Future Focus Employee Handbook

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Future Focus India Pvt. Ltd. – Employee Handbook

CONTENTS 1.0 CORPORATE INFORMATION

1.1 Mission 1.2 Vision 1.3 HR Philosophy 1.4 Quality Policy

2.0 TITLE, APPLICATION 3.0 ORGANISATION CHART

4.0 HEAD OFFICE & BRANCHES

5.0 GENERAL WORKING CONDITIONS

5.1 Working Hours 5.2 Weekly Off 5.3 Attendance Register 5.4 Dress Code 5.5 Identity Cards 5.6 A Few Restrictions 5.7 Security 5.8 Business Cards 5.9 Network Access Policy 5.10 Confidentiality & Assignment 5.11 Restriction on other Business on Employment 5.12 Employee Communication

6.0 CLASSIFICATION OF POSITIONS & COMPENSATION BENEFITS

6.1 Classification of Positions

6.1.1 Consultants 6.2 Annual Increment & Revision of Compensation

6.2.1 Authority to sanction 6.2.2 Annual Increment 6.2.3 Revision of Compensation 6.2.4 Annual Increment Date

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7.0 PERFORMANCE MANAGEMENT SYSTEM

7.1 Objectives of Performance Appraisal 7.2 Appraisal Process 7.3 Promotions

8.0 HUMAN CAPITAL PLANNING & RECRUITMENT

8.1 Recruitment 8.2 HR familiarisation programme (HRFP) & trainee regularisation

8.2.1 Recruitment & selection procedure

8.3 Recruitment & selection procedure for regular employees

9.0 EMPLOYEE DEVELOPMENT

9.1 Employee Development 9.2 Training

9.2.1 Training Need Identification 9.2.2 Training Calendar & Budget 9.2.3 Training Planning 9.2.4 Training Delivery 9.2.5 Training Evaluation 9.2.6 Recovery of Training Costs

10.0 DOMESTIC TRAVEL POLICY

10.1 Objectives 10.2 Tour & Travel Policy 10.3 Policy on Local Conveyance

11.0 NATIONAL & FESTIVAL HOLIDAYS AND LEAVE

11.1 National & Festival Holidays 11.2 Work on National & Festival Holidays

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11.3 Leave & Permission 11.3.1 Purpose 11.3.2 Main features 11.3.3 Leave without pay 11.3.4 Maternity Leave/Paternity Leave 11.3.5 Compensatory Off 11.3.6 Encashment and Accumulation of Leave 11.3.7 Communication Channel 11.3.8 Maintenance of Leave Records 11.3.9 Leave Address 11.3.10 Liability for absence from duty beyond the period of

sanctioned leave 11.3.11 Permission

12.0 LOANS AND ADVANCES

12.1 LOANS

12.1.1 Permissibility 12.1.2 Purpose 12.1.3 Amount of Loan 12.1.4 Conditions

12.2 SALARY ADVANCE

12.2.1 Purpose 12.2.2 Amount of Festival Advance 12.2.3 Conditions

13.0 SOCIAL SECURITY MEASURES

13.1 Provident Fund Scheme 13.2 LIC EDLI Scheme 13.3 Employee’s State Insurance Scheme 13.4 Gratuity

14.0 STAFF WELFARE MEASURE

14.1 Mediclaim Policy 14.2 Group Life Insurance Scheme 14.3 Wedding Gift Policy

14.3.1 Purpose 14.3.2 Main Features & Process

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14.4 Gender Diversity and Inclusivity 14.5 Policy on Sexual Harassment of Employees 14.5.1 Policy 14.5.2 Scope and Effective Date 14.5.3 Complaint Redressal Committee 14.5.4 Redressal Process 14.5.5 Enquiry Process 14.5.6 Other Points to be considered 15.0 ACADEMIC PROJECT TRAINING (Summer/ In-plant/ Final) 16.0 EMPLOYEE SEPARATION

16.1 Exit Feedback 16.2 Notice Period Guidelines 16.3 Relieving Order & Service Certificate

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1.0 CORPORATE INFORMATION 1.1 OUR MISSION

“To become the most admired & sought-after IT Technical Consulting & Services organization for clients and employees in the industry”

1.2 OUR VISION

“Perseverance & commitment to the highest quality of Customer Service delivered with sensitivity, awareness, individual pride and Company Spirit”.

1.3 HR PHILOSOPHY

Focus believes that every employee has a distinct potential and company will take all efforts to develop them further. Company will strive to its best to provide a healthy environment for employee participation, as well as mechanisms for individual and group contribution, as opportunities for each Focusite’s self-actualization. Company will encourage practice of good work values to make Focusites grow into responsible corporate citizens and participate in corporate excellence.

1.4 QUALITY POLICY

Our mission is to satisfy and exceed our customers’ needs and expectations through Knowledge Services and IT solutions. Our aim is to achieve organizational synergy through efficient and effective utilisation of our physical and conceptual resources, and strive for continual Improvement.

We shall accomplish this policy through the achievement of targets set for Objectives pertaining to all the departments / functions

2.0 TITLE, APPLICATION

The policies compiled shall be called “FUTURE FOCUS INFOTECH - HUMAN RESOURCES MANUAL (FFIHRM)” and shall be applicable to all Focusites of Future Focus Infotech Private Limited.

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3.1 ORGANISATION CHART

Organisation Chart indicating the Reporting Structure is as follows:

Board Of Directors

Managing Director & CEO

Regional Managers Manager -

(IT Infrastructure)

Team

Future Focus Infotech Pvt. Ltd. No. 3, II Street, Haddows Road, Chennai-600006, India Organisation Chart

Team

Finance & Accounts

Team

Commercial

Team

Sr.Manager - Personnel & Commercial

Document No.: CRT/GEN-00 Revision No.: Revision Date:

Page 1 Of 1

Focus America Inc.

Sr. ManagerMarketing Support

President

Team

Country Manager –

BCS

Personnel & BSS Team

Joint Managing Director & CMO Joint Managing Director & COO

GM - Finance & Accounts

Manager - Accounts

Business Relationship

Team

Country Manager – Business Strategies \

Vice President (Special Projects) &

MR

Quality Team Team

Sr. Manager - Administration

Team

Team

NRCSr. Mgr

Manager - Resourcing

(SBU – Wipro)

Team

Team

Sr. Project Manager (SDC)

Country Manager – Delivery

Delivery Manager

Delivery Team Lead

Delivery Team

Project Delivery

Managers

BCS Team

Sr. Manager - HR

Team

Manager – Corp. BCS

Manager - BCS

Project Manager

(Internal IT)

Manager - Business Relationship (Sales/

Account Mgt.)

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4.0 HEAD OFFICE & BRANCHES

Focus has its Head Office and Registered Office at Chennai and has branches at Chennai, Bangalore, Hyderabad, Mumbai, Delhi & Pune and Chicago, USA as given below:-

CORPORATE OFFICE Future Focus Infotech Pvt Ltd 3, II Street, Haddows Road Chennai-600 006 Phone: +91 44 43931900 Fax : +91 44 28250892 SOFTWARE DEVELOPMENT CENTRE Future Focus Infotech Pvt Ltd Old No: 13, New No: 27/1 Kothari Bagh, Nugambakkam High Road Chennai-600 34 Phone: +91 44 43934400 BRANCH OFFICES - INDIA CHENNAI Future Focus Infotech Pvt Ltd Old No: 13, New No: 27/1 Kothari Bagh, Nugambakkam High Road Chennai-600 34 Phone : +91 44 43934400 BANGALORE Future Focus Infotech Pvt. Ltd 32, Brigade Road Bangalore – 560 001 Tel: +91 80 2532 1672, 2558 2903

MUMBAI Future Focus Infotech Pvt. Ltd 202, Saurabh Co-Operative Housing Society Ltd Opp. Crisil House, Andheri Kurla Road Chakala, Andheri (East) Mumbai – 400 093 Tel: +91 22 2820 7185, 28207186 HYDERABAD Future Focus Infotech Pvt. Ltd. 201, Ganga Estates Road # 1, Nagarjuna Circle, Banjara Hills

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Hyderabad – 500 034 Tel: +91 40 40204930-41 (12 lines) NEW DELHI Future Focus Infotech Pvt. Ltd. 414, 4th Floor, Ansal Majestic Tower Near P.V.R. Complex, Vikas Puri New Delhi – 110 018 Tel: +91 11 2854 7794, 6630 6855 PUNE Future Focus Infotech Pvt. Ltd. Office No. 38, First Floor, D-Block, Vastushree Complex Hyde Park, Market Yard Pune – 411 037 Tel: +91-20-32507454, 64012155 KOLKATA Future Focus Infotech Pvt. Ltd. 2nd floor, RDB Boulevard, Block EP & GP Sector V, Salt Lake City Kolkata - 700091 Tel: +91-033 40650052 US OFFICE Focus America Inc. 600 E, Higgins Road Suite 2F, Elk Grove Village IL - 60007 Tel: +1 630 785 2446, 630 518 4882 FUTURE FOCUS INFOTECH FZE Suite: Z-1, 19 Saif Zone. P.O.:121848, Sharjah, U.A.E Tel: +9 714 3464927 www.focusinfotechuae.com

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5.0 GENERAL WORKING CONDITIONS: 5.1 WORKING HOURS: All Focusites would work from Monday to Friday.

