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HIMACHAL PRADESH UNIVERSITY BUSINESS SCHOOL
INDUSTRIAL TRAINING REPORT ON HUMAN RESOURCES DEPARTMENT AT
FERMENTA BIOTECH LIMITED, MANDI
Submitted in partial fulfillment of award of degree of
Master of Business Administration (HR& MARKETING)
Submitted By: - Pankaj Thakur
Class Roll No: - 2850
University Roll No: - 2649
MBA (2013-15)
Himachal Pradesh University Business School, Summer hill,
Shimla-171005
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TABLE OF CONTENTS
SR. NO. TITLE PAGE NO.
1.
2.
3.
4.
5.
6.
(a)
(b)
(c)
(d)
7.
Preface
Training Certificate
Acknowledgement
Company background
HR Manual of the Company
Standard Operating Procedures
SOP for Recruitment of Personnel
SOP for Training of Personnel
SOP for specimen signature
SOP for defining Job Responsibilities and
organizational organograms
My Experience
3
4
5
6-7
8-23
24-33
34
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PREFACE
The research project in the field of management has gained the
importance to expose the potential manager to actual work situation
in the industry; it helps us to correlate theoretical concepts with
practical experience.
To provide a rich insight into work situation, the management
institutes all over the country arrange research projects for their
students during their MBA course. This project report deals with
how an organization fine tunes its policies, job descriptions,
reporting and procedures for orientation, confirmation and
engagement of employees with the HR principles.
However we must say that this report is not the work for
excellence work of scholar, it is result of assignment to improve
myself and gain confidence. So there is a chance of some mistakes
and also a critical appraisal by anyone will be heartily
welcomed.
Thank you
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Space for Training certificate
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ACKNOWLEDGEMENT
Nothing fruitful can be achieved without the perfect combination
of inspiration and perspiration; we owe much to inspiration part.
This report would ever have been come to friction without the
encouragement and participation of many individuals. I
take this opportunity to thank all those who assisted me in this
on-the-job training. It was an honor to work under the supervision
and constructive guidance of Mrs. Savita Jamwal (Manager HR/
Admin), Mr. Neeraj Sharma and Mr. Hira Singh Thakur.
I am highly thankful to the staff of FERMENTA BIOTECH LIMITED
(FBL) who gave me an opportunity to explore the depth of my subject
and for assisting me in my on-the-job training.
PANKAJ THAKUR
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COMPANY PROFILE
Fermenta Biotech Ltd (FBL) is a multifaceted organization with a
high degree of focus in Biotechnology, Pharmaceuticals and
Environment solution, and is known for its innovative spirits.
Incepted under the umbrella of Duphar Interfran Ltd (better known
as DIL Ltd), was the brain child of Late Mr. Vasant Kumar Datla.
Established in 1986, FBL was the pioneer of Penicillin G Amidase
enzyme in India and soon emerged as the leader in enzyme
technologies for beta-lactams. It made cost effective and efficient
enzymes for application in beta-lactam production a commercial
reality in India.
FBL also manufacture vitamin D3, a business it took over in 2004
from DIL, the first to harness this technology in India who had
seen manufacturing vitamin D3 since 1947. Even now FBL remain the
only organization in India to manufacture vitamin D3. Today FBL has
become a multifaceted organization with a high degree of focus in
biotechnology, Pharmaceuticals and environmental solutions and is
known for its
innovative spirit. Powered with an unmatched infrastructure, and
excellent network of facilities and greater thrust on R&D, FBL
offer innovative and time tested products to the world.
FBL is a trusted Vitamin D supplier with facilities for the
production of pharma and biotech products like Enzyme products,
Enzyme immobilization, AVCA, Cholecaciferol (Vitamin D3) and
Penicillin G Acylase.
VISION: To emerge as an organization committed to offering
products and service with the best quality backed by focused
research and development to attain a leadership position.
MISSION: To create a system and nature it to reach a state of
functioning, that would enable us to acquire a state (a currently
theoretical concept) of timeless stability and growth.
HISTORY/ MILESTONE:
1986: Foundation of Fermenta Biotech Limited (Erstwhile Fermenta
Pharma Biodil Ltd.). 1989: Pioneered the launch of immobilized
Pencillin G Amidase (PGA) catalyst. 1998: Launch of improved enzyme
catalyst PGA white for beta-lactam intermediates.
2004: Commencement of manufacturing of Cholcalciferol (vitamin
D3), Isoxsuprine HCI, Phenyramidol HCI and DILVIT.
2005: Launch of PGA brown (Fermase PA1500) for cephalosporin
intermediated and even introduced R-oxynitrilase( Fermase OX) for
chiral systhesis.
