An extension may however be given at the discretion of the management as per the rules of the organisation. 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. Other terms and conditions of your employment are appended in Annexure. Please return the duplicate copy of the letter of appointment duly signed in token of understanding and acceptance of this offer.
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Wishing you all the best and welcome to a rewarding relationship with us. Yours Faithfully For Continuum Systems Authorised Signatory Accepted
Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 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 :
HRPPM - 03
You will be on probation for a period of 6 (six) months from the date you report for duty. After the expiry of your probationary period, it will be open to the management either to confirm you or to extend your probation. If, however, the management does not confirm you on the expiry of the probationary period or does not extend the period of probation, your services shall automatically stand terminated on the expiry of the probationary period. The Management, however, reserves the right to terminate your services without assigning any reasons during the probationary 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 salary in lieu thereof. b) You have been engaged on the presumption that the particulars furnished by you in your employment application are correct. In case the said particulars are found to be incorrect or that you have concealed or withheld some other relevant facts, the Management may terminate your services without any notice. c) If during the period of your service, the Management comes to the conclusion 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 any Department/ 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
HRPPM - 03
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 in writing 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 orders and regulations and will faithfully serve the Company and put in your best endeavours to promote the interest of the company. During such time as you may be engaged in connection with the business of any other sister/associate concern of the company, you will at all times readily conform to, abide and execute all lawful instructions which may be 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 to the 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 by any persons in their employ. d) You shall not, except as authorised or required by your duties towards the company, reveal to any person, persons or Company any of the trade secrets, secret or confidential information, operations, processes, know-how, drawings, designs, specifications or dealings concerning the organisation, business finances, transactions or affairs of the Company which may come to your knowledge during your employment or which may have come to your knowledge and shall keep with complete secrecy 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 the company which at present are in force and which may be added, modified, amended, altered, changed, or replaced from time to time by the company. Authorised Signatory
Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 Page No. 4 of 6 6. Intellectual Property of the Company :
HRPPM - 03
a) You agree to retain the Company's Intellectual Property, secret or confidential information, business finances, transactions or affairs of the Company, 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, except for or on behalf of the Company, not to disclose, directly or indirectly, Company's Intellectual Property, trade secrets and confidential information, except as authorised on a confidential basis, or to a person having a valid contract with the Company under which its nature as a tradesecret is respected and the recipient promises to retain it in confidence. Upon cessation of employment, you agree to surrender to the Company all tangible forms of Company's Intellectual Property, trade secrets and confidential information, which you may then possess or have under his control. b) Upon termination of your employment or upon your ceasing to be in the Company's employment for any reason whatsoever, you shall immediately 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 in any way to the affairs of the Company.
c) You shall promptly disclose to an executive office to the Company all inventions, discoveries, improvement and enhancements devised by you while 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 by the company, or the manufacture, development or sale of which was at the time of said invention, discovery, improvements, or enhancements in contemplation by the Company. You hereby further agree to transfer and assign to the Company all the interests you may have in the right, title and interest in and to the same, including any interest in and to any domestic or foreign patent rights, trademarks, tradenames and copyrights therein and any renewals thereof. on request of the Company you shall execute from time to time, during or after the termination of your employment, such further instruments, including without limitations, application for letters of patent, trademarks, tradenames and copyrights or assignments thereof, Authorised Signatory
HRPPM - 03
as may be deemed necessary or desirable by the company to effectuate 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 shall coordinate 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 confidential information that is or may be revealed to you by the Company unless specifically authorised to do so in writing by the Company. 7. This appointment and its continuance is subject to your being and remaining medically (physically and mentally) fit. In this regard, the opinion of the Doctor, nominated by the Company, shall be final and binding on the parties. 8. Any change in your residential address, marital status or other details must be communicated to us in writing. 9. Other Benefits : a) You will be entitled to the benefits under the Company's Medical Scheme. b) You will be entitled to reimbursable Leave Travel Concession as per the scheme of the Company. This amount can be drawn only once in a year.
HRPPM - 03
10. Medical Examination and Documentation : a) Your appointment will be subject to your producing a Medical Report from the Company's Medical Officer testifying to your fitness for work. b) Your continuation in service will also be subject to satisfactory verification of your credentials, testimonials, etc. You are required to bring the following certificates and documents in original when you report 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.
Subject : RECRUITMENT & SELECTION Annexure II No. of Pages : 1 Page No. 1 of 1
HRPPM - 03
SOURCES OF RECRUITMENT
Recruitment at all levels, after getting a sanction from the CEO, shall be made from the sources mentioned below. a) b) c) d) Through referrals given by the company employees. From open market through advertisement. From reputed Management Institutes through campus interview for entry level people. By making reference to recognised associations and agencies that maintain rosters of suitable persons in different skills.
Subject : RECRUITMENT & SELECTION Annexure - III No. of Pages : 1 Page No. 1 of 1
HRPPM - 03
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
Subject : RECRUITMENT & SELECTION Annexure - IV No. of Pages : 1 Page No. 1 of 1
HRPPM - 03
INTERVIEW GUIDELINES & ASSESSMENT FORMAT