The working hours would be 9.30 AM to 6.00 PM on all days. A 30-minute lunch break is provided which can be taken at the Focusite's convenience. While it is mandatory that all Focusites work for a given 8-hr shift, it may be required, at times, that they put in additional hours, based on project/assignment deadlines and requirements.

All Focusites are required to report to work on all regular working days.

Some functions require the presence of Focusites round the clock - seven days a week. This will be organised by the heads in the respective functions/departments. Focusites are expected to co-operate and work on weekly off days/holidays during exigencies of work.

Normally Focusites would have to work on a regular shift. If, for some reason, they have to work on other shifts, it will be communicated to them by the respective Department Heads.

The allocation of the shift will be done by the Department Head. The shift shall be changed every month. i.e. a Focusite who is on the A shift during a particular month will be in B shift during the subsequent month.

5.2 WEEKLY OFF

Saturdays and Sundays will be the weekly off for the Focusites in the General shift.

If Focusites work in shifts, they will avail their weekly offs on the above days or on a day jointly decided by the Focusite and his/her Department Head.

5.3 ATTENDANCE REGISTER

An Attendance Register is available at the reception where every employee is required to sign. In case of an outdoor official duty, the immediate superior should be intimated in advance.

Frequent late coming/poor attendance will impact performance and eventually the career. In case of unplanned leave, information has to be given to the supervisor, at the start of the day.

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5.4 DRESS CODE

Focusites are required to be dressed in formal attire while on duty in office or while meeting a client.

For Gentlemen:

Mondays and Tuesdays:

Business formals, i.e., a full-sleeved shirt, formal trousers (aptly worn), formal leather shoes and a tie.

Wednesdays and Thursdays: Focusites may opt to wear full / half-sleeved formal shirt with tie, but formal trousers and formal shoes (brown, black or tan) are a must

Fridays: Focusites may opt to wear Jeans, a T-shirt with Collars, and Sport shoes. However shorts, sundresses, slippers are not considered appropriate. Slippers are not appropriate on any working days.

For Ladies: Monday to Thursday:

Western business formals, Saree or Salwar Kameez / Churidar

Fridays: Focusites may opt to wear jeans and a t-shirt or appropriate tops/blouses and long skirts.

Rubber slippers are not appropriate on any working days.

Note: For all meetings with external agencies, formal Meetings, Training Programmes and Business Tours – only Business formals

Focusites meeting clients on business calls are advised to be always dressed in formal attire, including a tie for men. Jeans should not be faded, Stone wash or frayed The Dress code is applicable for all Focusites excluding the Office Assts.


5.5 IDENTITY CARDS

All Focusites will be issued an identity card. This must be displayed at all times in the premises and produced for inspection, whenever required.

The card is non-transferable and is to be surrendered when you leave the services of the company. In case you lose the card, a duplicate may be obtained from HR on payment of Rs.100/-. Loss of identity cards must be reported immediately to HR department.

5.6 A FEW RESTRICTIONS

The software development office of FOCUS is a STPI unit, which means as per the Govt. of India regulations, no outside media like disks, floppies, tapes, manuals, books, etc. can be brought in or taken out with out proper documentation and authorization by the Project Head. Non-compliance to this is not only illegal, but also mean penalty.

5.7 SECURITY

The security personnel stationed at FOCUS office are authorized to check the belongings/personal effects as also identity cards as and when required. They could, at times conduct random checks on any employee if the need be. Focusites are requested to co-operate with them. Guests, if any are to be met within the designated places only, after completing the formalities with the security.

5.8 BUSINESS CARDS

Managers and client facing Focusites will be provided with business cards. Request for the same has to be placed through the Department Head, to the HR department.

5.9 NETWORK ACCESS POLICY

FOCUS provides computing and communication facilities, including internal network and Internet access, to Focusites solely for the work in the company, in order to complete responsibilities assigned to them in the course of their employment. In addition, judicious use of this facility is permitted to enable the Focusites to become better informed and more productive at work. The Focusites are expected to be aware, at all times that the network facilities are the company's business tools and are to be used solely for the purpose of achieving the company's business goals and objectives. However, the


company understands the need for sending/receiving personal mail to a reasonable extent, not conflicting with the company's business interests.

5.10 CONFIDENTIALITY & ASSIGNMENT

In the course of employment with FOCUS, a Focusite may come across information that is sensitive in nature. Such information would include adaptation or variation of designs, drawings, process, methods, material specifications, business plans, activities, commercial or technical information of the company, or its customers, associates, prospects. All Focusites should treat such information with strict confidence and should not disclose or discuss or give such information to any one in the company or outside for gain or otherwise.

In specific instances, on the insistence of the company's customers, Focusites working on their projects may be asked to sign an additional IPR agreement as specified by the customer.

5.11 RESTRICTION ON OTHER BUSINESS OR EMPLOYMENT

FOCUS expects its employees to devote their services exclusively to the company. Unless agreed to by the Company, in writing, a Focusite cannot indulge in any other business, employment or profession, or provide services to any other individual, firm or corporate body. During the employment with the Company, and for a period of upto one year after the cessation / termination of employment with the Company, for any reason, you shall not, either on your account or for the account of any person other than the Company: i) Solicit, induce, and attempt to hire, or hire any employee of the Company (or

any other person who may have been employed by the Company during the term of your employment with the Company)

ii) Solicit business or relationship in competition with the Company, from any of the Company 's customers, suppliers or partners or any other entity with which the Company does business

iii) Assist in such hiring or solicitation by any other person or business entity or encourage any such employee to terminate his or her employment with the Company

Or iv) Encourage any such customer, supplier or partner or any other entity to

terminate its relationship with the Company 5.12 EMPLOYEE COMMUNICATION


No Focusite is authorized to give any lecture or speak at any public meeting with regards to the Company's affairs or on matters and subjects, which may affect the Company. All Focusites are expected to adhere to Company’s communication guidelines, before making commitments to any individual/ Organization. In the event of a revenue loss incurred by the Organisation due to the any such wrong commitments given explicit or implied, the Company reserves the right for recovering such losses from the concerned Focusite.

6.0 CLASSIFICATION OF POSITIONS & COMPENSATION BENEFITS

6.1 CLASSIFICATION OF POSITIONS

For administrative reasons, Focusites are grouped under various Job Titles and are placed in different grades according to their qualifications, training, experience and the skills required in different positions, as detailed below:-

Cadre Grade Team Designation

Managing Director Joint Managing Director E Strategic Vice President GM DGM, AGM Country Manager Regional Manager Project Manager

Leadership Team

D Tactical

Senior Managers

Managers Project Leaders Assistant Managers

Management Team C Operational

Team Leader Senior Executives Executives System Engineer/ Systems

Administrator Software Engineer Team Member

Executives B

Management Trainee & Trainees Junior Executive Junior Executives

Assistants A

Operational

Office Assistant


6.1.1 CONSULTANTS

Focusites who join Focus under Consultant Category will serve for a specific period and will be designated as CONSULTANT. On completion of the fixed period, Focus may consider on regular rolls subject to vacancies.

6.2 ANNUAL INCREMENT & REVISION OF COMPENSATION 6.2.1 AUTHORITY TO SANCTION

Annual Increase and Revision of Compensation will be recommended and forwarded by Head of Department to Head (HR) as per the Performance Appraisal System. This will be scrutinized and analysed by HR and the same will be forwarded to MD for approval. On approval, Head (HR) shall communicate the same to the Focusite with a copy to the MD, concerned Head of Dept. and personal file.

6.2.2 ANNUAL INCREMENT

Annual Increase in Compensation is awarded through Increments to the Focusites in the respective grade in which he/she is placed. Normally, the range of Annual Increase will be based on their Performance Appraisal and Targets / Objectives achieved during the previous Twelve Months.

6.2.3 REVISION OF COMPENSATION

The Management at its discretion, duly recommended by the Heads of Department, may consider higher increment than the stipulated percentage mentioned above. While considering higher percentage, the Focusite’s qualification, skills, experience and comparable compensation in the relevant industry will be taken into consideration.