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2006: Produced DILBEADS, oxirane polymer beads for enzyme
immobilization and launch of PGA catalyst blend for cephalosporin
intermediates.
2007: I. Up gradation of pharmaceuticals facility for cGMP
compliance. II. Kosher certification for Vitamin D3.
III. HALAL certification for Vitamin D3.
2008: I. Novel Pencillin G Acylase (NPGA) for beta-lactam
synthesis viz. Amoxicillin.
II. WHO-GMP certification for API facility.
III. Launch of silicon Powder (Activated Dimethicone Powder).
IV. Launch of the FBL-Environmental solutions.
2009: Obtained CEP certification for vitamin D3 (Cholecaciferol)
from EDQM. 2010: Application for authorization of feed additive
(vitamin D3) in accordance with regulation (EC)
no. 1831/2003.
2011: I. Export to 30 countries.
II. Regular production batches commenced from june 2011. III.
Increased production of Vitamin D3.
2012: I. Successfully completed US FDA inception for Dietary
supplement.
II. Commercialized Novel Penicillin G Acylase (NPGA) with major
customer around the world. III. Augmented vitamin D3 resins
capacity at Dahej.
2013: I. New and improved Novel penicillin G Acylase (NPGA)
launched for Amoxicillin and cephalexin
synthesis.
II. New enzyme platform developed for cephalosporin antibiotics
(e.g cefaclor, cefadroxil). III. Enhanced CAL B E nzyme catalyst
(immobilized & free enzyme) launched. IV. New and improved
DILBEADS launched.
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FERMENTA BIOTECH LIMITED
Human Resources Manual of the company
This manual is intended to provide you with information
regarding the companys current Human Resources
Policies. Although is not possible to describe the full scope of
the companys Human Resources program. Yet an attempt has been made
to include those conditions which are referred most frequently. It
should be kept in mind that these conditions may change from time
to time in live with business needs.
These policies are guidelines and in no way represent a
contracted commitment on the part of the company nor are they meant
to affect the companys right to terminate the employment
relationship at any time. It is
also company policy to comply with applicable laws.
HR MISSION:
FBL realize that it is their employee who is the prime driver of
organizational excellence and inculcate an environment where the
employees are respected and valued. FBL have performance based
culture and the carrier progression is determined by the result
derived. FBL provide challenging, rewarding and continuous learning
environment where by employer have sense of pride and
accountability.
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SECTION-1
EMPLOYMENT
Applicability of the manual: The purpose and the objective
enshrined in the manual applies to all the employees belonging to
the different hierarchies of the organization may it be the
temporary workers, the trainees, employees on probation and the
permanent employees that need to be implemented by each one within
the well defined policies of the company.
Equal Employment opportunity: The company truly believes in the
concept of Equality in its workers. It strives to achieve
excellence
through Expertise of the competent staff. It provides Equal
Employment opportunity to every individual without any sort of
discrimination irrespective of caste, creed, color, sex, place of
birth or any sort of racial
or gender discrimination and thus promotes a sense of
belongingness towards the individual itself as well as the
organization by giving Equal opportunities and rights by preserving
the integral character of the company. All such decision are made
by utilizing objective standards based on the individuals
qualification as they relate to particular job vacancy and to the
furtherance of Equal Employment Opportunity subject to the
qualification experience and required skill set(s) the decisions
such as compensation, benefits, transfers, company sponsored
training, assistance social and recreation program are also
administered of an Equal Opportunity basis. Introduction of New
Employees:
According to the companys policies , FBL promotes awareness
about each and every aspect of the organization by providing
Introduction training in each and every department so that it
become easier for the
new employees to adapt to the culture of the organization by
being well versed with various functions and technicalities of
every department of the company. This helps the employee to get an
overall view about the companys role in various areas of its
functioning. The new employees will be put through an induction
program to familiarize themselves with the company operations. HR
will be responsible for conducting such programs. The Human
Resource Department and HOD of the new employee will ensure that
all necessary supplies (work station supplies, access / identity
card, business cards etc.) are provided well in time to the
employee based on the level /category.
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Probationary Period: Employment is subject to a six month
probationary period, unless otherwise specified in the letter of
appointment. Acceptance to the permanent staff of the company
should be decided at the expiry of the six month period. An
individual employees employment will be confirmed on successful
completion of the probation period. The probation period can be
reduced / increased for an individual employee at the discretion of
the company. All employees will be evaluated during the
probationary period & the department head will submit a written
evaluation of individual employee prior to completion of
probationary period. A confirmation letter will
follow after successful completion of six months.
