CONCISE SYSTEMS AND PROCEDURES OF HR SERVICES AT PLANT Contents: I.

Systems and Procedures for security at plant a) Security personnel deployment b) Security Reports c) Records at security gate d) Vehicle parking e) Fire & Safety f) Store closing and opening g) Procedure for goods receiving at security gate h) Procedure for visitors movement in the plant i) Procedure for returnable material j) Other instructions to be followed at security gate. II. Systems and Procedures for housekeeping a) Daily Report b) Material for housekeeping c) Standards to maintain d) Notices e) Housekeeping Committee III. Systems and Procedures for maintaining horticulture IV. Procedure for vehicle management V. Procedure for visitors reception VI. Procedure for canteen services VII. Procedure for reception handling a) EPBAX b) Public Address System c) Fax d) Mail dispatch e) Mail receiving f) Cheque delivery g) Attending the visitors at reception h) Pantry management VIII. Procedure for getting group personal accident claim & mediclaim.

(I) Systems and Procedures for Security at plant Security shall be maintained on contract basis. Following guidelines shall be followed to control the security activities at plant. Security personnel deployment Main gate, Vehicle parking, Store & despatch, New Fibre tower main gate, New Fibre tower entry gate, scrap yard/gate no.1. Security reports Security shall provide following reports to HR process: Daily security reports Daily casuals report Daily employees attendance reports Monthly returnable material details Note: - Apart from above mentioned reports security shall inform to HR process for any incident happening in side the company related to Man, Material & Machine. a) Records at Security Security shall maintain following registers at the main gate: Gate entry inward material register Gate entry outward material register Gate entry returnable material register Gate entry out going advise register Gate entry sale material register Visitors entry register Contractor labour IN OUT register Canteen lunch records registers Medicine records registers Office key register Employee movement registers Security staff attendance registers Store opening registers (Material issuing in the night shifts) Out going gate pass (For sale) Out going gate pass (For employees) Out going returnable registers Incoming material Challans file registers Employee movement registers (for plant II, III, IV & Corporate) Material incoming record register Vehicle parking register Material dispatch register Telephone information message register. Vehicle parking: Security will keep watch on vehicle parking: There shall be a guard in shift A & shift B in the parking area. In night shift (C shift) all the vehicles shall be parked in side the plant. A token shall be given to the members at the time of vehicle parking. Token number shall be registered in the registers kept in the parking area.

On taking the vehicle out from the parking area owner of the vehicle shall have to return the token back to the security guard.

e) Fire & Safety Immediate report to HR and Factory Manager (Mr. Satyendra Saxena) or in his absence any senior person available in the plant shall be given by the security, if any fire alarm or fire is reported in side the plant or in surroundings of the company. (Follow the procedure laid down for the fire fighting in the security S.O.Ps.) Security shall regularly keep watch on fire extinguishers installed at various places in the plant and immediately inform to HR on notice of exhausted/expired Fire extinguishers. Enforce No smoking policy in side the company. Man: Security shall be responsible for guarding the safety requirement of people inside the premises from the external sources, and also ensure at the time of fire or any accident, to take necessary action as advice for safety of affected people. Material: The incoming / outgoing raw / finished material at the gate will be properly accounted and will be sole responsibility of the security. Security shall be responsible for keeping watch on the kind of material kept inside the company. Any observation to this regard will immediately be intimated to the authority. Security shall strictly follow the written guidelines only related to material movement form the plant. Machine: Security personnel shall be vigilant to ensure that unauthorised personnel should not temper with the equipments / Gadgets of the machines. Any observation to this regard will be intimated to the concerned authority immediately. f) Store closing & Opening Store will have to be closed 15 minutes before the G shift timings ever day. At the time of closing the entry door will be shield with a sticker pasted on it with the signature of the person closes the store in presence of security supervisor. The key will thereafter be handed over to security. Any opening of the store during night shall be logged in the concern register available in store. Member requesting for store opening during night or after office hours needs to give in writing the reason for store to be opened. Security will be responsible to get the store relocked after the material issued to the person requesting for material issue. Individuals requesting after office hours for any such issue will also take the responsibility to close the store with security as per the procedure. Note: For detailed procedure please see Standing Operating Procedures for security. g) Procedure for goods receiving at security gate: Following points are required to be followed while receiving the goods at security gate. 1. The entry for the goods received shall only be made when there is a challan or bill is coming with such goods. 2. As soon as goods/materials reaches at security gate the concern person shall be informed about the goods/materials, concern person shall check the goods/materials at the security gate. Once the concern person Okays the goods/materials than security shall make the due entry in the register for goods received and mark the entry on the bill or challan whatever is produced with the