6.2.4 ANNUAL INCREMENT DATE: 1st of April, each year shall be the Annual Increment Date from level to level for all Focusites. Annual Increment shall be based on the Performance Assessment and Appraisal Committee’s Recommendation. HR shall tabulate all the recommendations and submit the same for the Committee’s remarks. For Example: -


Cases Objectives for the Period

Review Process Increment with effect from

A Joined on 1st April 2010 or an existing employee

1st April 2010 to March 2011

1st April 2011 - Full Annual Increment as per % increase decided by the Management

B Joined on 1st June 2010

1st June 2010 to March 2011

March - 2011 1st April 2011 – Pro-rata Increment (for 10

months only) as per % increase decided by the Management

7.0 PERFORMANCE MANAGEMENT SYSTEM 7.1 OBJECTIVES OF PERFORMANCE APPRAISAL

The intent of the Company is to harness and nurture the skills of the Focusites while catering to the individual aspirations and organizational goals through a process of continuous feedback, appraisal and training. It helps in the assessment of his/her training needs and in identification of areas for his/her future development. The performance appraisal process gives Focusites clarity on their function and role. The appraisal will also seek to evaluate the Focusites on certain competencies, necessary for performing on the job, and the objectives set by them at the start of the review period. The appraisal is not only a mechanism to evaluate, but also to develop. It gives the Focusite a holistic self- perspective, an opportunity for self-reflection and guides him/her in the right direction. The Performance appraisal will be one of the important mechanisms used in deciding promotions and Career path.

7.2 THE APPRAISAL PROCESS

In all its forms, appraisal should be owned by both, the appraisers and the appraisees, as part of the psychological contract. Perhaps, this is ideal, but one that, in the context of performance management, needs to be addressed.

Performance appraisal is an objective assessment of an individual’s performance against well defined benchmarks

Focusites on joining are required to discuss with their reporting authority / HOD to fix Key Result Areas (KRAs) in a one page “Objective Setting Form”, initially for the probation period. This may be used while evaluating the Focusite for confirmation. Thereafter, the Focusite may again


reset/revise his / her KRAs/Objectives as per Performance Management System. This will help, both, the Focusite and the reporting authority / HOD, in evaluating his / her performance in the Annual Appraisal.

The HR Dept. will normally send the Annual Appraisal Form to all the Focusites, during the first fortnight of March. The appraisal process should be an open discussion, where Focusites will be encouraged to share their views on all issues, relating to it. The appraiser will give the final rating, only after the discussion. The Performance review would be specific to a Focusite's job description and how successful he/she had been in meeting his/her Targets / Objectives. If for any reason, certain other external factors, beyond one's control had influenced performance levels, such issues should be discussed and targets / ratings revised accordingly.

The appraisal will also seek to rate the Focusites on certain critical attributes, important for their performance on the job. The appraisal will also recognize any special achievements/special contributions and make a note of any major lapses, if any. The appraiser will also do an overall assessment of the Focusite. He will summarize the area of strengths, and areas where the Focusite needs to improve. The assessment should not be confined to past performance alone.

There is also the need for assessing the potential of an employee for future performance, particularly when the employee is tipped for assuming greater responsibilities.

7.3 PROMOTIONS

The organization believes that performance is the key to an Organisation’s growth. In order to promote a culture of recognizing performance and providing Career growth for Focusites, Promotion to the next level in the line function are given to deserving Focusites. Promotions across functions are also encouraged, which will ensure lateral opportunities for employees. Apart from this, if a vacancy arises due to resignation, the position will be filled up either internally through promotions or lateral advancements or through external recruitment.

8.0 HUMAN CAPITAL PLANNING & RECRUITMENT

HUMAN CAPITAL: HR Department will ascertain the human capital needed for each financial year in consultation with the HoDs. HoDs after studying the


requirement with justification will forward the same to Head (HR). MD/ Head (HR) may approve / disapprove the same after assessment, through the HC requirement plan.

8.1 RECRUITMENT

OBJECTIVES To have a uniform recruitment process. To ensure that staffing needs are met on time.

MODE OF RECRUITMENT

The search for suitable candidates will be conducted both internally and externally

Applications for the concerned positions will be obtained through a) Referrals b) Job Portals c) Consulting Services Group (IT Requirement) d) Newspaper Advertisement. e) Manpower Search Consultants f) Internal Recruitment

a) Referrals

Recruitment through employee referrals is encouraged. b) Job Portals The various Job Portals like Naukri, Jobs Ahead etc., to which FFI, subscribes will be a major source of Applications. c) Consulting Services Group (IT Requirement) The human capital requirement of Focus’ Software Projects team and Internal IT, will be catered by the CSG (All Locations). The requirement will be broadcasted by the respective HoD to the Functional Manager/NRC Manager, as Internal Customers, in the HCRSS a format similar to the one prescribed for CRSS in the Candidate Selection procedure under CSG process. The validated profiles will be sent to the HoDs for the Technical Round and will be forwarded to HR for the HR Round, Verification & Closure.


d) NEWSPAPER ADVERTISEMENT

Advertise in selected national newspapers and industry specific magazines to ensure a wide targeted readership. The advertisement will contain a brief about the company, details of the position, its job responsibilities, required qualification and experience, compensation and benefits and the time limit for responding to the advertisement.

e) MANPOWER SEARCH CONSULTANTS

Manpower search consultants may be retained for some key positions. The decision to engage search consultants will rest with the MD. In case of the requirement being sourced by an external consultant or CSG, the HRD will send specifications for the profile in a format similar to the one prescribed for CRSS in the Candidate Selection procedure under CSG process.

f) INTERNAL RECRUITMENT

The procedure for internal recruitment shall be: HRD will work according to the approved annual human

capital requirement plan and fulfill the requirements accordingly. HRD will also be working towards fulfilling the positions that arise due to separation.

The requirement may be fulfilled by lateral transfer of the existing employees. This may also be initiated by the HoD, for his/her department members and forward it to the HR dept, if found suitable. The Focusite, on qualifying for the position, will then be given a lateral transfer; on approval and the same will be recorded in their personal data file.

In the normal course, the HRD will scrutinize the requirement of the job and check if the requirement matches the job specification, job objectives and the role expectations before taking it forward, with the respective HoDs.

The HRD will source the CVs, in accordance with the HCRSS created for the requirement.

HRD shall do the initial screening and forward suitable CVs received from the sources, specified above to the FH/Manager of respective departments.

The FH/Manager may send short-listed CVs to the HRD, who may organize candidate interview by nominees of the FH.


The Interviewers will record all necessary details in the Interview Evaluation form for each candidate and sign it with recommendation for selection or rejection. There are two more Interview Evaluation forms, available one each for Business Relationship and Resourcing positions. The interviewer may choose the Interview Evaluation form as found appropriate.

Competent authority (MD/JMD/HoD/RM) will accord their approval in the form.

On receipt of approved Interview Evaluation Form, the HRD will process it and the Offer Letter will be issued to the selected candidate based on the recommendations.

Based on the offer, the new employee will join FOCUS, and on joining, will submit all the documents as mentioned in the offer letter.

8.2 HR FAMILIARISATION PROGRAMME (HRFP) & TRAINEE REGULARISATION

OBJECTIVES To anticipate and ensure that Human Capital needs are met on time To encourage Fresh Graduates/Post Graduates, to get trained in the FFI

business processes, with the intention of absorbing them as Focusites, after the successful completion of the HRFP, if a requirement exists

To have a uniform process for the freshers to get regularized as employee of Focus, if found suitable

This process could also be utilized to make a final evaluation of the candidate’s suitability to the job

8.2.1 RECRUITMENT & SELECTION PROCEDURE:

a) INTERVIEW: The concerned Manager/HoD will conduct the preliminary interview, in terms of the candidate’s suitability for the role and recommend her/him for the HR Familiarisation Programme, to the HR dept. The candidate’s suitability for the role envisaged will be assessed by the Head/Manager (HR), before the letter for the HRFP is released. b) OFFER FOR THE HRFP: Based on the recommendation of the HoD, the date of commencement and the duration of the HRFP will be informed to the Candidate. On the date of commencement of the HRFP, the trainee will be issued the hard copy, once all the joining formalities are completed. A separate file will be created for the HRFP candidate and the documents specified in 8.3f (pts. 4-7), will need to be submitted for the commencement of the personnel file.


c) DURATION OF THE HRFP: The HRFP, generally, will be for a duration of one month. On completion of the month’s familiarisation, the candidate will be evaluated on the learning acquired and the suitability to make her/him a regular trainee. Normally, no extension is allowed, since the purpose of the programme is to make a quick evaluation of the suitability of the candidate, for employment, and not for, the HRFP replacing the regular process, by which trainees are inducted into the company. If the candidate is not found suitable within a week, he/she would be eased out of the system.

d) TRAINEES: On successful completion of the HRFP, the candidate will be recommended for a regular training programme, for a duration of 3/6 months, with a stipend, which would include the statutory benefits, as applicable. Please ref. table under 8.2.1 (h) The candidate will need to fill up the Employment Application form, nomination forms for ESI/PF, bank application form and the Department Head/Manager will have to furnish the joining slip, as part of regularizing the Trainee. A letter confirming the training arrangement will be issued by the HR dept, after the forms stated are completed and submitted. e) THE BENEFITS AS REGULAR TRAINEE: The trainee will be eligible for the statutory benefits as given in the table in 8.2.1 (h) and will be covered under the Mediclaim policy of FFI. Their stipend will be processed through the regular payroll process. f) REGULAR EMPLOYMENT: On successful completion of the training period, the Trainee Evaluation form, will be duly completed by the reporting authority, with the required approval by the reviewer and sent to the HR dept., for regular employment. In the event of a recommendation to extend the training, it would be extended by another 3 months. There will be