If not, the probation could be extended for further three
months. After completion of the extended period, a
letter of confirmation / termination will be issued depending on
the suitability of the candidate.
Hiring Process:
Approval Prior approval is to be obtained from director before
starting hiring process for nay vacancies on account of: a)
Replacements b) New hires:-Where persons are required to fill a new
position (work role) or persons who are an addition to the existing
approval head count.
The approval of the Director should be obtained on the personnel
Requisition from before the formal process of new hires is invited
for nay new position. Proper job description (describing the
purpose and the role of job) as well as job specification must
accompany the personal requisition form. Before hiring the new
employee or assigning the task to a new individual it is mandatory
for the employee to get an approval of Director by filling the
Personnel Requisition Form that provide the detail about the
objective, purpose, role, description, previous industrial
experience, market value of vacant job or the manner in which it
position itself in the market. Approval of the Director is
essential on the Personnel Requisition Form and then only can the
hiring process be carried forward. Process:
The process of hiring passes through various stages that involve
critical evaluation and assessment. Internal and external
outsourcing is utilized and offers are made verbally or in written.
Human Resource Department under such circumstances plays the role
of a coordinator and therefore is the connecting link to meet the
demand of the respective departments.
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1) Any permanent position to be filled in must be budgeted and
must have approval from Director before hiring.
2) After obtaining the approval HR Head will define the
recruiting strategy with the hiring manager. 3) After defining the
job specifications, it will be decided whether the position should
be internally sourced
first before going to the external recruitment. 4) If it is
decided to source internally the position will be internally
advertised to all employees. Employee
meeting the criteria can apply for the same or can refer
candidates. 5) In case of selection process involving internal
candidates, HRD will act as a coordinator, so that all
issues related to transfer, release etc. between two departments
could be resolved satisfactorily. 6) In the event of a decision to
go for an external source HRD will be coordinating period with
external
agencies. This is to ensure uniform & consistent
communication on all recruitment matters. 7) Human Resource will
also responsible for establishing contracts related to fee
structure & process etc.
with the external search time.
8) Offers of employment either verbal or written will be made to
candidate only by the Human Resource Department with a view to
ensure clear understanding & commitment on the terms to be
agreed upon.
9) All appointment will be subject to being found medically fit
by company authorized medical consultant and verification of
testimonials and employment records.
Employment of Relatives:
FBL implementing its policy of Equal Employment Opportunity does
not entertain such kind of an activity that leads to biased
attitude. The administration follows clear and transparent
procedure without
any special privileges.
In order to avoid conflicts of interest, it is the policy of the
company not to encourage the employment of two or more persons who
are related to each other.
If a person relationship is formed between two members of staff
(within a department) and depending upon the inherent requirement
of the position held by employees concerned on the employee may be
transferred to another job function on needs basis subject to
necessary approval by Head HR and HOD.
Retirement: The employee understands that the age retirement
fixed by the company is [58] years and the same shall be determined
in accordance with the age entered in the companys books and
records at the time of the commencement of the employees
employment.
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SECTION 2 EMPLOYEE RELATION
Employees Appraisal: FBL promotes initiative and encouragement
throughout the organization by motivating its employees to work and
strive to achieve excellence in their field of expertise. By
implementing such policies FBL provides recognition and financial
profit to its employees so as to promote growth and
development.
Employee Communication and Decentralization: The company will
ensure that there exists a clear channel for communication with
employees and also amongst employees. The use of staff notice board
and formal or informal meeting will be encouraged to
ensure that communication is effective and without any barriers.
All new staff appointments will be followed by an organizational
announcement, which introduces the new hire to everyone. It is the
responsibility of the HRD to draw up an effective employee
communication program.
Redressal committee: The redressal committee constitutes three
eminent members that address issues related to any sort of
unethical and immoral conduct in the company. Although the company
maintains clean records of no such incident reported in the past
since its inception. But still FBL has drafted the policies of the
Redressal committee by following the guidelines and the norms set
out by Supreme Court of India for prevention and addressing the
grievances with regards to any kind of misconduct or
harassment.
PREAMBLE: In order to ensure fair and proper conduct to
employee(s) with other colleagues at work place, the company has
decided to constitute a Harassment Redressal Committee to address
unwelcome behavior against any employee during and in the course of
employment and its redressal. Based on the guidelines and norms set
out by the Supreme Court of India for prevention and redressal of
grievances of employee with regard to harassment at work place the
company has defined certain acts as harassment.
