Draft HR Policy for SERP-IKP Employees

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Draft HR Policy for Employees serving in SERP/IKP

I. Introduction:

1. There are multiple categories of employees recruited by Society for

Elimination of Rural Poverty (including the District units namely

DPMUs/TPMUs) working in IKP. Some of the project staff have been

recruited by the Zilla Samakyas and Mandal Samakyas, under the facilitation

support given by the project. These employees recruited either by the

project or by the Samakhyas are drawing their remuneration from the

project funds. SERP has formulated a draft HR policy for all such

employees.

In respect of the staff whose services are out sourced through man

power agency at SPMU and DPMU/TPMU, guidelines will be issued

separately. Similarly guidelines will be issued separately for CVs, and CFs

who are being paid from project funds in a months time. The HR matters

relating to DRDA borne employees will be dealt with separately.

Employees retired ( on super annuation and Voluntary retirement)

from Govt and Govt. funded organization and crossed 58 years age and who

got re-employed in IKP will not come under the preview of this HR policy.

They will be governed by individual contracts.

This document explains salient features of HR policy meant for

SERP/IKP employees at various levels. It contains the details of the

employees fitment at appropriate level and grades, provision of benefits such

as revision of remuneration, performance based annual increments, tour

policy, leave policy, personal at accident insurance, medical insurance , re-

imbursement of certain costs and career advancement opportunities available

after re-organization.

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2.Scope:

The provisions of the HR policy are applicable to all the SERP/IKP

employees mentioned below.

State Project Manager(SPM), Project Manager(PM), Project

Executive (PE), District Project Manager(DPM), Junior Project

Executive(JPE), Assistant Project Manager (APM), Livelihood

Associate(LA), Community Coordinator (CC), Community Coordinator

(HN), Community Coordinator (Disability), Mandal Youth Coordinator

(MYC)/MYEO, Botanist ,Master Book Keeper(MBK), Mandal Training

Coordinator (MTC), Dairy Coordinator(DC)-(pilot districts only),

Community Development Worker (CDW-Disability), Legal Coordinator

(LC), Para legal (PL),Community Surveyor(CS),Master Trainer (MT-

HN&D) and English Trainer(ET).

In addition there are certain Consultants and Resource Persons

working with IKP and providing specialists services for more than one year

duration. It is proposed to utilize their services on par with the SERP/IKP

employees after equating their positions with the Project Staff. The different

categories of resource persons working with IKP who will come under the

purview of this policy (after equating their positions) are listed below.

Consultants at SPMU & DPMU, District Resource persons(DRP), District

Micro Finance Group Members(DMFG), Mandal Resource Persons(MRP).

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II. Grouping of SERP/IKP employees into various Levels and Grades.

1.The SERP/IKP employees who are covered under this HR policy are

grouped into 6 levels depending on the remuneration drawn by them and

the net designations in which they are working. SERP has a vertical

organogram. Within a level, employees are sub grouped into grades ( G0,

G1, G2, G3 etc) depending on the educational qualifications (for level 1

&2) and the no. of years of relevant work experience put in before joining

SERP (for level 4&5). As far as level 3 is concerned, grades have been

decided based on educational qualifications (for APMs) and experience

(for JPEs).

The details of grouping (Levels) and sub grouping (Grades) are given

in the following table.

TABLE

Level Net Designation Grade

L6 State Project Manager

Grade:3 PMs drawn from the feeder category of Grade 3 DPMs/PEs

Grade :2 PM s drawn from the feeder category of Grade 2 DPMs/PEs

L5 Project Manager(PM)

Grade:1 PMs drawn from the feeder category of Grade 1 and Grade:0 DPMs/PEs

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L4 Project Executive District Project Manager

Grade:3 more than 10 years relevant experience prior to joining SERP (present L3 DPMs, DPIP –DPMs) Grade-2: 5yrs to 10 Years relevant experience prior to joining SERP (Present-L2 DPMs) Grade-1: 3 to 5 years relevant experience prior to joining SERP (Present L1 DPMs) Grade-0: below 3 years relevant experience prior to joining SERP (Present L0 DPMs)