Focusite Date of Joining as Trainee

Completion of 3 months Regularising the Trainee w.e.f

“A” Between 1st to 30th of the calendar month

Ex. DOJ 12th May 2010

11th Aug 2010

1st Sep 20010

Focusite Date of Joining as Trainee

Completion of 6 months Regularising the Trainee w.e.f


Ex. DOJ 12th May 2010

11th Nov 2010

1st Dec 2010


no further extensions. The date for regularizing of the trainee will be as follows: g) PROBATION & CONFIRMATION: The probation period will be as applicable for the regular employees (ref. 8.3, in the Recruitment policy). h) QUALIFICATION & COMPENSATION: The qualification and compensation criteria for each of the categories, effective Aug 2011 are as follows:

NB: The remuneration mentioned is only indicative and is subject to change without notice. 8.3 RECRUITMENT & SELECTION PROCEDURE FOR REGULAR EMPLOYEES:

a) INTERVIEW: The HoD, will conduct the preliminary round of interview, in terms of the candidate’s suitability for the role. b) FINAL INTERVIEW : On receipt of the Interview Evaluation Sheet duly recommended and forwarded by the HoD, final interview will be conducted by Head/ Manager (HR) and the candidate will be assessed in terms of his/her fitment in the organization in all respects including compensation.

Note: TRAVELLING ALLOWANCE : Outstation candidates called for interview shall be reimbursed as per the Travel Policy applicable to the

Sl. No

Category Qualification Remuneration per month

Statutory benefits

1 a Graduation, Any Discipline

Rs. 5000/-

1 b Engg. Degree Rs. 5500/- 1 c

HRFP (Out of Pocket Expenses) PG, Any

Discipline/ MBA

Rs. 6000/- NA


Rs. 9000/-

2 b

Regular Trainee (Stipend) Engg. Degree Rs. 9500/-

2 c Mgt. Trainee (Stipend)

PG, Any Discipline

Rs. 10,000/- ESI & PF


Rs. 11,000/-

3 b Engg. Degree Rs. 11,500/- ESI & PF

3 c

Permanent Employment after the successful completion of the Training period (Salary).

PG, Any Discipline

Rs.12,500/- ESI & PF


respective position for which he / she is called for interview in respect of journey from the place of residence to the place of interview and back by the shortest route. This will be duly checked and verified by HR Department before passing the claim. This reimbursement will be made by Cheque/Cash to the candidate within 15 days from the date of interview.

c) MINIMUM GUARANTEED EMPLOYMENT PERIOD AGREEMENT: All Trainees/ Mgt. Trainees will sign an agreement for 2 yrs and recovery amount will be Rs. 50K. All Executives (Jr. to Sr.) will sign for a period of 1 yrs. and recovery amount will be Rs. 25K. For other positions, on request, the agreement will be initiated and amount will be in accordance to the duration. In the case of the employees who for some reason are unable to complete the minimum guaranteed period, there will be a recovery of the amount prorated to the no. of months that has to be served. For example, if an employee has served 1.6 months, of the 2 years of her/his agreement, she/he will have to pay Rs.12,500/- Any exception will have to be recommended by the FM/FH to the Mgt. and the same has to be approved by any one of the Directors.

d) OFFER OF EMPLOYMENT: Based on the recommendation of the HoD, the Head (HR) will plan the offer of appointment for the candidate(s) recommended in the order of merit. Offer Letter / Appointment Letter intimating the selection will be sent to the successful candidate(s). The candidate(s) will be offered sufficient time to consider and accept the offer. In case the offered candidate(s) do not accept or response is not received from the candidate (s) for whom offer was sent within the stipulated time, the offer will be cancelled and the candidate intimated accordingly. Thereafter, the next candidate(s) in the order of merit will be offered the position(s). e) REFERENCE CHECKS: A reference check will be conducted for the candidate, within a week of her/his joining Focus. If the reference check is found unsatisfactory, the employment will be reviewed and if it is found fraudulent, the employment process will be abrogated forthwith.

f) JOINING FORMALITIES: While joining the candidate will be required to fill up the Employment Application forms, nomination forms for ESI/PF, Gratuity, Pension, etc. At the time of joining, the candidate will be required to produce original and submit copies of the following: 1. Relieving Letter from the Current Employer 2. Pay-slip from your Current Employer


3. Experience Certificates of all Earlier Employments 4. Educational Certificates from Std.10th Onwards 5. Passport size photographs – 5 Nos. 6. Photo Identity Proof and 7. Address Proof

g) INDUCTION: Every candidate selected after the final interview will receive an Offer letter on joining, and the employee would be referred to as Focusite. A specific induction programme will be organized by the HR department for the new entrants, generally, within sixty days of joining the company. The date and schedule of the Induction program will be circulated by the HR department. The Department head / Functional Manager will handle the Induction programme, for the new Focusites, in the other locations, if the employee, is unable to attend the induction programme organized by the HR dept. The concerned HoD will induct all Focusites into the systems and procedures of the organization. h) PROBATION / CONFIRMATION: On joining, the Focusite will have to undergo a three / six month’s probation period, as the case may be. The Probation period may also be waived off at the discretion of the HoD after discussing with Head (HR). The Dept. Head will be informed, 15 days in advance, about the Focusite whose confirmation is due along with the Probation Evaluation Form. He/She will advice the HR Dept. on the confirmation of the Focusite, based on the achievements of the objectives that were listed at the time of joining. In case of probation extension (max 3 / 6 months) as recommended by HoD, the same shall be endorsed in the Probation Evaluation Form and filed in the personal file and a letter on extension of probation will be issued to the Focusite.

i) CONFIRMATION DATE: Confirmation Date will be reckoned as follows for administrative reasons. For Example: -

Focusite Date of Joining Completion of 3/6 months

Confirmation w.e.f


Ex. DOJ 14th July 2011

13th Oct 2011 1st Nov 2011


“B” Between 1st to 30th of the calendar month

Ex. DOJ 19th July 2011

18th Jan 2012 1st feb 2012

j) PAYROLL PROCESSING & SALARY DISBURSEMENT: The attendance period for the purpose of payroll for any month will be the 26th of the previous month to the 25th of the current month.

Each Department will send the Attendance/LOP Details in respect of Focusites working in the department on or before 25th of the Salary Month. Salaries for the month will be processed between the 28th and 29th of every month by the Personnel Dept. The approved leave applications, which have not yet been forwarded, need to be sent to [email protected], on or before the 25th of every month. Any leave applications, received after the 25th of the month, will be considered as Leave on Loss of Pay (LOP) and the deduction will be effected in the same month’s salaries. Except in emergencies, all the other leave taken must be by prior approval and these approved leave applications, should be sent to [email protected], immediately. Any discrepancies, in the LOP statement or leave balances for a particular month, may be sorted out, within the 15th of the subsequently month, before the commencement of the next salary processing. It may not be possible to make any changes with retrospective effect, beyond this timeline. Any exception has to be approved by Management h) PAYMENT OF SALARY: Salary will be paid on the last working day of the month for which the salary becomes due for Focusites who are on the direct rolls of the Company.


As stated in the HR Philosophy, the Company recognizes the distinct potential of Focusites and would like to create processes to sustain, nurture and develop for the benefit of the employees’ development as well as achieving company’s business performance/targets.



In line with the above philosophy, every Focusite goes through a performance evaluation process along with his / her immediate supervisor to identify the following:- Performance Achievements Skills and Competencies that require further development. Training needs, both functional and developmental.

The process helps both the management and the employee to understand the Key job responsibilities, set targets, plan to meet development needs, etc.

9.2 TRAINING

Training is an ongoing process in the company. The training process comprises the following:

a. Training need identification b. Training Calendar & Budget c. Training Planning d. Training delivery e. Training evaluation

9.2.1 TRAINING NEED IDENTIFICATION

Broadly the training needs are identified based on two factors:- a) Business needs and knowledge & skills required to fulfill the business needs. b) Individual & Group development needs.

9.2.2 TRAINING CALENDAR & BUDGET

A Training Calendar will be prepared along with the Training Budget by HR for approval by MD. Each Focusite will attend minimum 3 man-days in a calendar year in which he / she needs to be trained.

9.2.3 TRAINING PLANNING

Both the individual and group training plans are worked out and scheduled. In case of internal training programmes, session-wise course design and course material are prepared, faculty resources are identified for the modules. In the case of the external training programmes, HR department liaises with training institutions and updates the database on training programmes.