DEFINITION:
1) Employee includes permanent, temporary, contract and casual
employees of the company. 2) Harassment shall include sexual
harassment and or / any unwelcome sexually determined behavior
(whether direct or by implications ) including: a) Unwelcome
sexually determined behavior such as physical contact and / or
advances
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b) Sexually colored remarks; (explanation: It is clarified that
it is the reasonable individual perception of the employee that
would be relevant in determining whether any conduct is sexually
colored and if so whether such conduct was unwelcome or not).
c) Shaving pornography d) Demand or request for sexual favors,
by words or actions; e) Any other, unwelcome physical verbal or
nonverbal conduct of sexual nature f) Any of the above mentioned
acts are committed in circumstances whereas the employee
(victim)
of such conduct has a reasonable ground to believe, including
but not limited to:
1. In relation to the employment or work such conduct can be
humiliating and may constitute a health and safety problem and
/or;
2. It is discriminatory when the employee (victim) has
reasonable ground to believe that the objection (s) would
disadvantage the employment, including recruitment or promotion, or
when it creates a hostile working environment and/ or.
3. Adverse consequences which might be visited if the employee
(victim) does not consent to the conduct in question and raises any
objection.
RIGHTS OF EMPLOYEE AGAINST HARASSMENT
1) Every employee shall have the right to be free from sexual
harassment and the right to work in an environment free from any
form of harassment
2) Every employee shall have the right to approach the HR
department to address his/ her grievance (s) during the course of
the employment.
3) No employee shall harass another employee during the course
of employment or at the work place, or at a place where the said
employee have gone in connection with the work or the work
place.
4) Harassment will amount to misconduct in employment as per the
employment agreement governing the employment, in addition to the
offences under the law.
5) Every employee shall take all necessary and reasonable steps/
care to prevent and ensure that no employee employed under him/her
is subject to harassment by other employee(s) during the course of
employment.
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CONSTITUTION OF COMMITTEE AND ITS REDRESSAL MECHANISM
1) The management shall constitute the committee. The chairman,
chairperson and member of the committee shall be appointed by the
management from time to time.
2) Complaint by an employee shall be made to head HRD either in
writing or orally. If the complaint is made orally the same shall
be reduced to writing, read over to the employee and signed by the
employee and endorsed by the HRD.
3) The committee shall have the right to consulting person, body
or entity in matters relating to the redressal of grievances.
4) A complaint received by the committee shall be addressed and
concluded with a reasonable time period.
5) The committee without pre-judice to its right shall have the
right to make complaint to any appropriate authority under the
Indian Penal or any other law in force.
Attendance at work:
FBL preserves its business interest by maintaining attendance
records through the Biometric Control
System (Access Control System) so as to prevent unauthorized
entry.
1. The company has introducing access control system with a view
to protect its business interest, so that unauthorized entry in to
the company premises is not allowed.
2. Employees are expected to cooperate, so that entry to and
exit from the offices is strictly monitored. 3. Department head are
responsible for managing this process in a firm but in fair manner
and in the
overall interest of productivity and achievement of results.
Personal Records:
The official personnel file is a file established for each
employee and will be maintained by the HRD.
Only information that is both relevant and necessary will be
kept in an employees official personnel file. Temporary Staff:
The use of temporary staff will only be permitted under external
circumstances and must in all instances be discussed and approved
by the Head HR/Director.
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Disciplinary Code and its Procedure: INTRODUCTION It is the
policy and the objective of the company to promote behavior in
terms of acceptable standards amongst all its employees both for
the well being of the individual and the achievement of the company
objectives. Disciplinary action should be seen primarily as
corrective rather than punitive and its success depends entirely in
the good judgment, understanding and consistent treatment of
employees by management to the best extent it can.
FBL helps to promote the interest of the company as well as the
individual with fairness and consistency by complying with the
guidelines as specified. Human Resource plays an important role
as
a Disciplinary
Committee by taking disciplinary action under certain
circumstances that is based on good judgment and sound reasoning by
adopting corrective measures rather than by force. FBL believes
that Justice should not only be done but it should also seem to be
done. The company clearly indicates and implements carefully and
proper investigation of the circumstances of each offence is
essential before disciplinary action is taken and must be PROMPT,
FIRM, and CONSISTENT. Management is solely responsible for taking
disciplinary action. The HRD and / or service or
management will:
Assist in the investigation of disciplinary cases;
Assist in the application and maintaining of disciplinary
procedure by acting in an advisory capacity.
Records all disciplinary action that is taken and maintains
records of all cases.
Assist in any training or counseling which may be required as a
result of disciplinary cases.