security at the time of material received at security gate. If goods/material has come on challan then same gate entry, which has been marked on challan, shall be marked again on the bill produced for the same goods/materials. h) Procedure for visitors movement in the plant: Following guidelines shall be followed to control the visitors movement in the plant: On arrival of visitor at security gate, security guard shall ask the visitor whom does he want to meet, if concern person is available in the plant than security supervisor or security guard shall contact the visiting person on intercom and ask for his consent to meet the visitor, if visiting person okays for meeting than visitor shall make the entry in visitors register kept for the purpose at security gate. Visitor will be escorted to reception by the security guard and thereafter, the receptionists for meeting will contact visiting PL/PA/PMs. Visiting PL/PA/PMs are required to sign the visitors slip after meeting the visitor. In case for technical reasons the visitor if required to visit the manufacturing area, the concern PL or PA is require approving the plant visit and to be with him/her through out the visit. This excludes visitors accompanied with MD/CEO/PLs from corporate office, Officers from DOT and RDSO. All the plant visits are required to have approval of the respective PL/PA Manufacturing. PL Manufacturing and HR Process at plant should always need communication on the visits organised well in advance. i) Procedure for returnable material Following procedure shell be followed for sending the material out side of the plant for any purpose on returnable basis: 1. All returnable materials/items, which have cost more than Rs.10000, shall only be sent out through logistics process after completing the required documentation at store. 2. The person who is responsible to send the material out for any purpose shall write the approx. amount & expected date of return of the material, which is being sent out, besides the partys name and specifications of the item. 3. On receipt of material back in the plant the person who had sent the material out would ensure to clear the entry at security gate of the returned material while bringing the material in. 4. If the material does not come on or before expected date of return, the person responsible for sending the material out shall follow up with the concerned party/company and ensure that material is received back and also be accountable for non-receiving the material. 5. All the non-returnable and excisable materials shall only be sent out through logistics process. j) Instructions to be followed at security: 1. Security is being instructed not to allow sending scrap materials on Sundays until & unless there is some emergency (In this case prior permission of PL/PA- Logistics should be taken)

2. One-person form logistics process (Mr. Kamal Singh Rathi) and a security guard shall always be available at the time and place where scrap material is loaded in truck. In absence of any one of the above persons, no scrap will be loaded at all. 3. Detail of scrap material shall be made on plain paper and signed by both the above persons available at the time of scrap loading. 4. Only one type of scrap material shall be loaded in a truck. Any deviation to this requires prior approval of PL/PA-Logistics. 5. Scrap loading will be carried out between 9 am. to 3 pm. Only.