Name of Candidate : SL. NO. 1. 2. 3. 4. 5. 6. 7. 8. 9. FACTORS FOR EXCELLENT EVALUATION Appearance and manner Confidence Technical knowledge Communication skills Professional Skills Work planning Stability in job Principal accomplishments Relevance of work experience GOOD Position: AVERAGE POOR
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
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 04 Subject : INDUCTION INDUCTION POLICY The policy of Continuum Systems is to make the new employee feel comfortable by making him familiar with the organisation, its people, their functions, the policies, the facilities provided by the organisation and his own functions as well as expected contributions. Rules 1. 2. When a new employee joins the organisation he will be given an induction plan on his first day (Refer Annexure I of HRPPM 04). No Induction will be considered complete till all the formalities are over.
Procedure / Activities 1. 2. 3. 4. 5. The Head of Marketing shall prepare the induction plan before the date of joining of the new employee. The induction plan shall include all the activities that will take place to induct the new employee in the organisation. The Head of Marketing shall introduce the new employee to the other employees in the organisation. The CEO will make the new employee familiar with the Vision of the organisation and the strategy to achieve the Vision. The HOM shall explain to the new employee all the daily routine activities and about the availability of all the things that will be of use to him in his work. The new employee shall be given the Policy Manual to read. No. of Annexures : 3 Issued on : January 1, 2000
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No. of Pages : 2 Page No. 1 of 2 Copies with : Supercedes : Authorised by : Abc, CEO
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 04 Subject : INDUCTION 7. On the first day of joining the new employee will be handed over an Induction Letter along with the Joining Report Form (Annexure II & III of HRPPM 04). The employee should return within 2 days the Joining Report duly filled in along with the required documents to the Commercial Department. In case, the new employee faces any difficulty in complying with the above procedures, he may feel free to get in touch with the commercial department; they will do their best to assist him. The commercial department shall maintain the personal files and records.
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Subject : INDUCTION Annexure - I
HRPPM - 04 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, the functions of the organisation, profits and plans, what is the function of the different 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. 2. 3. 4. No of days for Induction No of people involved in Induction of the new employee Amount of time spend by every individual involved in the plan The amount of information required for the new employee, according to the position at which he is joining.
Subject : INDUCTION Annexure II
INDUCTION LETTER FORMAT

Date Dear , Welcome to the Continuum Systems family. At Continuum Systems we work like a team getting ready for an important game. We carefully choose the members of the team who would represent us, we give them intensive training, we make them feel comfortable, we get inspiring captains and competent managers to take care of all the aspects. In each 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 Resource Policies, our leaders and our back end departments. Continuum Systemss success has largely been due to its fair people practices and I am sure you too will be proud to be with us. We will definitely be proud to have 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 with required document to the commercial department. For any clarifications your commercial department is just a click or a call or a step away. Drop in for clarifications, guidance or just plain words of wisdom. They love to have you around. Thanks for your cooperation. Best Wishes
Abc CEO
Encl: Joining Report
Subject : INDUCTION Annexure - III
JOINING REPORT
Please fill the following information and submit it along with the various documents listed below, to the Commercial Deptt. Name Designation Reporting to Grade Date of Joining Department List of documents to be submitted: a) b) 2-passport size colored photographs, which will be retained in your personal file. Photostat copies of Qualification Certificates. Originals may be brought for verification, after which they will be returned back to you. Experience certificate in support of your clearance from the last employer. Certificate in support of the date of birth as per school records. Documentary evidence and proof of your last drawn salary.
c) d) e)
Signature of Employee
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : PROBATION AND CONFIRMATION PROBATION & CONFIRMATION POLICY The policy of Continuum Systems is to retain the most suitable persons. Rules
HRPPM - 05
Unless otherwise provided as per the terms of appointment, the following policy will govern the probation and confirmation of employees. 1. All employees on their first appointment in the service of the Company including employees appointed to a higher grade on the basis of an open selection shall be placed on probation for a period of Six Months. During this period their performance will be watched carefully with a view to determining their suitability for confirmation against the post on which they have been taken. Employees promoted to higher grades shall also be placed on probation. If during the probationary period, the performance, progress and general conduct of the employee are not found satisfactory or up to the standard required for the post, his services are liable to be terminated at any time without notice and without assigning any reason what so ever. In case the employee had been promoted then he will be reverted to the original grade.
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HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : PROBATION AND CONFIRMATION Procedure
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1. Every new employee appointed in the companys service shall be issued a formal letter of confirmation on satisfactory completion of the probationary period. The employee shall be considered to be continuing on probation until so confirmed in writing. 2. The HOM shall appraise the performance of employee as per the appraisal form and forward his recommendations to the CEO. The CEO shall then decide whether he is to be confirmed or not. 3. The letter relating to the confirmation shall normally be issued within a week of completion of the probationary period. If, however, for administrative or other reasons it is not done so, the commercial department 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).
No. of Pages : 2
Page No. 2 of 2
No. of Annexures : 1
Copies with : Supercedes : Authorised by : Abc, CEO
Subject : PROBATION AND CONFIRMATION Annexure I No. of Pages : 1 Page No. 1 of 1
HRPPM - 05
CONFIRMATION LETTER
Date
Name of the Employee Address
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 Salary HRA Conveyance Allowance Meal Coupons LTA Medical Flexi basket Others We wish you all the very best for your stay with our organisation. We look forward for a mutually benefit association with you for a long term. With Best Wishes
Dr.Hardeep Singh CEO
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : SEPARATION SEPARATION POLICY
HRPPM - 06
Continuum Systems has a policy to identify and remove hardships from the person or the process while he leaves the organisation. Continuum Systems will try to remove the bad taste from the person who is leaving and also make the process of his leaving efficient by settling the accounts etc in an efficient manner. Rules 1. Except as may be specifically provided in the Appointment Letter, the Management may at any time discharge an employee from service by giving 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 will be required. The company may also terminate the services of an employee on the following 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. If on verification, at the time of appointment or at a later date it is found that the employee has furnished wrong information, his services with the company will be liable to termination.
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No. of Annexures : 4 Issued on : January 1, 2000 HRPPM - 06
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : SEPARATION
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Superannuation Every employee shall be required to retire from service on attaining the age of 58 years. The management, may however, on review retire any employee after he attains the age of 55 years after giving 3 months notice or payment of three months salary and allowance in lieu thereof. An employee may also, after attaining the age of 55 years, opt to retire voluntarily from the service of the company on giving 3 months notice. Employees retiring between the age of 55 and 58 years will be eligible for the retirement benefits as prevailing at that time. In exceptional cases extension in service not exceeding one year at a time may be granted to an employee after the age of 58 years.
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The CEO shall conduct an Exit Interview of employees leaving voluntarily or on superannuation.
PROCEDURE 1. 2. When a person leaves an organisation he will submit a formal resignation letter to the CEO. The CEO shall meet the employee before he accepts the resignation, so as to understand the reason for his leaving the organisation. If the CEO accepts the resignation then he will forward the same to the Commercial Department. The CEO shall give him the relieving, experience and salary letter. (Annexure I, II & III of HRPPM 06) The CEO then will have an exit interview with the employee and fill the Exit Interview Form. (See Annexure IV of HRPPM 06) The commercial department shall ensure that all payments, incentives etc due to the employee are paid to him within a week of his leaving the organisation subject to the employee returning
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all literature, samples, equipment etc. issued to him and formally handing over charge to the person so designated by the HOM No. of Pages : 2 Page No. 2 of 2 Copies with : Supercedes : Authorised by : Abc, CEO Subject : SEPARATION Annexure - I No. of Annexures : 4 Issued on : January 1, 2000 HRPPM - 06 No. of Pages : 1 Page No. 1 of 1
RELIEVING LETTER
DATE
NAME ADDRESS 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 are being 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,
Abc Chief Executive Officer
Subject : SEPARATION Annexure - II
EXPERIENCE CERTIFICATE
TO WHOMSOEVER IT MAY CONCERN This is to certify that Mr./Ms. __________________________, S/o or W/o Mr.___________________________ has served our organisation from __________Year to __________2000. He/she was a good/excellent employee. His/her contributions have helped the organisation grow. He/She showed sincerety and hardwork in completing all the 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 Singh CEO
Subject : SEPARATION Annexure - III
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 Salary HRA Conveyance Allowance Meal Coupons Others ANNUAL BENEFITS LTA Medical PF In addition to the above he/she was also paid an incentive based on her own performance and the performance of the organization. Flexi basket
For Continuum Systems
Dr.Hardeep Singh Chief Executive Officer
Subject : SEPARATION Annexure - IV
EXIT INTEVIEW FORM