9.2.4 TRAINING DELIVERY


For the internal courses, HR interacts with the departments for nominations and conducts the course with internal / external resources. Also, ensures the provision of required course material, hard and soft training aids while delivering the programme. The Company also invests in employee competence development, by sponsoring Focusites for public training programmes. It is intended that the trained Focusite will then impart the training received, to others in the department and thereby contribute to enhancing efficiency and effectiveness within the system. Code of Conduct for all sponsored training initiatives: Focusites nominated for sponsored training programmes are our “Ambassadors” and this is not to be treated as an informal event. Hence, Focusites are expected to ensure that they: 1. Have sufficient business cards, to exchange, if provided with the same. 2. Are attired formally or as per the dress code as specified in the

programme guide. 3. Take notes as they may be called upon for Knowledge Transfer (In-

House) 4. Are always 5 minutes before schedule. 5. Handover their responsibilities for the period, to relevant Focusite(s) and

keep others informed appropriately, by E-mail. This, being a development initiative, will require that: 1. A report on the programme with clear time – bound knowledge transfer

objectives is sent to the reporting authority, with a copy to the HR department.

2. A knowledge transfer plan to the relevant members of the location/ department is sent to the HR department.

3. A copy of the complete set of programme materials, received by the Focusite, along with the notes, made during the programme, are sent to the HR department, for the other In – House developmental programmes.

The investment in these sponsored developmental initiatives is primarily to harvest a Return on Investment. The benefits of this programme, both, for the Focusite, as an individual and for the organisation are expected to be in evidence, through intense training efforts, towards enabling the team to develop the desired competence. Needless, to add, we expect such contribution from Focusites, to be available for many successful years.

9.2.5 TRAINING EVALUATION HR Department will design evaluation systems, review course contents, course methodology, delivery and impact of training.


The feedback will be used for improvements in the programme processes, as well as future patronage of programmes delivered by outside institutions.

9.2.6 RECOVERY OF TRAINING COSTS

To optimize the utilization of the Company sponsored training programmes, the concerned Focusite, will ensure that she/he serves Focus, for a minimum period of 6 months from the date of attending the Training programme. In the unlikely, eventuality, of separation from Focus, within six months of attending the programme, the investment (as applicable), will be recovered from the Focusite, during the final settlement.

10.0 DOMESTIC TRAVEL POLICY 10.1 OBJECTIVES

To ensure that guidelines are properly provided to employees while travelling on business to domestic or overseas locations

To lay down standards of expenditure allowance depending upon employee levels

To specify authorization levels for approval of travel To facilitate monitoring of travel related expenses

10.2 TOUR & TRAVEL POLICY

1. Travel Plan needs to be prepared and a prior approval has to be taken from the respective Reporting Officer, in the Travel plan form. 2. Once the travel plan is approved, the concerned Focusites can send the request for booking tickets along with the approved Travel form. 3. Admin Department will book the ticket and forward the ticket to the concerned Focusite. 4. Depending on the location, the concerned Focusite to send their request to the respective local Admin Executive, for booking tickets. In the absence of a local Admin representative, the corporate team will support in arranging the tickets. 5. Travel Eligibility: Executives – Junior/Senior Executive Train – 3rd AC Assistant Manager – Managers – Senior Managers

Train – 2nd AC or 3rd AC. Flight Travel – Based on Business needs


6. Eligibility for Room Stay Executives – Junior/Senior Executive Rs.1200/- per day inclusive of Boarding

and Lodging Managers – Assistant Manager – Senior Manager

Rs.2500/- per day both inclusive of boarding & lodging

7. Travel Advance request can be forwarded to Admin dept with the approval of the respective Reporting Officer. If required, the Travel Advance amount can be credited to concerned Focusite’s Axis Bank Account 8. On completion of travel, the filled travel expense form to be submitted along with the supporting original bills and the same needs to be forwarded to the respective Reporting Officer along with Tour Report, for approval. 9. The respective Reporting Officer will approve and forward Travel Expenses Statement to Admin Dept subject to the receipt of the Tour Report. 10. The Reporting Officer will retain the Tour Report for her / his record and for future reference. 11. Admin Dept will arrange for reimbursement and the same will be credited to the concerned Focusite’s Axis Bank Account 10.3 Local Conveyance

1. For Local conveyance reimbursement, Standard Client Visit Form needs to be submitted in the beginning of the year (Standard Client visit form Attached) 2. Local Conveyance Eligibility: Executives – Junior/Senior Executive Rs.2.75 per Km

Managers – Assistant Manager – Senior Manager

Rs.7/- per Km (For the usage of Four Wheeler) If the Manager is not using a 4 wheeler, then either the 2 wheeler allowance will apply. If a taxi / auto is used, then the claimable amount will not exceed Rs. 7/- per Km


3. Every Week the concerned Focusite will be submitting Weekly Client visit Plan form to the respective Reporting Officer. 4. Respective Reporting Officer will approve Weekly client Visit form. 5. Based on the approval, concerned Focusite will be visiting Client’s Office or any other location 6. On the completion of the week, concerned Focusite needs to submit the Weekly client visit claim form with the weekly report to your Reporting Officer 7. The respective Reporting Officer will approve the Weekly client visit claim form for reimbursement 8. The weekly client visit claim should be as per the approved Standard Client Visit Form 9. The weekly Client visit claim amount will be reimbursed from local petty cash through the concerned Admin executive 11.0 NATIONAL & FESTIVAL HOLIDAYS AND LEAVE 11.1 NATIONAL & FESTIVAL HOLIDAYS:

Focus will declare in each calendar year, four National Holidays (Republic Day, May Day, Independence Day and Gandhi Jayanthi) and 6 Festival Holidays.

11.2 WORK ON NATIONAL & FESTIVAL HOLIDAYS:

In order to meet the urgent business requirement, the Company may require any employee to work on National & Festival Holidays and, for such work, he will be compensated in accordance with the Company Rules as laid in the Leave Policy.

11.3 LEAVE 11.3.1 PURPOSE

To give Focusites an opportunity, within limits, of paid leave from work to attend to personal matters or to undergo medical treatment.

To give Focusites an annual break to sustain enthusiasm and energy levels.


11.3.2 MAIN FEATURES

There will be 3 categories of Leave w.e.f. 1st Jan 2011. They are as follows:

1. Casual Leave – 12 days, PA

2. Sick Leave – 6 days, PA

3. Earned Leave – 13 days, PA

CASUAL LEAVE (CL): All the employees shall be eligible for one-day casual leave per month

Casual leave shall be availed in the Calendar year (Jan-Dec) itself. It cannot be accumulated and carried forward to the next year. Casual leave shall be availed for a minimum of half a day and a maximum of 3 days at a stretch. Casual Leave can be either prefixed or suffixed to holidays. If it is availed by prefixing and suffixing before and after holidays, such holidays will also be considered as leave and will be deducted from the leave account SICK LEAVE (SL): All permanent (confirmed) employees shall be eligible for Half day Sick leave per month. A maximum of 2 consecutive days’ leave may be taken without Medical certificate. Any further leave without a medical certificate will be treated as Loss of Pay irrespective of the sick leave credit available. If the leave taken exceeds 5 working days because of illness, then the Focusite, has to produce a fitness certificate, besides the medical certificate, before resuming duty. Sick leave shall be availed in the Calendar year (Jan-Dec) itself. It cannot be accumulated and carried forward to the next year. EARNED LEAVE (EL):


EL should be well planned and availed with advance notice giving sufficient time to make alternate arrangement. All permanent (confirmed) employees can avail Earned leave. For every 20 days worked, an employee will earn one-day leave It can be accumulated and carried forward which shall not exceed more than 26 days. Earned leave can be surrendered and en-cashed once in a year, leaving minimum 15 days in credit. The leave can be en-cashed in the month of January, of the previous year. The Earned Leave is en-cashed at the rate of Basic salary only. Earned leave shall be availed for a minimum of 1 day and for a maximum of 15 workings days at a stretch Earned Leave can be either prefixed or suffixed to holidays. If it is availed by prefixing and suffixing before and after holidays, such holidays will not be considered as leave and will not be deducted from the leave account. Note: Two types of leave should not be clubbed. All leave should necessarily have prior approval of the Reporting authority. Any leave taken without prior approval or if leave taken is not regularized, post facto, it will be treated as Leave without Pay.

In the case of leave exceeding 5 working days, the concerned reporting authority should forward the leave application, with her/his recommendation, to the HR dept., for special Management approval. The HR Dept. will inform the sanction of the leave, to the concerned Reporting authority. The Focusite concerned, may be permitted to proceed on leave only after the receipt of such sanction.

The number of leave a Focusite is entitled to will be prorated, based on the date he / she joins the organization during the current calendar year. If he / she joins on or before the 15th of the month, he will be entitled to that month's leave, as applicable.

The leave shall be sanctioned by the reporting authority, subject to the leave availability.

The company reserves the right to recall a Focusite who is on leave, if the exigencies of service so warrant.


11.3.3. LOSS OF PAY

A Focusite who is on unauthorized leave will be termed to be on Loss of pay.

Focusites are not encouraged to go on unauthorized leave since it will be considered as a breach in discipline and appropriate disciplinary action may be initiated against them.

11.3.4. MATERNITY LEAVE

All women Focusites are eligible for Maternity leave as per the provisions of the Maternity Benefit Act. 1961.