Assistant Project Manager

Livelihoods Associate of APM rank

L3 *Jr. Project Executive

Grade:2 Post Graduate APM with 3 years relevant experience prior to joining SERP. Grade: 1 Graduate APM selected in UNDP-SAPAP & DPIP before the years 2002 with relaxation in educational qualification. ____________________________________ *Grade:2 Post Graduate with 3 years and above relevant experience. *Grade:1 Post Graduate with below 3 years relevant experience

Community Coordinator

CC(HN), CC(Disability)

LA of CC rank

Botanist L2

MYC/MYEO

Grade-3: Minimum PG, B.Tech., B.Sc.,(Ag) - Male candidates Minimum Degree - Female candidates Grade-2: Degree Grade-1: Inter Grade-0: SSC and below

Master Book Keeper

Mandal Training Coordinator

L1 Community Development worker(Disability)

Grade-3: PG Grade-2: Degree Grade-1: Inter Grade 0: SSC and Below 10th class

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2.Special category designations

After considering the nature of duties preformed, the following

designations(evolved recently in piloting) are grouped in to a special

category, keeping them out side the hierarchical organogram. However for

the purpose of extending benefits such as allowances, entitlements and

reimbursements, they are equated with a relevant level on par with other

project staff.

Level Designation Grade

L3 Legal Coordinator Grade:2: Post Graduate or BL/LLB with 3 years

prior relevant experience at entry level

Grade:1: Post Graduate or BL/LLB with below 3

years prior relevant experience at entry level

Dairy coordinator

Community surveyor

Paralegal

Master trainer(HN)

L1

English Trainer

Grade:3: Post Graduate

Grade :2: Graduate

Grade:1: Intermediate

Grade:0: SSC and below

Based on the details given in the tables, each SERP contract

employee can be identified with a level and a grade corresponding to his Net

Designation. For example a Community Coordinator with Post graduation

degree qualification will be identified as L2-Grade3 . A woman Community

Coordinator with degree qualification will also belong to L2-Grade 3, while

a male CC with degree qualification will belong to L2-Grade 2.

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3.Net Designations(Valid designation as on the day):

The level and grade of an employee will be determined based on

his/her Net designation, irrespective of Present Designation. The Net

designation of a employee denotes the current valid designation as on the

day. The net designation will be the base to fit an employee at an appropriate

place in the organogram. Net designation for each employee was determined

by verifying the fulfillment of educational qualification, prior experience at

entry level and the selection procedure prescribed for that particular post.

The present designation of an employee may be different from his/her net

designation, when he/she is assigned a new designation, either in full

additional charge or in-charge, either in the same level or in a higher level

post. Arriving at a net designation helps to remove confusion in the

designation of an employee that occurred by virtue of handling multiple

positions, at different levels and grades. For example if a Master Book

Keeper (MBK) after one year had appeared in open recruitment and got

appointed afresh as Community coordinator (CC). Subsequently, after

6months he was kept APM in-charge and worked in that position for 1 year.

Then after he was taken as LA on hand picked basis and he is presently

working as LA. In this case the confusion arises, when the individual

claimed that his recent designation is LA and that he belongs to LA of APM

rank . But in fact he has been assigned that work on ad-hoc basis based on

contingency of work. So, a thorough verification of the employee’s

recruitment details will confirm that his recent valid appointment is CC only,

which will be his net designation.

The level and grade of an employee based on his/her net designation

will be used for all practical purposes such as fitment into appropriate level

and grade, revision of remuneration, career advancement opportunities,

allowances, entitlement and other benefits. In respect of consultants and

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resource persons (DRPs, DMGs, MRPs etc) who have been continuously

working in the project till date, the appropriate level and grade of each

employee will be determined after equating their positions into APM,CC or

MBK depending on the per day honorarium received, educational

qualifications fulfilled and length of continuous and satisfactory service

rendered in IKP. This exercise will be taken up by SERP at regional and

SPMU level during April/May-2008.

Validity of Appointments and Net Designations

All the appointments made as per SERP’s laid down procedures are

considered as valid. The valid appointment holder must have fulfilled the

eligibility criteria in terms of prescribed educational qualifications and must

have gone through the process of selection comprising of written test as well

as interview, wherever prescribed The appointments are considered valid,

even if the employees are selected based on the merit in the written test

ignoring the interview requirement. In all other cases where equal

opportunities were not given and selections were made by hand picking of a

few individuals , the appointments are provisional. However the

provisional appointment holder will be continued in IKP. An exercise will

be taken up to validate such appointments duly following suitable procedure

during April and May 2008. The benefits such as revision in the

remuneration and career advancement opportunity will be extended only

when the provisional appointment is validated. In respect of those who do

not fulfill the prior experience criteria, their net designation will come into

effect only after completing the required experience. The net effective dates

were accordingly re-adjusted in such cases.