Name Reporting to Department Date of joining Feedback about the organisation Designation Grade Location Date of leaving
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
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 07 Subject : LEAVE RULES LEAVE POLICY It is the policy of Continuum Systems to provide leave facility to its employees; to attend to their personal work, contingencies and for rejuvenation. ENTITLEMENT In a calendar year the following types of leaves shall be admissible to the employees, subject to rules a) b) Casual Leave (Including Sick Leave) Privilege / Earned Leave year of regular attendance 12 Days 21 Days for every
A) CASUAL LEAVE (CL) Rules i) Every employee shall be entitled for a total of 12 days Casual Leave in a calendar year. ii) a) b) In case of new employees the number of days entitlement during the first calendar year shall be as follows: For those joining service between January 1 to June 30 12 days For those joining service between July 1 to December 31 6 days iii) iv) v) vi) CL can not be combined with any other leave. Sundays, holidays or any other weekly rest days falling before or after the CL shall not be counted as leave. Any holiday that falls between two CLs will be counted as CL too. 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 next calendar year. CL cannot be encashed. The management holds complete discretion in terms of granting such leaves and also for the period of time, such leave may be granted.
vii) viii)
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 07 Subject : LEAVE RULES ix) The employee shall not be entitled to take more than 3 days of CL in a row (Excluding Sundays, holidays falling before or after) except in case of sickness.
Procedure i) For availing Casual Leave, an employee should normally apply at least 2 days in advance in the prescribed form (Annexure I of HRPPM 13). In case of an emergency, the employee should inform his immediate supervisor or the commercial department, telephonically on the first day of leaves and give a formal application immediately after resuming work. ii) iii) CL application must be submitted immediately on resuming duty, in the prescribed format. If CL in case of sickness, is more than 2 days, it should be supported by Medical certificate and Fitness certificate of a Qualified Doctor or Registered Medical Practitioner. In case the management so desires the company may get the employee medically examined by their own Doctor to determine the fitness of the employee when he resumes duty after sickness. The Head of Marketing shall sanction CL. The commercial department shall be responsible for the whole process and record keeping.
iv)
i)
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 six months of their service in the company, though the same will accrue to him and be credited to his account at the end of the 6 months period. Sundays (or the weekly rest day) and holidays falling before or after the PL shall not be counted as PL. Page No. 2 of 3 Supercedes : No. of Annexures : 1
iii)
No. of Pages : 3 Copies with :
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL HRPPM - 07 Subject : LEAVE RULES iv) v) vi) vii) viii) The intervening Sundays (weekly rest days) and holidays shall be counted as PL. Employees can encash their PL provided they have 42 days accumulated leave in their account. Employees can encash a maximum of 21 days of PL at one time. Encashment shall be done on the basis of basic salary only. Money received against the encashed PL shall be taxable as per the Income Tax laws applicable. PL can be accumulated upto a maximum of 63 days.
Procedure i) PL is to be sanctioned by The Head of Marketing. The commercial department shall be responsible for the whole process and record keeping. The CEO should be kept informed about these things. For taking PL, an employee shall apply on the prescribed form (Annexure), 15 days in advance. Leave application forms are kept with the commercial department. (Attached as Annexure 1) The management holds complete discretion in terms of granting such leave and also for the period of time, such leave may be granted.
ii) iii) iv)
Page No. 3 of 3 Supercedes :
Authorised by : Abc, CEO Subject : LEAVE RULES Annexure - I
Issued on : January 1, 2000 HRPPM - 07 No. of Pages : 1 Page No. 1 of 1
LEAVE APPLICATION FORM

LEAVE APPLICATION FORM NAME __________________________ ________________ REPORTING TO __________________ DEPARTMENT ____________________ DESIGNATION GRADE ______________
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 DATE ________________ Signature of the sanctioning authority DATE ____________________
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject: TRAVEL RULES HRPPM - 08
BUSINESS TRAVEL POLICY

It is the policy of Continuum Systems to take care of the expenses incurred by an employee while on tour and to ensure as far as possible that the employee is not out of pocket on that account. It is not the policy of Continuum Systems to compensate a travelling employee for the hardship he/she faces during travelling. It is also not the policy to help the employee to under enrichment.
OUTSTATION BUSINESS TRAVEL RULES WITHIN INDIA