DISCIPLINARY ACTION Disciplinary action (s) may be
initiated;
Suo moto by the company
Any reported incident (s) based on the gravity of the incident
(s) / misconduct/ dereliction of duty, company may initiate any or
all of the following
a) Issuance of warning b) Dismissal c) Any other action as may
be decided by the company
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Code of Conduct:
It is a key to the proper functioning of, and maintenance of
public confidence in the company that every employee performs
duties with honesty and integrity. To this effort employees are
required to adhere to
the code of conduct in force from time to time & are also
required to sign the code of conduct.
Resignation / Exit process:
The resigned employee should serve the notice period as per the
letter of appointment and completed the following clearance
procedure before the exit date.
Process 1:
Acceptance The resignation letter should be submitted to the
functional Head. The Head of department after discussion with HR/
Director acknowledge the resignation letter and sends
the letter along with hand over plan / visit, agreed date of
release to HRD. The HRD will issue the acceptance letter to the
resigned employee.
The exit interview will be conducted by HRD
Process2:
The clearance should be completed from the following Department
as per the clearance certificate: Department of the resigned
employee Store Department
IT Department
Account Department
Administration Department Legal
Process3:
After the receipt of duly signed clearance certificate HRD will
prepare the full and final settlement and
issue the relieving letter.
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SECTION -3 TRAINING & DEVELOPMENT
The Training philosophy of FBL is to ensure adequate provision
of resources to all employees of the organization to develop
themselves, in clearly identified are resulting in personal growth
and enhancement in productivity at work, contributing to the
business performs. The HRD will help all functions in
identification of training need, program development/ design,
program delivery and evaluation on an ongoing basis.
Training Process:
Training and Development will be identified through the
performance appraisal process. Training needs identified will be
then compiled and used as a basis for individual training
interventions. Department
needs and the employee are a key link in the process and HR
department will initative the process . Source for nomination to
training programs:
A result of the appraisal process.
Nominating Manager identifies a specific need for the
employee.
Employee wants to acquire these skills.
Right time in the employees career for further development.
Training Costs:
The company believes that training and development efforts are
integral to the success of the company
and the employees . Moreover certain employees are nominated for
technical training in which significant cost & time involvement
is involved.
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SECTION 4
WORK ENVIRONMENT
Hours of work a) Normal work week: General shift: 9am to 5pm
A shift: 6am to 2 pm B shift: 2pm to 10 pm
C shift: 10 pm to 6am Weekly off: one weekly off based on the
shift
b) Lunch/ Dinner Break: It is recommended that the employees may
take 30 M lunch / dinner break based on the shift timing.
c) National/ Festival Holidays: The companys establishments will
observe 8 national festival holidays in a calendar year, while the
number of holidays will remain same.
d) Dress Code: The company maintains a business formal working
environment. All employees should use discretion in wearing attire
that is appropriate for the office, work / process environment
needs and customer interaction.
e) Safety & Security: a) No smoking policy:
Office premise/ compound is designated as NO SMOKING zone. b)
Injury on Duty:
Employees should adhere to safety rules and regulations defined
by the EHS department.
If an employee is injured during the course of employment, the
person should be sent for medical treatment immediately.
The company have made tie-up with nearby hospital for any
medical emergency.
Depending on the severity of the case of accident claims must
also be submitted to the concerned Insurance Company.
c) Security: All the employees will be issued with a security
access card, giving them access to the office. It will be the
responsibility of the employee to ensure that the card is
maintained and carried safely.
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The access card is company property and should an employee
resign from the company, it will be returned to the HRD on the last
working day. To ensure a SAFE and SECURE working environment, all
employees are expected to conform to various guidelines issued by
the EHS department from time to time.
d) IT practices: 1. Software Pirating and Security:
Unauthorized copying of software or use of software which has
been copied is authorization, is expressly forbidden. This is a
requirement of the Copyright Act. Therefore it is the
responsibility of
manager to ensure that no pirated copy is being used and in case
if the software used or kept on any computer is a pirated copy then
the staff will inform their HOD branch or department about such
case.
2. Shifting of Computer Equipment: Relocation of another desk or
department is to be done by IT department only, following a written
request from the department manager disconnection of the cabling is
also to be done by the IT department ;unauthorized tempering with
cabling may result in other staffs equipment loosing connection to
the central computer facility.
3. Password Protection: Passwords are an important aspect of
computer security. They are the front line of protection for user
accounts. A poorly chosen password may result in the compromise of
DIL Group Companys entire
corporate network. As such, all DIL Group Companys employees are
responsible for taking the appropriate steps, as outlined below, to
select and secure their password.