(II) Systems & procedures for maintaining Housekeeping

Housekeeping shall be maintained on contract basis. Following guidelines shall be followed to control & maintain high-quality housekeeping in the plant. a) Daily report: Daily report to be taken from all the concerned area in-charge to ensure proper housekeeping. b) Material for housekeeping: Material for housekeeping will be issued to the contractor on weekly basis. A requisition shall be made by HR process to take the material from stores. c) Standards to be maintained in various areas: Admin block: Four times cleaning shall be done in Admin block ( 8.00 am, 2.00 pm, 4.00 pm & 8.00 pm ) Toilets shall be cleaned on regular basis.) Cable manufacturing bay I: Five times cleaning shall be done in Cable manufacturing bay I (7.00 am, 10.00am, 2.00 pm, 4.00 pm & 8.00 pm) Cable manufacturing bay II : Five times cleaning shall be done in Cable manufacturing bay II ( 7.00 am, 10.00am , 2.00 pm , 4.00 pm & 8.00 pm) Cable manufacturing bay III : Five times cleaning shall be done in Cable manufacturing bay III ( 7.00 am, 10.00am , 2.00 pm , 4.00 pm & 8.00 pm) Canteen: Four times cleaning shall be done in canteen (7.00 am, 10.00 am, 3.00 pm & 10.00 pm) Old Fibre tower: Five times cleaning shall be done in old Fibre tower (7.00 am, 10.00 am, 2.00pm & 8.00 pm) Utility area: Five times cleaning shall be done in utility area (7.00 am, 10.00am, 4.00 pm & 8.00 pm) Security and front side area: Five times cleaning shall be done in security & front side area (7.00 am, 10.00 am, 2.00 pm , 4.00 pm & 8.00 pm) Rewinding line & Store: Four times cleaning shall be done in rewinding line (7.00 am, 10.00 am, 2.00 pm & 10.00 pm) New Fibre tower: Cleaning shall be done on regular basis. Out side area New Fibre tower: Four times cleaning shall be done in out side area (New Fibre tower) 7.00 am, 10.00 am, 2.00 pm & 10.00 pm) Water Overhead Tanks: To be cleaned on monthly basis (on Sunday planned for the purpose) and record to this regard be maintained. d) Notices: HR process need to write to all members emphasising on the requirement of attention to be paid to uplift the standards and a proactive response in this regard to be expected by creating awareness to all members. e) Housekeeping Committee: Housekeeping committee to meet once in a quarter. HR process requires sensitising the committee members for better output and high standards of housekeeping in the plant. Committee to be given specific task/project & deliver the expected on time. Committee members, from other than HR members, should be changed every 6 months basis. (III) Systems & Procedures for maintaining horticultural at plant Horticulture shall be maintained on contract basis. Following guidelines shall be followed to control & maintain the horticultural activities at plant. There will be few members of the contractor to maintain the greenery & plantations in plant on daily basis.

Any additional requirement for horticultural development in the plant, the contractor shall take prior approval of HR process to do so & submit the quotation to HR process for additional developmental cost. The contractor shall visit the plant on fortnightly basis himself for proper supervision & maintenance of gardening & greenery in the plant & he will prepare a monthly report for future development plan and it shall be discussed with the HR process for approval. The contractor will arrange all the machinery, tools, required for the maintenance of Horticulture at his own cost. (IV) Procedure for Vehicle Management Internal Customer: This category will cover the employees of the organisation and the vehicles will be provided as per the entitlement. Procedure for providing the vehicle to internal customers will be as follows: Requisition approved by the concerned PL to be given by the person who requires the vehicle for official purpose. The requisition is to be submitted with HR process in one-day advance. Receptionist will confirm the vehicle availability at the desired place and time. Receptionist will receive the bill for the same and ensure the entry into register kept at reception. The bills shall be forwarded to authorised HR member along with the requisition slips for clearing the bills. External Customer: This category will cover the visitors coming from outside to the company. Procedure for providing the vehicle to external customers will be as follows: Approved requisition will be given by the concerned process to whom the visitor is to visit. The requisition is to be submitted with HR process in one-day advance. Receptionist will receive the bill for the same and ensure the entry into register kept at reception. The bills shall be forwarded to authorised HR member along with the requisition slips for clearing the bills. (V) Procedure for Visitors Reception: Visitors shall be entertained as per the procedure as mentioned below: For all advance scheduled visits or visitors coming with prior informations the concern process shall intimate to HR process about the arrival of guest in at least one day in advance along with the all arrangements to be made. Concern shall provide a requisition for hotel arrangement duly approved by concerned PL to the HR process if visitor requires staying in hotels. HR process shall confirm the hotel booking to the main entertainer of the guest. HR process shall ensure the satisfaction of the guest in hotel and take care of the guests requirements. HR will take the feedback from the guest about the hotel services. Receptionist shall receive the bills from the hotel and ensure the entry into the register kept at the reception.