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.
No. of Pages : 6
Page No. 1 of 6
Copies with : Supercedes : Authorised by : Abc, CEO
TRAVEL ENTITLEMENTS
Grades
Mode of Travel Local Travel Expenses (Public Transport)
O-0
O 1
Deluxe Bus / II Class / Sleeper Class Local Bus / II Class Rail Fare / Train Rickshaw / Tanga
Deluxe Bus / I Class / III tier AC Sleeper Class Train
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
O 2-3
A/C. Deluxe bus / II AC Train / ** AIR A/C. Deluxe bus / II AC Train / ** AIR A/C. Deluxe Bus/Ist AC Train/* AIR
D-1 D 2/S 1-2
(* Upto twelve hrs. should be by Ist Train AC (journey) Train fares are applicable for local journey
(** Only for Delhi-Madras, Delhi - in Delhi, Bombay, Calcutta and Madras. Bangalore and Delhi Hyderabad with prior approval of the MD).
Train fare shall be calculated based on If vehicle of the given level is not Mail/Express trains. Special trains such available, the employee shall as Shatabdi and Rajdhani are covered. All journeys shall be performed by The shortest possible route And the mode and class of travel applicable to the person under these rules.
economise the expenses by travelling at the lower level.
Allowance Entitlements I. Travelling Allowance (T. A.)

It shall be applicable from the time the touring person boards in the bus/train till the time he/she leaves the bus/train. Duration Entitlement Upto 6 Hrs. Rs. 30.00 7 - 12 Hrs. Rs. 60.00 13 - 24 Hrs. Rs. 100.00 25 - 48 Hrs. & more Rs. 160.00 However, this T.A. will not be payable in case the train fare includes meal service.
II. Daily Allowance (D. A.)

To cover boarding, lodging & incidental expenses touring staff shall be entitled for 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 period gets extended beyond 9 P.M. the travelling person will be entitled for full daily allowance. Daily Allowance and Lodging Allowance entitlement shall be at the following rates : A
Levels
B Other State Capital Without With Bill Bill

*** Daily Allowance Lodging Daily Allowance & Lodging
C Others
With Bill
*** Daily Allowance Lodging
Bombay/Delhi/Calcutta Without With Bill Bill

*** Daily Allowance Lodging Daily Allowance & Lodging
Without Bill
Daily Allowance & Lodging
S2 S1 D 2 D1 O3 O 2 O 1
Actual 750 500 400 350 250 250
Actual 3000 2500 1750 1250 1000 750
750 600 400 350 300 200 200
Actual 500 400 300 200 175 175
Actual 2500 2000 1500 1000 800 600
700 550 350 300 250 175 175
Actual 800 400 300 200 175 175
Actual 1000 900 800 700 600 500
600 500 300 250 200 150 150
O0
200
350
150
135
300
125
135
300
100
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/Guest Houses. 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 be entitled for day allowance only as per entitlement. 3. Staff who has been provided boarding only by the company/client shall be entitled for night allowance as per the entitlement. 4. If a person arrives in the morning by train (overnight journey) and leaves in evening/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 provided for 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 conveyance expenses of the staff on tour on company's business, subject to the entitlement specified for each grade. It shall be payable only in respect of absence from headquarter/workplace on duty, including the period of halts on duty or an public holiday(s) during such absence but will not be payable for 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.
3. If, two staff members are on tour together they must stay together in double room 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 individual staff's. 5. The Managing Director shall be ultimate authority to interpret these rules and its decision on any matter referred to it on the subject shall be final and binding. Sundry expenses for postage, telegram, telephone, trunk-call, etc. shall be allowed only against vouchers (either actual or as entered in the hotel/guest house bill/s) and only when such expenses have been incurred due to official purpose. 6. Laundry expenses are included in D.A. entitlements. 7. In case an employee is on training programme, seminar etc. where boarding and lodging are provided, only 20% of the daily allowances applicable shall be allowed to cover incidental charges. No surcharge however 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 Accounts Dept. for regularisation of attendance/booking of tickets etc. One copy of the same shall be sent to Accts. Department for settlement of travel expense statement etc. 3. In case of any deviation in such approved itinerary during the tour takes place, the touring staff shall inform and obtain verbal approval of his reporting officer which should be regularised in writing by touring staff, on his return. No. of Pages : 6 Copies with : Page No. 5 of 6 Supercedes : No. of Annexures : 1
4. Copies of such amended itinerary should be marked to the Accounts Department. 5. The staff should submit his travel expenses statement alongwith approved travel plan in the prescribed format within two working days after returning from the journey with the necessary supporting documents. 6. While submitting the accounts, travelling staff to ensure that complete details are enclosed. 7. The ticket jacket in case of air travel and ticket number in case of rail travel shall also be submitted alongwith the travel expense claim. 8. Person should claim his/her tour expenses, uniformly i.e. he/she should either claim expense with bill, or without bills but not mixed (partially with bills and without bills) for the same tour, in order to avoid tedious accounting calculation. 9. No entertainment expenses shall be charged to TA/DA expenses. The same shall be charged separately & got approved by the MD as per the procedure to be laid down by the accounts deptt. Later. Implementation 1. To be implemented with immediate effect. 2. The management reserves the right to reduce/change/discontinue/replace or rename this benefit/facility as it may desire at any time without assigning any reason.
Issued on : January 1, 2000 HRPPM - 08
Subject : ORGANISATION DESIGN Annexure 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 DATE AMOUNT*(RS) TIME DATE TIME TICKET NO.
FARE
EXPENSES INCURRED DA CONVEYANCE RS RS RS
OTHERS RS
TOTAL RS
AMOUNT DUE(RS)
* Where paid by the employee and not by the company.
Subject : TRAVEL RULES Annexure I
01
DA+LODGING/ACTUAL DAILY ALLOWANCE NO. OF DAYS DA FOR DA AMOUNT NO. OF DAYS FOR LODGING LODGING AMOUNT TOTAL AMOUNT [LODGING+DA]
ACTUAL [PERSONAL EXPENSES] BOARDING AND LODGING COOLIE CHARGES POSTAL CHARGES LOCAL TELEPHONE STD / FAX CHARGES OTHERS [SPECIFY] TOTAL 02
DATE
AMOUNT (RS)
LOCAL CONVEYANCE FROM TO MODE OF CONVEYANCE PURPOSE OF VISIT AMOUNT (RS)
OTHERS [GIVE DETAILS]
FARE, IF DIRECTLY PAID BY THE COMPANY, SHOULD NOT BE INCLUDED IN THE EXPENSES INCURRED COLUMN; DA + SURCHARGES OF ACTUALS , WHICHEVER IS LESS SHOULD BE MENTIONED IN THE EXPENSES INCURRED COLUMN.
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : COMPENSATION STRUCTURE HRPPM - 09
COMPENSATION POLICY
1. It is the policy of Continuum Systems to keep the compensation structure
competitive keeping in mind the fast changing employment and business environment 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 the value of the job and the skills level of the people : Basic Salary, HRA, Conveyance Allowance, Meal Coupons The variable component (VC) shall be based on a Flexi Basket of various items to indicate the skills level of the people and to differentiate amongst them for the premium of their experience. The incentive component (IC) consisting of various incentive schemes offered to employees from time to time for improving productivity and to reward effort and performance.
2.2 2.3
3. The Grade Structure is to indicate value of the job, levels of skills (competency) and level of responsibility.
No. of Pages : 7 Copies with : Authorised by : Abc, CEO
Page No. 1 of 7 No. of Annexures : Nil Supercedes : Issued on : January 1, 2000
DESIGNATIONS IN VARIOUS GRADES