4. Email: Company maintain electronic mail as a mean of
communication with employees, customers, venders, consultants,
business partners and other individuals and organizations
associated with companys business.
5. Chain E Mail: Electronic mail throughout company allows for
faster and more accurate sharing of information within the
organization. If an employee receives chain Email he should delete
it immediately.
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SECTION 5 EMPLOYMENT BENEFITS
Compensation & Benefits: 1) Pay Policy:
The compensation policy of the company will be to pay equitably
for services rendered in a manner that attracts, motivates and
retains competent employees while providing appropriate control of
overall salary costs.
The applies to all employees without regard to gender, religion,
belief, political opinion, culture,
language ethnic/ social origin, age, disability or family
responsibility. 2) Pay Days:
Salaries will be paid directly into employees bank accounts
before the last working day of each month. Normally the salaries
will be credited in the respective accounts of the employees by
25th of every month. However incase of workmen salary will be paid
before 7th day after closing the month for which salary is due and
payable.
3) Performance Management System: Objective: The Performance
Management is the systematic approach for defining, measuring,
motivating and improving the value creation of an organization
through its processes, teams and individuals. The
objective of Performance Management System is to deliver
superior, sustainable and predictable business results through its
people. Human performance is maximized when the individuals
performs
to their maximum ability in the best interest of the
organization and is structured in order to reinforce its strategic
goals.
Process:
The Performance Management process consists of:
i. Set goals for the year and define key performance areas at
the beginning of the performance period. ii. Quarterly review of
performance against the agreed KPA.
iii. Re-determination of KPA the course of the year, by way of
additions/ changes as may be warranted by changed situations/
environment/ opportunity.
iv. Counsel, advice and support each employee periodically to
bring the performance in line what is expected.
v. Measuring the overall performance of the year jointly with
the appraisal at the year end. vi. Using the system as one of the
inputs for rewards, progressions.
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KPA Setting Process: The KPA would be set on a participative
basis through discussion between the superior and the subordinate.
The HOD will have the overall responsibility in respect of the
achievement or otherwise of the subordinate performance, thus the
subordinates KPA would be substantially derived from those of their
superior.
It is expected that each management would have certain unique
goals/ KPA applicable to their specific position/ situation/
responsibilities in addition to what has been cascaded down to
them. Some important aspects to be noted while determining KPA will
be as follow:-
KPA would need to be specific for each employee. Depending on
the nature of work the KPA may be specified in quantitative and
qualitative terms within
a time limit.
As far as possible, KPA should be defined in measurable terms.
Measurement may be reflected in terms of achievement of a specified
absolute quantity. 4) Salary Reviews:
Salary review will normally be conducted annually and will be
linked to the overall financial results of the company, individual
performance assessment and the average compensation levels for
similar job levels in other comparable companies. Compensation
level in other comparable organizations will be ascertained by
conducting salary
surveys & other available methods. Performance year for the
purpose of compensation review will be April March. The
compensation
charges will be implemented normally effective 1st April of the
subsequent year. Any salary or benefits review including change in
title/ position etc will require a two level line approval and HRD
occurrence.
Leave Policy: Objective: Paid absence is extended to the
employees to provide for personal work, rest and recreation,
sickness, emergencies.
Eligibility:
1. Permanent Employees i. Privilege Leave:
The employees in the Manager and officer cadre will be eligible
for 28 days of privilege leave in a year. The employee in the staff
cadre will be eligible for 22 days and below the staff cadre will
be
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eligible for 18 days of privilege leave in a year. Every
employee who has completed a period of 12 months continuous service
in a year shall be allowed during the subsequent period of 12
months. The leave will be credited to an employees leave account or
the completion of the calendar year. The unavailable privilege
leave will carry over to the next leave period subject to a maximum
of 90 days of privilege leave will be lapsed.
ii. Casual leave: The employees in every cadre will be eligible
for 7 days of casual leave in a year. Maximum casual leave
permissible at a time will be 3 days.
iii. Sick leave: The employees in every cadre will be eligible
for 7 days of sick leave in a year. The leave will be
credited to an employees leave account on completion of the
calendar year. If the sick leave is more than 2 days the employee
will have to produce the medical certificate from a registered
medical practitioner.
iv. Maternity Leave: Female employees shall be entitled to
maternity leave as per the Maternity Benefit Act, 1961.
Cafeteria: Company provides subsidized cafeteria services to all
its employees.
Hospitalization:
The company will provide hospitalization insurance cover to the
employee as per the scheme introduced by the HRD.
Personal Accident Insurance: It provides the individual employee
cover by way of monetary compensation in the event of a bodily
injury resulting from accident.
