IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL

HUMAN RESOURCE
DEPARTMENT
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/CON Rev. 01 Date: 07.06.2012 Page 2 of 12

CONTENTS

Status
Sl No Name of Document Identification Page No
Rev No Date

1.0 Contents 01 07.06.2012 IVRCL/OM/HRD/CON 2

2.0 Amendment Record 01 07.06.2012 IVRCL/OM/HRD/AMD 3

3.0 Process Procedure 01 07.06.2012 IVRCL/OM/HRD/PRO 4

4.0 Recruitment Process 01 07.06.2012 IVRCL/OM/HRD/RPR 6

5.0 Performance Appraisal Process 01 07.06.2012 IVRCL/OM/HRD/PAP 7

6.0 Training & Development Process 01 07.06.2012 IVRCL/OM/HRD/TDP 8

7.0 Objective & Measurement 01 07.06.2012 IVRCL/OM/HRD/OBJ 9

8.0 Format for training calendar 01 07.06.2012 IVRCL/OM/HRD/TC 10

9.0 Format for individual Feedback form 01 07.06.2012 IVRCL/OM/HRD/FF 11

10.0 Format for effectiveness of training 01 07.06.2012 IVRCL/OM/HRD/EFT 12

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/AMD, Rev. 01 Date: 07.06.2012 Page 3 of 12

AMENDMENT RECORD

Document No. Rev No. Date Amendment Details

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/PRO Rev. 01 Date: 07.06.2012 Page 4 of 12

PROCESS PROCEDURE
1.0.0 OBJECTIVE
1.1.0 Evolve effective HR Policies and Systems in tune with the Organizational philosophy & objectives and create
congenial work atmosphere in the organization.

2.0.0 SCOPE

2.1.0 RECRUITMENT
2.1.1 Receipt of Personnel Requisition from different Departments/Divisions/Region Heads /sites on account of
employee separations, increase in workload or bagging a new work order. In emergencies oral
communications too are accepted.
2.1.2 Review the Personnel Requisition talking to the Departments/Divisions/Region Heads/sites to initiate further
action to fulfill their requirements.
2.1.3. Explore the possibility of transferring personnel within or across Departments/Divisions/Regions.
2.1.4. Source resumes from Data Bank, through employee referrals, placement agencies, release of advertisements
and talking to placement coordinators of colleges/institutions.
2.1.5. Screen resumes, short-list and send call letters to the candidates.
2.1.6. Conduct interviews, select candidates and collect copies of certificates/credentials and issue offer letters.
2.1.7. Have acknowledgement of candidate on receipt of Offer Letter and open a personal file.
2.1.8. Receipt of joining report on employee joining the organization.
2.1.9. Have the new entrant introduced to every Department. in the organization and ensure proper orientation is
given within his Department, before he is assigned any work/responsibility.

2.2.0 PERFORMANCE APPRAISAL

2.2.1 Send Performance Appraisal (Confirmation/Annual), whenever the appraisal(s) is due, to the concerned
Heads of Department/Division/Region / Site In-charge.
2.2.2 Have the performance evaluation of the senior management staff done by the Heads of
Division/Region/Department and the rest by the site/section in-charges.
2.2.3 Ensure all the filled-in performance evaluation forms are received within the specified time from all the
Divisions/Departments/Regions/sites.
2.2.4 Check whether the evaluation sheets are properly filled-in and segregate the same for review.
2.2.5 Facilitate and coordinate the performance review sessions with Executive Director and Heads of
Departments/Divisions/Regions.
2.2.6 Ensure there is no bias and deviation in evaluation of performance of an individual.
2.2.7 Prepare and arrange to issue increment/promotion/warning/termination letters by the concerned Heads of
Division/Regions/Department, Site in-charges.
2.2.8 Co-ordinate counseling sessions with employees whose performance is to be improved.

2.3.0 TRAINING AND DEVELOPMENT

2.3.1 Initiate the process of training and development need identification on conclusion of performance
management using Performance Appraisal Forms as a tool. Also take into account the observations of senior
management staff into account.
2.3.2 Consolidate the training and development needs and classify the needs as job related and individual
(behavioral) related.
2.3.3 Identify the training resources, both internal and external, share the training inputs required with the training
resources for effective training
Prepared By Reviewed By Approved By
K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/PRO Rev. 01 Date: 07.06.2012 Page 5 of 12

2.3.4 Preparations of a perspective plan for training to make a realistic budget and have it approved by the
concerned.
2.3.5 Draw a yearly training calendar keeping in view individual and organizational requirement
2.3.6 Conduct training programmes, both in-house and outside, adopting cost-effective means, without affecting the
work schedules.
2.3.7 Issue training feedback forms to the training participants and elicit their views on the effectiveness of the
program and faculty.
2.3.8 Summarize the feedback and share the same with the Heads of Department/Division/Region and top
management regularly.
2.3.9 Have a proper follow-up with Heads of Division/Department on the effectiveness of the training program(s)
conducted

3.0.0 RESPONSIBILITY
3.1.0 Group Head HR & Admn with other officers shall be responsible for handling the scope.
3.2.0 Individual responsibilities are detailed in the enclosure.

4.0.0 PLANNED RESULTS

4.1.0 Set results are achieved within specified time span ensuring customer satisfaction.

5.0.0 PROCESS DESCRIPTION

5.1.0 PROCESS INPUTS
5.1.2 INPUT FOR RECRUITMENT

 Personnel requisition from various Departments/Divisions/Regions/Sites.