Level Non - Professional Operating Level Grade O-0 O-1 0-2 Indicative Designations Officer, Field Officer, Sales Officer, Commercial Officer, Dispatch Officer, Administrative Officer Sales Executive, Marketing Executive, Merchandising Executive, Logistics Executive, Commercial Executive Sr. Executive, Territory Sales Manager, Product Manager, Logistics Manager, Commercial Manager, Specialist, Deputy Manager Area Sales Manager, Sales Manager, Marketing Manager, Manager, Sr. Specialist, Brand Manager, Service Manager Regional Manager, Chief Manager Sales, Chief Manager Marketing, Chief Specialist, Asst. General Manager General Manager, Deputy General Manager Vice-President Executive Vice-President, President, Executive Director, Director, Managing Director
O-3 Directing Level D-1 D-2 Strategic Level S-1 S-2
No. of Annexures : Nil Issued on : January 1, 2000
COMPENSATION SNAPSHOT
Monthly Grade Basic Salary Range HRA * C Al lo w ** O0 O1 O2 O3 D1 D2 S1 S2 2500 - 8500 3000 9500 4400 12750 5800 16750 8000 21750 10,800 28000 15,150 35500 19,750 44500 20% 25% 30% 40% 60% 60% 60% 60% 400 600 800 1250 3500 5000 5000 5000 Meal Cou pon s *** 400 600 700 800 1000 1000 1500 1500 Annually Medical LTA Flexi Basket Range
1month 1 month 1 month
month 1 month 1 month 20,000 30,000 35,000 60,000 60,000 1,00,000 1,00,000 1,20,000 1,20,000 1,75,000
* At Bombay, there will be an additional special allowances 10% of Basic Salary. ** At Bombay field staff will be reimbursed expenses for the Local Train Pass. * * * After 6 months
No. of Annexures : Nil
FLEXI BASKET OF BENEFITS/PERKS The flexi basket shall have monthly/annual benefits/perks for E 3 levels upwards so that employees can pick and choose items from the basket depending on their needs. this list is only illustrative and not exhaustive (Therefore, depending on the needs more items can be added) : The basket will have a mixture of taxable and tax efficient items. Wherever, the individual picks up a taxable item, the tax so incurred shall not be compensated. Items that are taxable shall be taxed as per the law. The amount for the individual shall vary from person to person and shall be fixed at the sole discretion of the Managing Director Amount against each head can be drawn monthly, quarterly or annually as per the directions being issued separately.
Grade Wise Items In The Flexi Basket

Grade O-3 Newspaper/Magazine Allowance Membership of Prof. Bodies Children Education Allowance Medical Reimbursement Leave Travel Assistance Phone Rental Reimbursement (for personal phones) Company leased Accommodation in lieu of HRA
Page No.4 of 7 Supercedes :
No. of Annexures :
Grades D 1 / D 2 Newspaper/Magazine Allowance Membership of Prof. Bodies Children Education Allowance Professional Attire/Apparel/ Allowance Medical Reimbursement Leave Travel Assistance Phone Rental Reimbursement (for personal phones) Soft Furnishing Company leased Accommodation(CLA) House Maintenance Allowance(only for CLA) Vehicle Running & Maintenance Reimbursement Car Parking Car Washing
Page No.5 of 7 Supercedes :
No. of Annexures :
Grades S 1 / S - 2 Newspaper/Magazine Allowance Membership of Prof. Bodies Children Education Allowance Professional Attire/Apparel/Uniform Allowance Medical Reimbursement Leave Travel Assistance Phone Rental Reimbursement Soft Furnishing & Hard Furnishing in lieu of HRA House Maintenance Allowance(only for CLA) /Watchman/Gardener(only for CLA) Company Car Vehicle Running & Maintenance Reimbursement Car Parking Car Washing Driver Allowance
No. of Pages : 7
Page No. 6 of 7
No. of Annexures :
Copies with : Authorised by : Abc, CEO
Supercedes : Issued on : January 1, 2000
LEAVE TRAVEL ALLOWANCE