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In respect of appointments made for L1 Positions such as MBKs and

MTCs, three different situations are noticed.

1. MBKs and MTCs selected by Project Director DPMU/TPMU by

conducting written test.

2. Project Directors gave notification and provided facilitation support,

but selections were made by Samakhyas

3. Selections were made by the Samakhyas through their resolution

with out involving the Project Staff.

In all the above three situations, the selections made for MBKs and MTCs

are held valid provided the following conditions are fulfilled.

1. The selected MBK /MTC should have completed a Degree

qualification. In exceptional cases, Intermediate people might be

considered on merits.

2. The selected MBK / MTC should have been drawing the remuneration

from the project fund as on 29th Feb,-2008.

There are certain MBKs and MTCs, working in various other

designations such as Community Facilitator, Community Volunteers, MS

Accountants, ZS Coordinator, Dairy Coordinator, EGS Coordinator etc. In

such case the Net designation of the employee will be reckoned as MBK /

MTC only.

Certain exemptions / Relaxations are permitted in respect of the

following cases. Considering the rich and valuable experience gained, the

CCs and APMs who got recruited in UNDP-SAPAP Mandals (during

SAPAP implementation) will be continued to work in their present

positions, in -spite of not having a Post Graduation qualification. However

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the Degree holder APMs are granted permission to acquire PG Degree

within Two Years. Similar exemption is granted to CCs and APMs recruited

in DPIP Districts before December 2002.

III. Management and Regulation of Employees Contracts.

A). SPMU will enter into contracts with the employees belonging to Level

6,5,4 and 3 hence forth. DPMU under the overall supervision and control of

SPMU will manage the contracts relating to L2 and L1 employees.

B). The term of contract for each employee will be normally for 5 (five)

years. However the employer will review the contract at any time and take

suitable action to terminate the contract for the reasons to be recorded in

writing after serving a notice to the employee in question.

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IV. Revision of remuneration Structure to SERP/IKP

employees.

In order to compensate the high cost of living due to inflation, the

SERP executive council has felt it necessary to revise the existing

remuneration of the SERP/IKP employees as proposed in the table given

below:

Level

Net Designation

Present remuneration

Proposed remuneration Remuner

ation Hike

Description of grade Proposed remuneration

SPM

Minimum –(Protect existing remuneration) Max: Rs.45,000

SPMs taken on direct recruitment from open market

ceiling of Rs 50,000

Rs.5,000 L6

- SPMs from the feeder category of PMs

Min-Rs.35000/- or remuneration

protected(whichever is higher)

-

L5

PM

� Rs.16,000 (10 years exp.

� Rs.19,000 (15

years exp) (fast track)

PM Gr-3 PMs drawn from the feeder categories of � DPM L3 with more

than 10 yrs of experience at entry level

� DPM of DPIP with more than 10 yrs of experience at entry level

PM Gr-2 PMs drawn from the feeder categories of � DPM L1 ( with 3 to

5 years of entry level experience)

� DPM L2(with 5 to

Rs. 20,000

Rs.18,000

Rs.4,000

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10 years of entry level experience)

� PE with 5-10 years of exp at entry level

� DPM of DPIP with 5-10 years of exp at entry level

PM Gr-1 PMs drawn from the feeder categories of � DPM L0(with less

than 3 years entry level experience)

� PE with less than 5 yrs exp at entry level

Rs.16,000

DPM

� L0:Rs.7, 500 � L1:Rs.8, 500 � L2:Rs.10, 000 � L3:Rs.12, 000 � DPM of DPIP

with 10 years of entry level Exp.