Eligibility on completion of a minimum of 80 days of service at FOCUS, as defined in The Maternity Benefit Act, 1961, prior to proceeding on Maternity Leave.

Woman Focusite will be granted, on application, Maternity Leave for 12 weeks, i.e. 84 days during confinement. The leave application, supported by a Certificate issued by a Registered Medical Practitioner shall be presented before proceeding on Maternity Leave. This facility will be available for the birth of the first two children only.

Maternity Leave would be granted for a maximum of 90 days. Weekly off days and holidays falling in between would also be counted as leave. The child’s Birth Certificate shall be produced by the woman Focusite concerned at the time of joining duty after availing the Maternity Leave. Maternity Leave for a period not exceeding six weeks may also be granted in case of miscarriage or abortion provided the application for leave is supported by a Certificate from a Registered Medical Practitioner.

PATERNITY LEAVE

All men Focusites are eligible for Paternity leave of three days for the birth of the first two children.

11.3.5 COMPENSATORY OFF

It will apply only in instances, when work is consciously scheduled on a holiday or overnight (not counting night shifts) because of client's requirements and demands.

The Comp-off should be availed within the same calendar month for the days of a holiday or night worked on. If the Comp - off is not availed within the


stipulated time, it will lapse. Only work scheduled that is estimated to be of over 6 hours duration and performed to the satisfaction of the reporting authority will be reckoned for a Comp - off. The reporting authority must authorize the Comp - off. This will apply to all Focusites. Compensatory Off should be applied in e-leave format and sanctioned before proceeding on leave by HOD for onward transmission to HR Department.

11.3.6 ENCASHMENT AND ACCUMULATION OF LEAVE

The minimum leave balance of 15 days to be maintained in their EL account. The maximum of 26 days of EL can be accumulated/ maintained in the EL account. Any excess leave to be availed during the Calendar year Jan to Dec or it will be automatically en-cashed, in January, the subsequent year

11.3.7 COMMUNICATION CHANNEL

Focusite wanting to apply for leave or wanting to intimate of an already taken leave, will fill up the e-Leave Application copy and forward ait to their respective superiors (reporting authority), by e-mail. This leave application will be approved/disapproved by the respective superior and forwarded to Eleave Group ID.

11.3.8 LEAVE ADDRESS

Focusite is required to intimate his / her leave address in the leave application when he / she is going out of station / headquarters.

11.3.9 LIABILITY FOR ABSENCE FROM DUTY BEYOND THE PERIOD OF SANCTIONED LEAVE

Whenever a Focusite remains absent beyond the period of leave granted or extended, the department concerned shall immediately report such instances to the HR Department. A Focusite who does not report for duty within 3 days of the expiry of her/his leave as mentioned above, and also does not keep the appropriate reporting authority, duly informed, will be treated as having left the Company’s service, on his own accord, from the date he / she was due to return to duty.

11.3.10 PERMISSION


A Focusite can avail permission of 2 hours, twice per month, with the approval of the HOD. The duration of the permission will be half-an-hour minimum to the maximum of 2 hours. The approved permission should be sent to the HR dept. for records. The permissions which exceed 2 hours will be accounted as half day leave.

12.0 LOANS AND ADVANCES 12.1 LOANS 12.1.1 PERMISSIBILITY: Focusites who have put in atleast 2

years of continuous service. 12.1.2 PURPOSE : The purposes for which loan can be given

include :-

a) Medical expenses including hospitalisation for self, spouse, children and dependent parents. b) Marriage for Self, children or dependent brothers / sisters. c) Construction of House/ Flat

d) Education expenses for self, spouse or children e) To buy vehicle for own use. f) Any other cause with the approval of the Management.

12.1.3 AMOUNT OF LOAN :

The Loan amount is restricted to Gross Salary for four months or Rs.25,000/- (Rupees Twenty Five Thousand Only) whichever is less.

12.1.4 CONDITIONS :

1. Loan will involve an interest charged @ 12.5% p.a. (as prescribed by the Govt.) calculated from the date of payment of loan.

2. An application need to be made in the Personal Loan Request Form through the HOD.

3. The application should include necessary documentary evidence to support the requirement of loan.

4. The management reserves the right to reject any application without assuring any reason thereto.

5. The loan will take atleast a week’s time to distribute after receipt of application along with necessary details / clarifications.

6. The recovery of the loan will be through equated monthly installments, deducted from the salary.

7. The Focusite has to give a blank, undated cheque, duly crossed, favouring Future Focus Infotech Pvt. Ltd., as a security, which will be used for the


recovery of the unpaid loan, in the unlikely event of a default on repayments.

8. This blank cheque, duly cancelled, will be returned to the Focusite concerned, in the month after repayment of the last EMI.

9. The Loan will have to be repaid in the least number of monthly installments, and in any case, not exceeding the maximum permissible number of 12 monthly installments.

10. Without assuming this facility to be a matter of right, a Focusite may be permitted a loan only once in two years.

11. By and large, the policy guidelines on disbursement of loans should be adhered to, without any deviation, and furnishing all the required documentation and financial sureties required.

12. Exceptions, for exemplary reasons, can be considered, on special application to the MD, duly endorsed by the Location Head or the Department head.

13. On all matters pertaining to exceptions, the MD’s decision will be final. 14. The Management reserves the right to recall the entire loan at any time

during the tenure of the loan without assigning any reason for such recall.

12.2 SALARY ADVANCE : 12.2.1 PURPOSE : The purpose of this is to take care of any exigency. 12.2.2 AMOUNT OF ADVANCE :

The Advance is restricted to 50% of Net Monthly Salary. 12.2.3 CONDITIONS :

1. Salary advance will be deducted from the salary, in the same month. 2. An application need to be made through the HOD. 3. The management reserves the right to reject any application without

assuring any reason thereto. 4. The advance will take atleast a week’s time to distribute after receipt of

application. 5. The Management reserves the right to recall the entire advance at any

time during the tenure of the loan without assigning any reason for such recall.

13.0 SOCIAL SECURITY MEASURES: 13.1 PROVIDENT FUND SCHEME

All Focusite who have been recruited for any permanent position can become a member of the PF Scheme.


The rate of contribution by the Focusite will be as per rules in force, which is currently 12% of basic pay. Similarly out of the company contribution of 12% of basic pay, 8.33% upto Rs.6,500/- of salary is contributed towards the Employees Pension Scheme 1995 under the EPF Act and the balance to the Provident Fund Account. In addition, if the Focusites so desire, they may make Voluntary Contributions to the Provident Fund, subject to a maximum overall contribution from their side of 20%. Such additional voluntary contributions, however, will not be matched by the Company. Amount deducted from the Focusites along with the company contribution will be remitted each month to the Regional Provident Fund Office, Chennai, through State Bank of India in the respective PF Account. Focusite on resignation is required to submit a withdrawal form (in case they would like to withdraw). This will be forwarded to PF Office only after 60 days from the date of resignation. Focusite on resignation are required to submit their transfer form (in case of transfer to the prospective employer)

13.2 LIFE INSURANCE CORPORATION OF INDIA - EMPLOYEES

DEPOSIT LINKED SCHEME UNDER PF

With effect from 1st January 2004, the company has covered Focusites under Provident Fund category, with the Life Insurance Corporation of India’s Employees Deposit Linked Scheme (LIC EDLI Scheme), with the consent of the PF authority. The premium for this is directly paid by the Company. Uniform coverage for each member under the LIC’s EDLI Scheme, is a sum assured of Rs.1,32,000/-, irrespective of the number of years of service, whereas under the PF EDLI Scheme, the members are covered for a maximum sum assured of Rs.1,32,000/-, based on the no. of years of service rendered by the members and also the contribution accumulated.

13.3 EMPLOYEES STATE INSURANCE SCHEME

Focusites, who earn a Gross Salary of less than Rs.15,000/ month, are covered under the "THE EMPLOYEES' STATE INSURANCE ACT, 1948".

The Employee and her/his family are covered under the scheme, which gives the following benefits:

(a) Medical benefit


(b) Sickness benefit (c) Maternity benefit (d) Disablement benefit (e) Dependants’ Benefit (f) Funeral Expenses

Under this scheme, the Employee's contribution at a rate of 1.75% of the Gross Salary and the employer's contribution at a rate of 4.75% of Gross Salary will be deducted from the CTC and remitted to the Employee State Insurance Corporation.

13.4 GRATUITY

Gratuity shall be payable as per the provisions of Gratuity Act on superannuation or resignation or in case of death-while-in-service of permanent incapacity due to physical or mental infirmity. Except in the case of death or permanent disability, gratuity is admissible only after 5 years from the date of joining on regular employment.

Gratuity will be calculated as 15 days of the Basic Pay for every completed year of service or part thereof for six or more months, subject to a maximum of Rs.3.5 lakhs, whichever is less provided the employee has put in a minimum period of 5 years continuous service.