Employees completing at least one year of service will be entitled to LTA benefits as follows 1) Employees in Grade O-0 are eligible for LTA reimbursement benefits to the extent of (Half) months basic salary per year. 2) Employees in Grades O-1 and O-2 are entitled to LTA benefit to the extent of 1 (One) months basic salary per year. 3) Employees in Grades O-3 will be entitled to LTA as part of the Flexi-basket.
No. of Annexures : Issued on : January 1, 2000
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : INCENTIVES HRPPM - 10
INCENTIVE SCHEME
To : - All members of the sales team. Collections Due to your efforts during the last 3 months the old outstandings have reduced considerably. However our target is to bring them in line with our company norms. 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 as follows : Target Amount = Rs. (All outstanding as on closing of 30/11/99). Achievement 81% - 91% of target 91% - 95.99% of target 96% - 100% of target Team Incentive 1.0% of amount collected 1.5% of amount collected 2.0% of amount collected
At the same time our efforts to get sales for all our various products should continue. You would all agree that it is imperative that sunglasses are liquidated at the earliest. The incentive scheme for December thus incorporates a higher weightage for sale of sunglasses. Sales Incentive will depend on the numbers of points the team collects. The points will be given on the following basis. 1. For every Rs.10,000 sale of lenses 2 points 2. For every Rs.10,000 sale of frames 2 points 3. For every Rs.10,000 sale of sunglasses 2.8 points (Sales figure shall be rounded off to the nearest Rs.10, 000/- for granting points)
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject INCENTIVES HRPPM - 10
Achievement 310 335 points 336 355 points 356 370 points 371 390 points 391 or more
Team Incentive 0.5% of sales value 1.0% of sales value 1.5% of sales value 2.0% of sales value 2.5% of sales value
Special Bonus If you earn atleast 2% as collection incentive and atleast 2% as sales incentive then we shall have a grand New Year party for all of you at Delhi. Wishing you all the best.
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : PERFORMANCE APPRAISAL HRPPM - 11
APPRAISAL POLICY The policy of Continuum Systems is to discuss, communicate and share perceptions about an individuals contribution and achievements. So as to give him feedback about all that he has done till now, to plan for training & developmental activities for improvement and to reward him for his performance by means of increments, promotions etc. OBJECTIVES OF PERFORMANCE APPRAISAL SYSTEM 1. 2. 3. 4. 5. 6. To integrate the company and individual goals through a process of performance assessment linked to achievement of organisational objectives. To increase awareness of tasks/targets and the responsibility of executives at all levels to ensure fulfillment of companys objectives. To ensure an objective assessment of performance and potential. To distinguish between differing levels of performance on relative basis. To identify the developmental actions to be taken to enhance the performance executives. To facilitate the process of executive development through performance planning, self review, performance analysis and two-way communication between appraisee and appraiser.
RULES 1. 2. 3. 4. 5. 6. Appraisers should carefully review what the appraisee has achieved and what comments should be made under each section of the performance appraisal form. Appraisees should be given a minimum of two weeks notice to prepare for the appraisal meeting. Before the meeting, both the appraiser and appraisee should have a good idea of what they are going to say. The appraisal shall be done on an yearly basis and the period of review shall be April 1 to March 31. The appraisal shall be completed by April 15 of the following year. The immediate supervisor of the appraisee will do the appraisal. The review shall be done by the supervisor/CEO of the appraisee in the presence of the appraiser and the appraisee.
No. of Pages : 5 Copies with : Authorized by : Abc, CEO
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : PERFORMANCE APPRAISAL PROCEDURE Before Appraisal Meeting 1) Approximately three weeks before the Performance Appraisal meeting, HOM should provide the employee to be appraised with : a) b) c) A blank copy of the Self Assessment Summary (Annexure I of HRPPM 07) A blank copy of the Performance Appraisal Form (Annexure II of HRPPM 07) A copy of the agreed SMART Goals in the Key Result Areas (KRAs) and Personal Development Targets (PDT) agreed at the last review or at the time of joining, including any changes made at any interim review. Any other additional information relevant to the appraisal. The employee should carefully review his success in achieving Goals and PDTs in the period under review. Competencies and abilities should be evaluated to determine how they have altered work performance. The employee shall also assess the type of developmental and training support required to enhance future performance. HRPPM - 11
d) 2)
3)
HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : PERFORMANCE APPRAISAL APPRAISAL MEETING
HRPPM - 11
The appraiser will discuss and assess the performance of the appraisee in the meeting. 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 KRA ii) Establishing the actual outcome iii) Identifying factors which influenced the outcome iv) Inviting the appraisees views regarding the outcome against the objective v) Recording the appraisers evaluation against each objective 2) Review Of Personal Development Targets This section of the system enables the appraiser to explore the emphasis that was placed on tHOMe managerial skills considered key to the personal growth of the appraisee EVALUATION OF PERFORMANCE The overall performance will be evaluated on basis of the achievements in the Key Result Areas and the Personal Development Targets. An open discussion with the appraisee should be conducted.
REVIEW OF COMPETENCIES The following are the various competencies and qualities which would be required for various positions in the organisation. The appraisee should be assessed on the competencies as applicable to his position. POSITIONS S. N O. 1. COMPETENCE/ QUALITY Product Knowledge Selling Skills Communication Customer Relations Interpersonal Relations (within the organisation) Readiness to accept challenging tasks Creativity Planning Prioritising Problem-solving Resource Management & Sales Corporate Executive Relations Executive Commercial Executive Executive Regional Marketing Sales Services Manager Head of Marketing
[ [ [ [ [ [
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[ [ [ [ [ [ [ [ [ [
2 . 3 . 4 . 5 . 6 . 7 . 8 . 9 . 1 0 .
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While making an assessment of competencies, the appraiser should
Give examples of best practice behavior that relate to the competencies. Try to be specific and balanced and do not rely on feelings. Consider the ideal standard in the job role. Prioritize requirements to clarify what is acceptable behavior from the appraisee. Consider performance for the entire period under review. Raise uncomfortable issues if necessary No. of Pages : 5 Page No. 4 of 5 No. of Annexures : 2 Copies with : Supercedes :
Rating should be awarded on the basis of the job content. This will determine the level of contribution that can reasonably be expected. Specific examples of strengths or development needs should be given and discussed with the appraisee. SETTING PERFORMANCE OBJECTIVES FOR KEY RESULT AREAS Objectives should be derived from the Company Business Plan and the key performance indicators outlined in the position guidelines. No KRA should be agreed unless it can show support to a key business objective. To ensure objectivity in appraising, the performance should be assessed against predetermined SMART Goals ie. Goals which are Specific, Measurable, Achievable, Related to organisation goals and Time bound. . After the appraisal has been completed and the appraisal form is filled and signed by both the appraisee and the appraiser, the latter shall forward the same to the CEO by the 30th of April. REVIEW MEETING 1. 2. The CEO shall review the performance appraisal in a meeting with the appraiser and the appraisee. During the meeting the CEO shall assess the reasons for the differences, if any, in the self-assessment done and the assessment by the reviewer and facilitate agreement between the two. He shall also record his comments in the Appraisal form.
3.
No. of Annexures : 2 Issued on : January 1, 2000 HRPPM - 11
Subject : PERFORMANCE APPRAISAL Annexure I No. of Pages : 1 Page No. 1 of 1
SELF ASSESSMENT FORM SELF ASSESSMENT FOR _________ TO ________ 2000