Grade :3 10 years and above prior exp. (Present L3 and eligible DPIP DPMs) Grade :2 5 to 10 years prior exp. (Present L2 DPMs) Grade :1 3 to 5 years prior Exp. (Present L1 DPMs) Grade :0 Less than 3 years exp. Prior to the date of joining in to SERP(Prsent L0 DPM)

Rs.15,500 Rs. 13,000 Rs. 11,500 Rs. 10,500

Rs. 3,500

Rs.3,000

Rs.3,000

Rs.3, 000

L4

PE(SPMU)

� PE. Rs.10,000(5 to 10 years exp )

� Rs.13000/-(>10 years exp.)

Grade:3 More than 10 years experience Grade :2 5 to 10 years entry level experience Grade :1 With 3 to 5 years of entry level experience

Rs.16, 500 Rs.13, 000 Rs.11,500

Rs. 3, 500 Rs.3, 000

Rs.3,000

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Consequent to the adoption of revised remuneration structure the

employees will get remuneration not less than the revised minimum rate

JPE � Rs.5, 000 (0 to 3 years exp.)

� Rs.7, 000 (3 to 5 years exp.)

Grade:2 3 to 5 years entry level experience Grade :1 (0 to 3 years entry level experience)

Rs.9,000

Rs.7,000

Rs.2,000 L3

• APM

• LA of APM rank.

� Rs.6,500(6months probation period)

� Rs.7,000 (7 – 12 Months)

Grade:2 (3 years and above experience at entry level with PG ) Grade :1 With degree (UNDP and DPIP before Dec 2002)

Rs. 9,000

Rs.8,500

Rs.2,000

L2 • CC

• LA of CC rank

• Botanist

• MYC/MYEO

� Rs. 3,000/-(1st 6 months probation)

� Rs.3,500, (7 to 12 months)

Grade:3 With PG qualification (men) With Degree qualification (women) Grade:2 With Degree qualify. Grade :1 With intermediate Grade :0 With SSC and below

Rs.4,500 Rs.4,500 Rs.4,000 Rs.3,500

Rs.1,500

Rs.1,500 Rs.1,000 Rs.1,000

L1 • MTC

• MBK

• CDW

Rs.2500

Rs.2000

Rs.1500

Grade:3 With PG qualification (men) With Degree qualification (women) Grade:2 With Degree qualify. Grade :1 With intermediate Grade :0 With SSC and below

Rs.3,500

Rs.3,500

Rs.3,000

Rs.3,000

Rs.1000

Rs.1000

Rs.1,000

Rs.1,000

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fixed for each grade in that particular level to which the employee in

question belongs. In respect of Level 1 employees, the revised minimum rate

will come in to effect only after completing 1 year experience in that post.

Till that time they receive their existing remuneration only.

For example:-1. An MBK (Grade: 3) drawing Rs.2,000/- at present will get

a hike of Rs.1,000/- per month, if he completes 1year experience as MBK.

The revised remuneration applicable after Rs.1000/- hike is only Rs.3000/-,

which is less than Rs.3500/- the minimum revised rate fixed for MBK

(Grade:3). Therefore the remuneration will be fixed at Rs.3500/- which is

the minimum prescribed for that grade (L1- G3).

Example:2- An MBK (Grade:3) drawing Rs.3000/- at present and

completed 1year experience will also get a hike of Rs.1000/- per month. The

revised remuneration applicable to him will be Rs.4000/-. He will be

allowed to draw a remuneration of Rs. 4000/- since it is more than the

minimum rate fixed for L1-G3.

Hike in remuneration will be made based on the net designation of

each individual employee and the rate of hike to each designation is given in

the tables. The employee wise details of present remuneration, proposed

rate of hike and the proposed remuneration after hike are given in the

employee data base annexed to this policy. Annexure -1

V .Annual Grade Increments.:-

As a General policy, all the SERP/IKP employees (All Six Levels) are

eligible for receiving performance based annual increments to their

remuneration @ 6% of Gross remuneration. The increment will be released

every year after performance appraisal.

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Allowances, entitlements and other benefits to SERP/IKP employees.