14.0 STAFF WELFARE MEASURE 14.1 MEDICLAIM POLICY:

This policy is applicable for all the Focusites who are regular employees, including Trainees, effective February 2007. New joinees would be covered under the policy after one month of their joining. This Mediclaim policy helps employees to cover the expenses incurred during Hospitalization to the extent of the Sum Insured. The claim would be settled, only if the employee is admitted as In-patient for a period of 24 hrs or more. The Mediclaim card will be issued to all the employees, which would facilitate availing the cashless facility. This facility could be availed with all the hospitals listed with the TPA.


In the circumstance of inability to avail the cashless facility, the employee may pay the amount and the reimbursement could be claimed, within 30 days of hospitalization. The discharge summary, Original bills and the claim form needs to be submitted to the HR dept., within 30 days from the hospitalization. The claim will then be processed by the Insurance Company and the reimbursement will be made to the claimant, to the extent of claim approved by the Insurance Company. Personal Accident Benefits: As a value addition for the Mediclaim coverage, every Focusite is now insured in the unfortunate event of an Accidental Death, on the job. In the unfortunate event of an accident, it is recommended that the cashless Mediclaim facility should not be used; instead it is better to pay the expenses incurred and claim all the accident insurance benefits, as a reimbursement.

14.2 GROUP LIFE INSURANCE SCHEME: This policy is applicable for all the Focusites who are regular employees, including Trainees. All Focusites are covered under the Group Life Insurance Scheme, with a uniform coverage of Rs.37,000/-. In the event of the death of the member, the dependent of the Insured, will get the sum assured, whilst in service, prior to the terminal date.

14.3 WEDDING GIFT FOR FOCUSITES

14.3.1 PURPOSE

Marriage is an event of a life time which calls for celebrations. FFI joins in celebrating the weddings of Focusites. Every Focusite is presented with a gift cheque during the occasion of her/his wedding, on behalf of the Focus family.

14.3.2 MAIN FEATURES & PROCESS

Focusites who are getting married will receive a gift cheque. Focusites are requested to send their wedding invitation to the HR dept., before the wedding. A gift cheque of Rs.1000/-, will be presented to the Focusite, on the occasion of her/his wedding.


PROCESS AT CORPORATE OFFICE (CHENNAI): Immediately, on receipt of the wedding invitation, the HR dept. will request the Accounts dept, to issue the cheque, in favour of the Focusite. This cheque will be presented to the Focusite during the reception/ wedding ceremony, by a representative of the Company. PROCESS AT OTHER LOCATIONs: At the other locations, immediately, on receipt of the wedding invitation, the RM will make necessary arrangements, to issue the cheque at the location, in favour of the Focusite. This cheque is issued from the location’s petty cash account. The gift cheque will be handed over to the Focusite during the reception/ wedding ceremony, by a representative of the Company, from the Location. Note: In cases of the Focusites getting married in towns outside their work locations, the gift cheque will be presented to the Focusite, on the day they resume duty.

14.4 GENDER DIVERSITY & INCLUSIVITY STATEMENT OF INTENT &

GUIDELINES The Gender Inclusivity policy of FFI is a value statement giving not only direction

for the organization in practice, but also holds the organization accountable. It also

comes from the understanding that, inequality between men and women exists and it

is manifested in discrimination against women in different forms. To whatever

extent, one might be sensitive; it needs conscious and continuous efforts to achieve a

balanced environment both at organizational level and also in work with the partners

at field level. Framing a Gender policy is a commitment towards those efforts. The

overall effort is to provide an enabling environment for women within the

organization, various partners and the communities with whom we are working and

strengthen the gender sensitivity among all.

FFI’s organizational Vision on Gender Diversity and Inclusivity Entrench participatory processes through network approach that strengthen

Human Resources Management practices to secure, improve and enhance the

quality of life of all employees without discrimination


Participatory processes include – capacity building, institutional development,

networking and advocacy

FFI’s Organizational Values on Gender Diversity and Inclusivity

Equity: Being sensitive and committed to reduce all forms of discrimination with

focus on the employee regardless of sex, colour, religion or status

Participatory processes: Having faith in People capacities and their institutions

Accountability: Accountability with transparency

Collaboration: Developing synergies through networking

Team work: Striving for quality, innovation and diversity

Values we value:

Striving for success and quality Innovation Diversity

Objectives of FFI’s Gender Inclusivity Policy

To explicitly state the organizational commitment towards gender

inclusivity

To provide a direction towards building gender inclusivity related agenda

To provide a framework for effectively integrating gender concerns into the

organizational agenda and policy domain

To create equal opportunities and a conducive environment for women and

men at work place

To promote equal representation and participation of women in decision

making at the professional/ programmatic and administrative levels

Elements of Gender Policy: FFI’s definition of Gender FFI understands that gender refers to the attributes and opportunities associated with being male and female and the socio-cultural relationships between women and men. These attributes, opportunities and relationships are socially constructed and are learned through socialization processes. They are context specific and


changeable. In most societies there are differences and inequalities between women and men in activities undertaken, access to and control over resources as well as decision-making opportunities. Gender is part of the broader socio-cultural context, which also takes into consideration factors such as class, race, economic status, ethnic group and age. FFI adopts the gender inclusive perspective, which means focusing on both women and men and their relationships with each other and resources. In addition, it means working with a global perspective that allows for and appreciates regional diversity. The organization aims at mainstreaming gender by creating an enabling working environment that in turn attracts and helps to a retain gender sensitive team. Since FFI’s core business centers around the Human Resource, FFI is working to strengthen the Human resources management practices to secure, enhance the quality of the professional and personal life of its employees, partners and community in general. This means achieving a better analysis of patterns of use, knowledge and skills regarding conservation and sustainable use of human resources. Only with a gender perspective can a complete picture of human relationships and ecosystems be built up. The gender policy is an integral part of all FFI’s organizational policies, programs and projects and involves building a culture that understands the issues and policies, which respect diversity and gender, related concerns. A mere statement of policy and objectives does not ensure the concerns relating to addressing the gender. Towards achieving the above objectives, clear indicators need to be defined to evaluate and assess the organization’s commitment towards gender equity and inclusivity on a periodic basis. For this following systems and strategies are tried out internally and externally: at organizational level and at the Partner level. At Organizational level: A) Staff composition/representation

Recruiting adequate women staff and ensuring the balance also at senior

levels; with an objective of achieving a numerical gender balance in all

posts at all levels

Ensuring equal opportunities among male and female staff for personal

growth, in promotion benefits, training and working conditions


Ensuring equitable representation and participation of men and women in

the core group, Board of Directors and in various functional committees

of the organization

B) Workplace

Providing a safe and secure workplace for women staff, free from sexual harassment with a Gender Complaints committee to look into specific concerns

Providing an enabling and friendly work environment where both men and women enjoy and actively participate in work. This includes providing flexible working hours and allowing working from home, wherever possible

Extending work related concessions and relaxations for women staff depending upon the situations and requirements; e.g. providing secure transport facilities when they work late hours; giving relaxation over travel time for the next day for those in the field; ensuring security measures along with minimum basic facilities for women staff traveling in the field

Reviewing the organizational structure, functioning, problems in relation to gender imbalances among staff and the work environment time to time and taking definite steps to address the same

Strategic orientation to staff in the field based programs and advocacy initiatives towards increasing women’s access, control and ownership over the available resources

Placing Gender in existing committee: A woman employee who has put in 3 months of service after confirmation shall be entitled for 3 months of Maternity Leave on full pay and under probation, she will be eligible for leave without pay for the same length of period.

Making efforts to develop infrastructure for childcare facilities in the office premises in order to ensure that the parents can bring their children in circumstances in which the child cannot be taken.

Providing support for elder-care In the field


Furthering deliberate and intense efforts to promote participation of women in various aspects of human resource management.

Facilitating participation and even representation of women in various organizational structures created for the management of human resources like committees, user groups etc.

Analysis of gender disaggregated roles and work patterns, and make special efforts to balance/optimize the work load of women

Ensuring equal remuneration to equal work for both men and women in the works as part of the programs

Making special efforts to constantly identify vulnerable/capable women and provide them the necessary support and guidance

Sensitizing the men and mobilizing their support towards gender balance Building awareness and sensitivity by processing information and corporate

communications C) Staff capacity building

Facilitating staff capacity building processes and trainings to enhance perspectives and conceptual clarity on Gender issues (for all the staff members). It is an important component of the induction program

Ensuring that all trainings (internal and external) facilitated by the organization are gender-sensitive a) training: content/methodology/mode of facilitation b) logistics: part-time/location of venue/crèche facilities/other logistics/first-aid

Conducting Gender trainings for both men and women; and ensuring participation of women in all department level meetings and trainings

D) Organizational policies and systems Ensuring all HR systems and policies are gender-sensitive and responsive,

and integrating gender indicators into staff performance management/appraisal systems

Incorporating and explicitly mentioning gender sensitivity as an essential element in the tasks/job profiles in all terms of reference

Ensuring that the conceptual clarity and sensitivity on gender issues will be one of the important selection criteria in recruitment processes and capacity building efforts of personnel

Initiating and building the advocacy around gender balance and making efforts to integrate gender concerns into the scaling up and mainstream developmental programs


E) Staff benefits Following all statutory requirements related to maternity leave: A woman

employee who has put in 3 months of service after confirmation shall be entitled for 3 months of Maternity Leave on full pay and under probation; she will be eligible for leave without pay for the same length of period.