NAME REPORTING TO DEPARTMENT
DATE OF JOINING
DESIGNATION FUNCTION LOCATION
IN PREPARATION OF YOUR UPCOMING PERFORMANCE APPRAISAL PLEASE ANSWER THE FOLLOWING QUESTIONS : 1. What do you see as your major achievement since the last review or your date of joining? Which do you feel are areas you need to improve upon/develop? Where did you experience difficulties or constraints that affected your performance? What kind of training / development do you require to help you a) In your present role and b) To take on a higher role?
2. 3.
4.
5.
Do you feel you are being fully utilized in your current position? If not, what suggestions do you have? How do you feel you can enhance your job role? What additional responsibility would you like to take?
6.
Subject : PERFORMANCE APPRAISAL Annexure II No. of Pages : 5 Page No. 1 of 5
HRPPM - 11
PERFORMANCE APPRAISAL FORM

NAME PERIOD OF REVIEW 1. Sl No. ACHIEVEMENT of SMART GOALS SMART GOALS Achievements DESIGNATION
Key Result Areas
2.
SPECIAL FACTORS/UNIQUE CIRCUMSTANCES TO BE TAKEN INTO ACCOUNT WHICH MAY HAVE AFFECTED PERFORMANCE
3. S.No.
PERSONAL DEVELOPMENT TARGETS Objectives Achievement ( Comment)
4.
COMPETENCIES ASSESSMENT Competence Level High Excellent Low
Competence / Quality
Inadequate
Good
Development Needs
Product Knowledge Selling Skills Communication Customer Relations Interpersonal Relations (within the organisation) Readiness to accept challenging tasks
Creativity Planning & Prioritising Problem-solving Resource Management
5.
RATING OF OVERALL PERFORMANCE(Ref. Note Below) ABOVE TARGET ON TARGET BELOW TARGET UNACCEPTABLE
EXCEPTIONAL
6.
OBJECTIVES FOR THE PERIOD OF ________________ TO _____________
Key Result Areas
Success Criteria
Deadline For Completion
Personal Development Plans &Targets
APPRAISEES COMMENTS
Signatures:
Date:
NOTE: Exceptional: Exceeded requirements in all key areas and the degree of achievement seldom accomplished by other employees Above 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 areas Below Target: Performance as per requirement in most key areas Unacceptable: Performance not meeting requirement in key areas APPRAISERS COMMENTS
COMMENTS
Recommendations a) Increment b) Promotion / Upgradation / Redesignation / Demotion /Transfer / Job Enlargement / Job Enrichment Name REVIEWERS COMMENTS Signature Date
TITLE : SALES EXECUTIVE REPORTING TO : Regional Sales Manager Name REPORTEES: None Signature Date ROLE: To achieve the desired sales and collection targets in the specified geographical 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 Graduation Desirable 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
REPORTING TO : Head of Marketing & Marketing REPORTEES : Sales Executive(s) ROLE : Achievement of sales and collection targets in his region and channel management KEY AREAS Ensure that his individual sales targets are met in the given time frame. Ensure that sales targets are met by sales executives working under him in all the entrusted areas of sales coverage. Meet the cash and credit collection targets within the specified time period. Preparing sales forecasts and budgets. Ensuring expenses are within budget. Identify the changing fashion trends in the marketplace. Appointment of distributors Ensuring secondary level coverage for market penetration. Managing the sales executives Training and coaching of sales executives QUALIFICATIONS : Essential Graduation Desirable M.B.A EXPERIENCE REQUIRED : Essential - minimum 4 years in channel sales of consumer products. Desirable Experience in eye wear /optical products sales TITLE : HEAD OF SALES & MARKETING REPORTING TO : The CEO REPORTEES : Regional Sales Manager(s) ROLE : Managing sales, distribution, logistics, advertising and sales promotion KEY AREAS Meet the sales and collection targets nationally. Sales forecasting and planning. Identify new product, market segments and geographical areas for growth. Manpower planning activities, recruitment and selection. Logistics planning to ensure smooth supply of goods to dealers. Plan advertising and sales promotion activities including joint promotions. Identify and anticipate the emerging trends in retailing. Identify changes in fashion in eye wear. Training and coaching of sales force members. QUALIFICATIONS : Essential M.B.A EXPERIENCE REQUIRED : Essential - minimum 8 years in channel sales of consumer products. Desirable Experience in eye wear /optical products sales
TITLE : EXECUTIVE CORPORATE COMMUNICATIONS REPORTING TO : Head of Marketing REPORTEES : none ROLE : Execution of marketing and sales promotion activities. KEY AREAS Budgeting for various sales promotion activities by identifying the costs and effectiveness 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/Ad agency/PR Agency
Desirable 1. Similar experience in eye wear /optical products sales 2. Sales experience in eye wear /optical products
TITLE : COMMERCIAL EXECUTIVE REPORTING TO : Head of Finance REPORTEES : none ROLE : To ensure clearance, warehousing and despatch of material and the documentation thereof. KEY AREAS Secure import clearances and billing for the goods. Arrange for the despaching the goods to the distribution outlets of Continuum Systems. Maintain warehousing facilities for Continuum Systems distribution outlets. Maintenance of records of inventory, billing to the distributors and sales figures.
EMPLOYMENT FORM FORMAT CONTINUUM SYSTEMS LENS PVT. LTD. 454, SECTOR 15, NOIDA. TEL : 4512887, 4515593 FAX : 4512219
RECENT PHOTO
APPLICATION FOR EMPLOYMENT