VI .Tour Policy

The SERP/IKP employees are eligible for travel and daily allowances as

given below

A) Lodging & Boarding charges and Daily Allowance

Lev

el

All municipal

corporations in

AP and out side

AP

All District HQ

other than

Municipal

corporations

with in AP

Other places

with in state

Mode of

travel

Lodging

&

Boarding

(*maximu

m)

DA Lodging &

Boarding(*

maximum)

DA Lodging

&

Boarding

(*maxim

um)

DA

L6,

L5

&

L4

1500

(with in

AP)

3star hotel

accommo

dation

(actuals)

out side

the state

200

250

750 150 350 150 By train

II/III AC,

with special

permission

of CEO,

SERP they

can travel by

air(Apex air

fare)

L3,

L2,

&L1

500 (with

in AP)

1500 (out

side the

state)

125

175

250 90 200 90 By train 2nd

sleeper/

Non-AC bus

*Note: Actual cost of Boarding & lodging will be reimbursed subject to the

maximum limits given in the table.

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B). Fixed Travel Allowance (FTA) and vehicle maintenance allowances.

FTA: All the mandal and sub-mandal level employees making tours with in

the mandal are eligible to receive FTA as per the rates given below

Rs.1250/- per month if the jurisdiction is 1/3 of the mandal.

Rs.1500/- per month if the jurisdiction is ½ of the mandal.

Rs.2000/- per month if the jurisdiction is one mandal.

The FTA holder employees are also eligible for regular TA & DA,

corresponding to their level and grade, whenever they are called for official

meetings, training etc either to state, District, AC head quarters or any other

place out side their working mandal.

In respect of employees working in a jurisdiction with more than one

mandal no FTA will be allowed. They are eligible for TA & DA (actuals)

only.

C. Vehicle maintenance allowance:

Employees who are using two wheeler motor vehicles(procured from the

loan provided or their own) are eligible for vehicle maintenance allowance at

the rates mentioned below.

Levels *Vehicle allowance

Present Proposed

L3 Rs.500/- 700 per month if field

duties are performed

L2 Rs.500/- 700 per month if field

duties are performed

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VII. Leave policy

All employees (in all six levels) will be entitled to avail the following leaves

1. Casual Leaves: Besides Sundays and public holidays, employees can

avail 12 days of casual leave per annum, which is lapsable at the end

of each calendar Year.

2. Annual Leave: in addition to the casual leave the employees can also

avail 18 days of annual leave for annum. An employee can conserve

and carry-forward 10 days of annual leave per annum to the

succeeding academic year. (Provided he/she is in continuous service)

The total carry forward leaves shall not exceed 50 days at any given

point of time. The leave thus conserved can be spent by applying for

leave on medical purposes (with remuneration) or any other purpose.

3. Maternity Leave: Women employees are entitled for 120 days

maternity leave which is limited for two (2) surviving children in the

life time. The women employees are also eligible to avail a 6 week

leave on account of ill health due to abortions and miscarriages.

4. Paternity Leave: Married male employees are eligible for 15 days

paternity leave, which is limited to two (2) surviving children.

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VIII. Employees Provident Fund(EPF).

All the SERP/IKP employees covered under this HR policy will be

eligible to get covered under the appropriate provident fund(EPF/PPF) as

per the their eligibility, based on the rules in vogue.

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IX. Insurance Policy

SERP will have insurance policy to all six(6) levels of employees.

A. Personal Accident insurance

Sum assured will be Rs.5.00 Lakh for L6,L5 and L4 employees and

Rs.3.00 lakh for L3,L2 and L1 employees.

B. Medical Insurance

The coverage will be for Rs.3.00 lakhs for Level 6,5 and 4 per annum

for the individual and his/her dependent family members, in will be

Rs.2.00 lakhs for L3,L2 and L1 employees.

The detailed insurance coverage action plan will be worked out

separately.

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X. Reimbursement of mobile phone connection charges

Considering the importance of communication facility for the project staff,

the following reimbursement provision is made for using mobile cell phones

Levels Cell phone charges

reimbursement

SPMU DPMU/TPMU

L6

1650 NA

L5 1350 NA

L4 1100 800

L3 825 600

L2 825 400

L1 600 400

CUG: As far as possible action will be taken to cover all the IKP employees

under the umbrella of a common user group (CUG).

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XI-Re-organization of IKP staff structure:

Considering the Voluminous growth and diversified activities in IKP,

it is proposed to re-organize IKP staff structure at SPMU, DPM/TPMU

and Area coordinator level, with an emphasis on strengthening Area

coordinator units. New designations are envisaged to take up the emerging

challenges effectively.

The number of positions available after re-organization are given

level wise and designation wise at various locations such as SPMU,

DPMUs/TPMUs and Area Coordinator Units in the following table.