The bills shall be forwarded to the authorised HR member along with the requisition slips for clearing the bills. (VI) Procedure for Canteen Services at Plant Canteen services shall be provided on contract basis. Following guidelines will be followed for providing canteen services: Food shall be prepared in the workshop of the contractor out side the plant. Food shall be brought to canteen in the plant in a closed and locked vehicle. Tea shall be prepared in canteen at plant & served by the contractor. Menu for the lunch and dinner shall be changed in the canteen committee meetings. Seasonal vegetables shall be given preference in menu. Break fast timings shall be between 6.00 am. To 6.30 am. For C Shift & 7.30 am. To 8.30 am. For A shift. Lunch timings shall be between 12.30 pm. To 2.30 pm. Dinner timings shall be between 8.00 am. To 9.30 pm. Tea timings shall be 4.00 am., 7.00 am., 9.30 am., 3.30 pm., 6.00 pm., 11.30 pm. For maintaining food quality following check point to be kept in mind: The canteen committee members shall do surprise check at the workshop of the contractor. All the ingredients of food shall be of good quality. Contractor shall always use reputed brand of spices like Ashoka & MDH. Filtered or purified water shall be used for cooking the food in. Canteen boys shall come in uniforms. Canteen boy, who shall distribute the food at the canteen counter, shall wear the hand gloves. Canteen contractor shall maintain good housekeeping and hygiene level in the workshop where food shall be cooked. For any additional requirement of food canteen contractor shall be informed in one-day advance. For any change in menu canteen contractor shall inform HR process in advance to do so. (VII) Procedure for Reception handling: Following activities shall be operated through Reception: a) EPBAX Receptionist shall operate EPBAX and ensure proper functioning of the system. b) Public Address System- Receptionist shall use public address system for effective communication and ensure proper functioning of the system. c) Fax- Receptionist shall send and receive the Fax and forward the same to the concerned person as soon as she receives the massage/faxes. d) Mail Dispatch All the mails shall be dispatched through reception. Receptionist shall make the entry in dispatch register before sending the mails. e) Mail Received- All the mails first, shall be received at the reception and thereafter shall be distributed to the concerned person after making the entry in the mail received register.

f) Cheque Delivery- All the cheques to the vendors shall be delivered through reception after making the entry in the cheque delivery register. g) Attending the Visitors at Reception- All the visitors shall first come to the reception. Receptionist shall ask the visitors to sit and offer the water/tea as per the requirement. Receptionist shall contact to the concerned person to whom the visitor has come to meet. On taking permission form the concern, receptionist shall direct the visitor to the concerned person. h) Pantry Management- On regular basis receptionist shall keep the minimum level of the refreshment in the pantry. On information of arrival of special guests additional refreshments shall be brought as per the requirements. All required utensils and ingredients in pantry shall be checked with pantry boy on weekly basis. (VIII) Procedure for getting group personal accident claim & mediclaim Following procedure to be followed to get the claim under Group Personal Accident & Mediclaim Policy: Information about the Hospitalisation of the member must be given to HR Process after being admitted in the hospital/ Nursing home. Member should ensure obtaining all the documents like Hospital/ Nursing home bills/ Medicine bills along with the admission and discharge certificate form the hospital/ Nursing home. After being discharged for the hospital/ Nursing home, member should submit all the documents to the HR Process. HR shall get the Claim form filled by the member and submit the same to the Assurance Company. The Assurance Company shall process the claim and provide a cheque in favour of Aksh Optifibre Limited in order to make the payment. F&A Process shall issue a cheque in the name of concerned member for payment. Following points should be kept in mind to claim under Group Personal Accident Policy: 1. This policy does not cover death, injury or disablement resulting form Intentional injury, suicide, insanity, and venereal disease of the influence of intoxicating drugs. 2. There must be hospitalisation of at least 24 hrs in any of the hospital containing minimum 10 beds and 7 days bed rest recommended by the doctor to claim under Group personal Accident Policy Following points should be kept in mind to claim under Mediclaim Policy: 1. The duration of hospitalisation must not be less than 24 hours. 2. Treatment for disease/illness like Diabetes, Chemotherapy, Radiotherapy, Eye Surgery, Dental Surgery, Lithotrispy (Kidney stone removal), Tonsillectomy and DNC, are not covered under this policy. Treatments for pre-existing diseases are also excluded. 3. Medical expenses incurred during the period of 30 days prior or 60 days after the hospitalisation for illness/disease etc., will be considered as a part of the claim.