Ensuring that staff access to and use of information technology is gender equitable

(Arrangements should be made for recording all information and open access for reviewing the performance of tasks mentioned at organizational level regularly in different forums from staff meetings to Annual day/meetings)

Networking:

FFI will proactively make several efforts in promoting gender concerns in

the work with partners. It involves extending support to partners in gender

diversity recruitment programs, supporting gender studies, etc.

FFI will extend support to partner organizations in developing their own

gender policies, strategies and programs

Sharing Gender reports within our peer groups and partner organizations

and also facilitating similar process within the partner organizations to

promote gender sensitivity

Associating with networks and organizations working on this agenda e.g.:

the NASSCOM WIL IT

Supporting and expressing solidarity with partners at field level in taking up

issues of discrimination/harassment against women and education of

women

Note: This is a policy statement, which outlines FFI’s sensitivity towards Gender

Diversity and Inclusivity and its operational framework to address the related

concerns.

14.5 POLICY ON SEXUAL HARASSMENT OF EMPLOYEES


14.5.1 POLICY Future Focus Infotech Pvt. Ltd. (FFI) is an equal employment opportunity company and is committed to creating a healthy working environment that enables employees to work without fear of prejudice, gender bias and sexual harassment. The Company also believes that all employees of the Company have the right to be treated with dignity. Sexual harassment at the work place or other than work place if involving Employees is a grave offence and is, therefore, punishable. The Supreme Court has also directed companies to lay down guidelines and a forum for redressal of grievances related to sexual harassment. 14.5.2 SCOPE AND EFFECTIVE DATE This Policy extends to all employees of the Company and is deemed to be incorporated in the service conditions of all employees and comes into effect immediately. Sexual harassment would mean and include any of the following: i) Unwelcome sexual advances, requests or demand for sexual favours, either explicitly or implicitly, in return for employment, promotion, examination or evaluation of a person towards any company activity; ii) Unwelcome sexual advances involving verbal, non-verbal, or physical conduct such as sexually coloured remarks, jokes, letters, phone calls, e-mail, gestures, showing of pornography, lurid stares, physical contact or molestation, stalking, sounds, display of pictures, signs, verbal or non-verbal communication which offends the individuals sensibilities and affect her/his performance; iii) Eve teasing, innuendos and taunts, physical confinement against one’s will and likely to intrude upon one’s privacy; iv) Act or conduct by a person in authority which creates the environment at workplace hostile or intimidating to a person belonging to the other sex; v) Conduct of such an act at work place or outside in relation to an Employee of FFI, or vice versa during the course of employment; and any unwelcome gesture by an employee having sexual overtones “Employee” means any person on the rolls of the Company including those on deputation, contract, temporary, part time or working as consultants. 14.5.3 COMPLAINT REDRESSAL COMMITTEE A Committee has been constituted by the Management to consider and redress complaints of Sexual Harassment. The Chairman and Members of the Committee


are as follows: Committee 1. Mr. M. V Subramanian, Chairperson 2. Ms. Reena, Member 3. Mr. N.T. Nathan, Member 4. Concerned Ethics Officers at the FFI locations- Member A quorum of 3 members is required to be present for the proceedings to take place. The quorum shall include the Chairperson, at least two members, one of whom shall be a lady. 14.5.4 REDRESSAL PROCESS Any employee who feels and is being sexually harassed directly or indirectly may submit a complaint of the alleged incident to any member of the Committee in writing with his/her signature within 10 days of occurrence of incident The Committee will maintain a register to endorse the complaint received by it and keep the contents confidential, if it is so desired, except to use the same for discreet investigation The Committee will hold a meeting with the Complainant within five days of the receipt of the complaint, but no later than a week in any case At the first meeting, the Committee members shall hear the Complainant and record her/his allegations. The Complainant can also submit any corroborative material with a documentary proof, oral or written material, etc., to substantiate his / her complaint. If the Complainant does not wish to depose personally due to embarrassment of narration of event, a lady officer for lady employees involved and a male officer for male employees, involved shall meet and record the statement. Thereafter, the person against whom complaint is made may be called for a deposition before the Committee and an opportunity will be given to him / her to give an explanation, where after, an “Enquiry” shall be conducted and concluded In the event, the complaint does not fall under the purview of Sexual Harassment or the complaint does not mean an offence of Sexual Harassment, the same would be dropped after recording the reasons thereof. In case the complaint is found to be false, the Complainant shall, if deemed fit, be liable for appropriate disciplinary action by the Management. 14.5.5 ENQUIRY PROCESS


The Committee shall immediately proceed with the Enquiry and communicate the same to the Complainant and person against whom complaint is made The Committee shall prepare and hand over the Statement of Allegation to the person against whom complaint is made and give him / her an opportunity to submit a written explanation if she / he so desires within 7 days of receipt of the same The Complainant shall be provided with a copy of the written explanation submitted by the person against whom complaint is made. If the Complainant or the person against whom complaint is made desires any witness/es to be called, they shall communicate in writing to the Committee the names of witness/es whom they propose to call If the Complainant desires to tender any documents by way of evidence before the Committee, she / he shall supply original copies of such documents. Similarly, if the person against whom complaint is made desires to tender any documents in evidence before the Committee he / she shall supply original copies of such documents. Both shall affix his /her signature on the respective documents to certify these to be original copies The Committee shall call upon all witnesses mentioned by both the Parties The Committee shall provide every reasonable opportunity to the Complainant and to the person against whom complaint is made, for putting forward and defending their respective case The Committee shall complete the “Enquiry” within reasonable period but not beyond three months and communicate its findings and its recommendations for action to the Head HR. The report of the committee shall be treated as an enquiry report on the basis of which an erring employee can be awarded appropriate punishment straightaway. The Head HR will direct appropriate action in accordance with the recommendation proposed by the Committee. The Committee shall be governed by such rules as may be framed by the Supreme Court orders or any other legislation enacted later on. 14.5.6 OTHER POINTS TO BE CONSIDERED The Committee may recommend to the Head HR action which may include transfer or any of the other appropriate disciplinary action The management shall provide all necessary assistance for the purpose of ensuring


full, effective and speedy implementation of this policy Where sexual harassment occurs as a result of an act or omission by any third party or outsider, FFI, shall take all steps necessary and reasonable to assist the affected person in terms of support and preventive action. The Committee shall analyse and put up report on all complaints of this nature at the end of the year for submission to Head HR. In case the Committee finds the degree of offence coverable under the Indian Penal Code, then this fact shall be mentioned in its report and appropriate action shall be initiated by the Management, for making a Police Complaint. 15.0 ACADEMIC PROJECT TRAINING (Summer/ In-plant/ Final) At Focus, we believe in the relationship that we have with the “Academic Institutes”, in grooming the youngsters as “Future Corporate Citizen” and providing Projects to the Students, have been one such initiative. The Project Requisition form, available with the HR dept., needs to be completed and has to be approved by the Management. The approved project requisition should be submitted to the HR dept., atleast a week prior to the commencement of the project. 16.0 EMPLOYEE SEPARATION FORMALITIES: 16.1 EXIT FEEDBACK:

On separation from Focus, Focusite submits his/her intention to relieve by submitting a Resignation Letter to the immediate superior. On receipt of this, the reporting authority will discuss with the outgoing Focusite and forward the same to the HOD concerned. After approval by HOD, the resignation letter is forwarded to the Head (HR) for completing the separation formalities. The Exit feedback is taken from, both, the exiting Focusite and the Reporting authority, for understanding the reason for separation.

16.2 NOTICE PERIOD GUIDELINES:

After the submission and the acceptance of the resignation, Focusites are required to serve for a minimum period in order to handover the assignments handled by them to the person authorized by the HOD of the concerned department.


In certain cases, employee may like to be relieved at shorter notice without serving in Focus during the Notice Period (or) the Company may terminate the employee as disciplinary action or non-performance of duty. In such situations, notice pay will be recovered from the Focusite /paid by Focus, as the case may be, as per the following criteria:

Employee Category Notice Period

Non-Managerial (During Probation) 7 days Non-Managerial (After Confirmation) 15 days

Managers & Sr. Managers (During Probation) 15 days Managers (After Confirmation) 30 days Sr. Managers (After Confirmation) 60 days

16.3 RELIEVING ORDER & SERVICE CERTIFICATE:

Upon the receipt of the No Due Certificate from the concerned employee, duly signed by the respective departments, Relieving Order & Service Certificate is issued to the Focusite. Thereafter, the final settlement will be made by the 10th of the successive month.

Future Focus Employee Handbook

Documents

quality policy

mediclaim policy

training planning

leave permission

training evaluation

training delivery

leave address

accumulation of leave