Provident Fund: All employee will be concerned under the PF.
Currently the company contributes 12% of the basic salary & the
employee also make a matching contribution.
Gratuity: All permanent employees of the company will be
eligible for gratuity benefits under the provision of payment under
the gratuity Act.
Relocation / Transfer Policy: 1. when the employee or candidate
is required to relocate from one city to another as approved by
the
mgt , the company will provide the benefits
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2. Shipment of personnel goods. 3. Expenses.
Local conveyance usage & Reimbursement Rules: To establish
clear guideline for local conveyance usage and reimbursement of
conveyance expenses for local travel in company work.
Domestic Travel Entitlements: To establish clear guideline for
domestic business trips and ensure uniformity, smooth
operations
without compromising on internal controls.
Foreign Travel Policy:
The travel requisition form should be completed by the concerned
employee indicating the duration of tour.
Mobile Usage: The company will provide the SIM card to the
employee based on the usage category. The usage category will
decided by the HOD in consultation with HR. The mobile instruments
will be provided only to top management.
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STANDARD OPERATING PROCEDURES(SOP):
1. SOP for Recruitment of Personnel
2. SOP for Training of Personnel
3. SOP for Specimen Signature 4. SOP for defining job
responsibilities & Organizational Organograms.
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TITLE: SOP FOR RECRUITMENT OF PERSONNEL
OBJECTIVE: Describe procedure of systematic recruitment and
induction of personnel at all level across the organization.
SCOPE: Scope of the SOP shall be limited to the following
department of Fermenta Biotech Limited
-Quality Assurance -Quality control -Human Resource
-Warehouse
-Production -Engineering -EHS -HR
-IT
o RESPONSIBILITIES: Officer/ Executive HR:-
1. To prepare personal file of the new employee.
2. To provide appraisal form and evaluation form to the head of
the concerned department at the time of appraisal.
3. To ensure the execution of pre employment medical fitness.
Manager HR:-
1. To take the approach of man power from the plant head. 2. To
collect the applications from employment exchange, local sources
and through other agencies. 3. To conduct interviews of the
candidates with respective department head. 4. To task approval
from the management for confirmation.
5. To issue the letter of intent and appointment letter to the
selected candidate.
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o PROCEDURE :- 1. Operating manager of concerned department
shall provide the manpower requirement as per current
version of format number to HR department. 2. After collecting
the form, Manager HR shall assess the requirement of manpower by
concerned
department head and discuss with plant head and shall take the
approval. 3. After approval from Plant Head, Manager HR shall
collect application matching candidate
qualification with job specification/Description through the
internal data bank/ consultants/employment exchange/external
advertisement and forward to respective operating
manager for short-list.
4. After scrutinizing the received application as per
requirement, Manager HR shall issue the interview
letter to scrutinized candidate or inform the candidate
telephonically. 5. Manager HR shall conduct the interview as per
scheduled date and time after discussion with manager
of concerned department. 6. HR officer/ Executive shall provide
the application form of employment to the candidates called for
interview as per current version of format number. 7.
Application form for employment shall be filled up by
candidate.
8. No Debarment declaration: A declaration shall be obtained by
manager HR from the new employee (In management and
supervisory cadre) as under, before employment, I declare that I
have not been debarred by any drug regulatory agency, including
US-FDA, from working in pharmaceutical industry.
A false declaration would lead to the termination of service. o
The declaration shall be filled in the personal file of the
employees by Manager HR. Manager HR shall keep an updated list of
persons debarred by US-FDA or any regulatory Agencies for
working in pharmaceutical industry. Manager HR shall issue the
letter of intent to selected candidate by hand, by post or through
mail. Manager HR shall issue the appointment letter indicating the
probation /training period to the new
employee.
After successful completion of probation period, appraisal form
& evaluation form shall be filled up by head of concerned
department as per current version of format number for the
management staff and for workmen
Manager HR shall take approval from the management for
confirmation.
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HR Executive/officer prepare the personal file of a new employee
which contain the following document:
1. Application form duly completed and authenticated by
authorized person. 2. Employees photography on the right top of
personal file.
3. All educational and professional certificates. 4. Experience
certificate mentioned in the employment form. 5. Offer letter and
appointment letter respectively. 6. Attach medical fitness
certificate as per current version of format number. 7. Joining
report as per current version of format number. 8. Personal detail
sheet. 9. Personal master sheet.
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TITLE: SOP for Training of Personnel Objective:
To describe a procedure for Training management to ensure that
each person is appropriately trained and qualified to perform all
tasks as per his/her job.