Level Designation after re-organization

Numbers

Total SPMU DPMU/

TPMU

AC

cluster

- - L6 SPM (Grade : 3,2,1) 16 16

- -

L5 Project Manager (Gr.-3,2,1)

100 30 35 35

Project Executive(Gr:-3,2,1) 28 - - L4

DPM/ Area Coordinator

(Gr:-3,2,1,0)

334

-

-

149

-

195

Junior Project Exe.(Gr:2,1) 20 20 - -

APM(IB, MF & Insu) .(Gr:2,1) 230 - - 230

APM(MS cordina) .(Gr:2,1) 1097 - - 1097

APM (Live-stock & D.D) .

(Gr:2,1) 230 - - 230

APM(Mrkt, FS & NPM)

.(Gr:2,1) 230 - - 230

APM(Jobs & Higher Education)

.(Gr:2,1) 88 - - 88

APM(HN) .(Gr:2,1) 25 - - 25

L3

APM (Dis) .(Gr:2,1) 55 55

Community trainer (Book

keeping) (Gr:3,2,1,0) 1557 - - 1557

Community trainer (EGS)

(Gr:3,2,1,0) 550 - - 550

Community trainer (Dairy)

(Gr:3,2,1,0) 600 - - 600

L2

Community coordinator/Botanist

/MYC/LA of CC rank

Nil Community coordinator/Botanist

/MYC/LA of CC rank (Gr-3,2,1,0)

designations will be continued till

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all the incumbent employees

vacate the position either by

getting elevated to L3 position or

any other reason.

L1 MTC(Gr:3,2,1,0)

MBK(Gr:3,2,1,0)

CDW(Gr:3,2,1,0)

Nil MTC/MBK/CDW designations

will be continued till the presently

working MTCs/MBKs/CDWs

vacate the position either by

getting elevated to L2 position or

any other reason.

The number of positions available in the special category designation

after re-organization is given below.

1). legal coordinator (L3 Grade :2, Grade :1) :22 at DPMU

2).Dairy coordinator (L1 Grade :3,2,1,0). : existing employees will continue

3).Community surveyor (L1Grade:3,2,1,0):existing employees will continue.

4).Para Legal (L1 Grade:3,2,1,0): existing employees will continue

5).Master Trainer (Health)(L1Gr:3,2,1,0):existing employees will continue

6).English Trainer (L1 Grade:3,2,1,0): existing employees will continue

All the positions available after reorganization will be filled up with

appropriate procedures. Career Advancement opportunities will be provided

to the eligible IKP employees in the process.

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XII Conclusion

A). Effective date: The revision of remuneration for SERP/IKP employees,

will come in to effect from 1st January 2008, with a monetary benefit

from the same date. All other benefits (at revised rates) such as FTA,

TA&DA other allowances, EPF & insurance benefits, cell phone

reimbursement charges etc., will come in to effect form 1st April 2008.

B). Employees data base annexed to this policy document:

The details of employees in a proforma containing the educational

qualifications, social status, date of birth, experience prior to joining SERP,

positions held in SERP, remuneration particulars, present designation , net

designation, effective date from which the net designation is valid and etc..,

have been annexed to this document.

The SERP/IKP employees are therefore informed to study this policy

document and find out for the following information relating the individual

concerned.

1. The level and grade in which the individual is positioned.

2. The correctness of the details given in the individual’s profile.

3. The Net designation and its effective date.

4. Present remuneration, proposed hike and proposed remuneration

with effect from 1st January 2008.

5. The eligibility for various allowances (TA&DA/FTA, vehicle

maintenance ) , entitlements (Leaves , EPF) and other

benefits(Insurance, cell phone reimbursement charges).

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C).Suggestions and Grievances:

Individual employees may represent their opinions, suggestions and

grievances if any in writing to the Project Directors at district level or to the

cell created at SPMU before 31st March 2008. Address for correspondence is

HR cell, Society for Elimination of Rural Poverty(SERP), 4th Floor,

Hermitage Office complex, Hill Fort Road, Hyderabad-500 004.

The representations will be scrutinized and necessary changes if any

will be ordered by a high level committee consisting of the Principal

Secretary (RD) and CEO-SERP before formulating a final HR policy

document.

Chief Executive Officer

SERP-Hyderabad