(To be filled in by the candidate in own handwriting)
POST APPLIED FOR ___________________________
PERSONAL PARTICULARS
NAME
_______________________________________ ________(in full and block letters)
MAILINGADDRESS____________________PERMANENTADDRESS___________________
______________________ _____________________________ ______________________ _____________________________

TELNO.(RES.)___________________________TELNO.(OFFICE) _____________________________________ DATE OF BIRTH __________________________ ______________________________________________ ____________________________________ NATIONALITY____________________________FATHERS/HUSBANDSNAME________________________ ANY ILLNESS / PHYSICAL _____________________________________________________________ DISABILITY AGE
MARITALSTATUS_______________________NO.OFCHILDREN
EMPLOYMENT FORM FORMAT (CONT.)
ACADEMIC RECORD(high school onwards)
Period From To
Degree/Course
Name of school/college
& University
Main Subjects
Marks %
SHORT-TERM COURSES
Name of the Course Institute Area of Specialization
Duration
From
Marks To
%
EMPLOYMENT FORM FORMAT (CONT.)
EMPLOYMENT DETAILS (commencing with the present job)

From Employed To Years Name & address of employer Nature of Employers Business Starting Salary drawn Leaving Reasons for Leaving
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)
EMPLOYMENT FORM FORMAT (CONT.) PRESENT SALARY DETAILS

Basic Salary D.A. H.R.A RUPEES PER MONTH Conveyance Medical Others Total
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. 1. 2.
NAME
ADDRESS
CONTACT NOS.
EMPLOYMENT FORM FORMAT (CONT.) EXPECTED SALARY (Rs. p.m.) _______________________ HOW MANY DAYS NOTICE _____________________ WILL YOU REQUIRE TO JOIN ?
ARE YOU WILLING TO SIGN A SERVICE CONTRACT, IF REQUIRED ? ____________ DECLARATION

I certify that the above information is correct and complete to the best of my knowledge and belief. If at any time, the information supplied is found to be untrue, my appointment shall be liable to termination from the job.
Date _________ Place _____________ _________________________ Signature of candidate
EMPLOYMENT FORM FORMAT (CONT.) FOR OFFICIAL USE ONLY Interviewed by : ___________________________________
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 DESIGN Annexure - 1 No. of Pages : 1 Page No. 1 of 1 HRPPM - 01
ORGANISATION STRUCTURE
C.E.O
HR CONSULTAN T
HEAD OF MARKETI NG
HEAD OF FINANAC E
NATIONAL SALES MANA GER
ACCOUNTS EXECUTI VE
COMMERCIAL EXECUTIV E
SALES EXECUTIVE S
SALES EXECUTIVE S
COMMUNICATIONS EXECUTIVE /BRAND MANAGER

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HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : Table of Contents

No. of Annexures : 1 Issued on : January 1, 2000

Subject : ORGANISATION DESIGN Annexure - 1 No. of Pages : 1 Page No. 1 of 1 HRPPM - 01

REGIONAL SALES MANAGER

CORPORATE RELATIONS EXECUTIVE

Authorised by : Abc, CEO

Issued on : January 1, 2000

Supercedes : Issued on : January 1, 2000

Authorised by : Abc, CEO

Subject : MANPOWER PLANNING Annexure 1 No. of Pages : 1 Page No. 1 of 1

REQUISITION FOR A NEW POSITION

_______________ Signatures of HOM

Subject : MANPOWER PLANNING Annexure 2 No. of Pages : 1 Page No. 1 of 1

JOB DESCRIPTION FORMAT

No. of Annexures : 4 Issued on : January 1, 2000

No. of Annexures : 4 Issued on : January 1, 2000

Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 Page No. 1 of 6

Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 Page No. 3 of 6

Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 Page No. 5 of 6

Subject : RECRUITMENT & SELECTION Annexure I No. of Pages : 6 Page No. 6 of 6

Subject : RECRUITMENT & SELECTION Annexure II No. of Pages : 1 Page No. 1 of 1

Subject : RECRUITMENT & SELECTION Annexure - IV No. of Pages : 1 Page No. 1 of 1

INTERVIEW GUIDELINES & ASSESSMENT FORMAT

2) Weaknesses of the candidate:

3) His personal ambitions:

4) Initiative/ Self-motivation: Interviewed By: Date

No. of Annexures : 3 Issued on : January 1, 2000

Subject : INDUCTION Annexure - I

HRPPM - 04 No. of Pages : 1 Page No. 1 of 1

Subject : INDUCTION Annexure II

HRPPM - 04 No. of Pages : 1 Page No. 1 of 1

INDUCTION LETTER FORMAT

Encl: Joining Report

Subject : INDUCTION Annexure - III

HRPPM - 04 No. of Pages : 1 Page No. 1 of 1

No. of Annexures : 1 Issued on : January 1, 2000

Copies with : Supercedes : Authorised by : Abc, CEO

Issued on : January 1, 2000

Subject : PROBATION AND CONFIRMATION Annexure I No. of Pages : 1 Page No. 1 of 1

Name of the Employee Address

Dr.Hardeep Singh CEO

No. of Annexures : 4 Issued on : January 1, 2000 HRPPM - 06

HUMAN RESOURCE POLICIES & PROCEDURES MANUAL Subject : SEPARATION

Abc Chief Executive Officer

Subject : SEPARATION Annexure - II

HRPPM - 06 No. of Pages : 1 Page No. 1 of 1

With Best Wishes

Dr.Hardeep Singh CEO

Subject : SEPARATION Annexure - III

HRPPM - 06 No. of Pages : 1 Page No. 1 of 1

For Continuum Systems

Dr.Hardeep Singh Chief Executive Officer

Subject : SEPARATION Annexure - IV

HRPPM - 06 No. of Pages : 1 Page No. 1 of 1

EXIT INTEVIEW FORM

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

No. of Annexures : 1 Issued on : January 1, 2000

No. of Pages : 3 Copies with :