Scope: Scope of this SOP shall be limited to the following:
-Quality Assurance -Quality control -Production -Warehouse
-Engineering -HR
-IT
-EHS Responsibility: Operating Manager: o To prepare master
training need matrix w.r.t job roles. o To prepare ongoing training
needs matrix.
o To conduct the training and performing training evaluation. o
To ensure training gap analysis record in maintained.
o To review the training record.
Trainee: To maintain the individuals training record.
Manager HR:
To explain the company policies and procedure to new joinee. To
ensure the compliance of SOP.
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Procedure:
Types of Training:
The training system at FBL is categorized as follow:
Induction Training
On the Job Training External / offsite Training
Training Topic shall be categorized as follow:
cGMP/Regulatory Activity based SOPs Developmental Safety
Training. Induction Training:
On going the new employee shall undergo induction training as
under:
1. Introduction to company, HR policies and company rules by
HR.
2. cGMP training by operating manager
3. Safety training by EHS. HRD shall fill the intimation form of
new joinee. They shall be trained and evaluated orally on all
essential SOPs specific to the job role assigned,
before starting Induction training record of the new joinee
shall be made. Department specific training to new employee shall
be assigned by the operating manager based on job
role.
On The Job Training: On job training shall be provided to
individual on the shop floor based on the job role assigned.
External/offsite training:
External /offsite training may be on the following areas but not
limited to:
Regulatory
Technical
Developmental
Developmental Training may be behavioral, personality
development, team leadership program, work culture, work ethics,
team building etc.
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Identification of Training Needs:
Management of concerned department shall identify the training
needs quarterly basis.
After identification of training needs, a quarterly master
training need matrix shall be prepared.
Based on the recommendation provided by the department head as
per needs identified in the annual appraisal process of
employee.
Identification of trainer:
Trainer can be qualified and experienced person having the
knowledge for certain courses/ SOPs.
Retraining :
Retraining of the employee shall be done in following cases The
employee shall be retrained in the situation if the score less than
70%. Remedial action may result from failure to meet or maintain
the performance standard.
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Title: SOP FOR SPECIMEN SIGNATURE
Objective: To lay down the procedure for maintaining the record
for specimen signature in order to identify the
individual through their signature and authority is awarded.
Scope: The scope of the SOP shall be limited
-HR
-Quality Assurance Responsibilities: Office/Executive HR:- To
maintain the specific signature card as per procedure laid down in
SOP.
Responsible for the compliance of the SOP. Procedure:-
In HR executive shall maintain the specific signature card.
In case of new joinee, HR officer/ executive shall prepare
employees specimen signature card and shall take full and initial
specimen signature of new joinee. In case an employee resigns, HR
executive shall close the specimen signature card.
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TITLE: SOP FOR DEFINING JOB RESPONSIBILITIES AND ORGANIZATIONAL
ORGANOGRAMS.
Objective:
To describe the procedure for defining and preparation of job
responsibility for each position and organization organogram at
FBL.
SCOPE:
-Quality Assurance -Quality Control -Production -Warehouse
-Engineering -HR
-EHS -Infotech
Responsibilities:
Each individual:
For compliance to defined job responsibilities.
Concerned Department Head:
For defining job responsibilities of each position.
Manager HR:
For preparation of organogram of each department.
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Procedure:
Job Responsibilities for position:
Manager HR shall initiate the process of defining the job
description of each position (such as mangers, executives,
officers)
Department head shall prepare the job responsibilities of
individual. The original copy of job responsibility shall be
stamped as OBSOLETE COPY.
ORGANOGRAM:
The organogram shall be prepared by HRD.
The organogram shall be updated in case of transfer/ resignation
/ joining of person at specific position or as and when
required.
The superseded copy of organogram shall be stamped as OBSOLETE
COPY. The same shall be maintained with HR.
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EXPERIENCE
My experience of on-the-job training was a pleasant one. It was
a pleasant experience to work with Fermenta Biotech Ltd. Nagwain.
My sincere thanks to Mrs. Savita Jamwal , Mr. Neeraj Sharma, Mr.
Hira Singh Thakur and the staff for assisting me in my job
training.
On my first visit to the office, I was made aware of the
companys background. On the subsequent days I was introduced to
various branches of HR department. The various branches are:
Policy, Law, R&D, Recruitment, Training of personnel etc. I was
told about the working of the various Departments like Policy, Law,
and Recruitment etc.
I take this opportunity to thank the staff of Fermenta Biotech
Ltd. Nagwain and Mrs.Savita Jamwal, for assisting me in completing
my on-the-job training.
PANKAJ THAKUR