 Resources available in the various Departments/Divisions/Regions/Sites.
 Resume sourced from Data Bank, through employee referrals, Placement Agencies, Advertisement
response, College campuses, etc.

5.1.2 INPUT FOR APPRAISAL

 List of Employees in the organization and their employment history

 Salary Sheets
 Employees Personal Files

5.1.3 INPUT FOR TRAINING AND DEVELOPMENT

 Performance evaluation forms received from Heads of Department/Division/Region and their

individual observations in general.
 List of external agencies specialized in training.
 List of internal training resources and the details of their areas of Specialization.

5.2.0 PROCESS FLOW

5.1.1 Recruitment Process, enclosed as IVRCL/OM/HRD/RPR

5.1.2 Performance Appraisal Process, enclosed as IVRCL/OM/HRD/PAP
5.1.3 Training and Development Process, enclosed IVRCL/OM/HRD/TPR

5.2.0 PROCESS OUTPUT

5.2.1 Competent manpower is recruited, trained/developed, suitably rewarded and retained.
Prepared By Reviewed By Approved By
K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/RPR Rev. 01 Date: 07.06.2012 Page 6 of 12

RECRUITMENT PROCESS

START

MANPOWER REQUISITION

REVIEW & PROCESS INITIATION

 DATA BANK
RESUME SOURCING
TRANSFER (S)  PORTALS
(INTER DEPT. / DIVISIONS/  EMPLOYEE REFERALS
REGIONS/ SITES)
 PLACEMENT AGENCIES
RESUME SCREENING
 ADVT. RESPONSE
 COLLEGE CAMPUSES

SHORT-LISTING

SENDING CALL LETTERS

INTERVIEW PROCESS

COMPENSATION FIXATION

ISSUE OF APPOINTMENT LETTER

OPEN PERSONAL FILE

PAYROLL
JOINING FORMALITIES
PREPARATION

EMPLOYEE ORIENTATION END

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/PAP Rev. 01 Date: 07.06.2012 Page 7 of 12

PERFORMANCE APPRAISAL PROCESS

START

SEND ANNUAL/ CONFIRMATION

APPRAISAL FORMS

ASSESSMENT OF
PERFORMANCE

RECEIVE APPRAISAL
FORMS

TABULATION

REVIEW

ISSUE OF WARNING / ISSUE OF INCREMENT/

TERMINATION LETTERS PROMOTION LETTERS

COUNSELLING SESSIONS

END

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/TDP Rev. 01 Date: 07.06.2012 Page 8 of 12

TRAINING & DEVELOPMENT PROCESS

START

PERFORMANCE
APPRAISAL FORMS
NEED
IDENTIFICATION
SR.MANAGEMENT
STAFF OBSERVATION
SUMMARISE
THE NEEDS

CLASSIFICATION /
JOB RELATED GROUPING THE NEEDS BEHAVIOURAL

PREPARATION OF ANNUAL
TRAINING CALENDAR

PREPARATION OF BUDGET,
MANAGEMENT APPROVAL,
REVISION IN TRAINING CALENDAR

IDENTIFICATION OF
INTERNAL TRAINING RESOURCES EXTERNAL

CONDUCT TRAINING PROGRAMMES

PROGRAMME
EFFECTIVENESS BY
SUPERIOR
COLLECTION OF FEEDBACK FORM
PARTICIPANTS

FACULTY / AGENCY
RATING
SUMMARISE THE FEEDBACK

SHARING THE FEEDBACK

FOLLOW UP ON PROGRAM EFFECTIVENESS

END
REVIEW

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/OBJ Rev. 01 Date: 07.06.2012 Page 9 of 12

OBJECTIVE & MEASUREMENT

Measurement Records/
Sl No Key Result Area (KRA) Objectives Defined Target
Frequency Reference

Training Man hours organized by

1 Training >2 Once in a year Data Sheet
Corporate HRD /Employee/ Year

Control employee turnover over last

2 Attrition Rate <5% Once in a year Data Sheet
year

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/TC Rev. 01 Date: 07.06.2012 Page 10 of 12

Training Calendar for the Year

Sl. No. of
Month Date Name of the Programme Location Status Faculty
No. Participants

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/FF Rev. 01 Date: 07.06.2012 Page 11 of 12

INDIVIDUAL FEEDBACK FORM

Programme Title : Prog. No.

Venue : Date:

Faculty :

Name of the Employee: Emp. Code:

Designation: Department:
Location:

Please indicate observations on the following:

1. Do you think that the Programme objectives were explained : Yes / No

If yes then, Totally To a large extent To some extent

2. Programme Objectives achieved Yes No

3. Your impression about the Faculty

Very Good Good Satisfactory Poor

4. How would you rate the overall programme in terms of learning

Very Good Good Satisfactory Poor

5. To what extent will it help you perform better on the job, if so -

Totally To a large extent To some extent

6. Suggestions about the programme, if any:

_______________________________________________________________________________________

_______________________________________________________________________________________
7. Would you like to recommend this Programme for other employees

Yes No

8. How are the administrative arrangements?

Very Good Good Satisfactory Poor

9. Any other Remarks / Suggestions:

_______________________________________________________________________________________

10. Which session did you like the most and why? __________________________________________________

11. What do you think should be the frequency of such programmes: ___________________________________

Signature of the Participant

Prepared By Reviewed By Approved By
K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL - HR DEPARTMENT

Doc No: IVRCL/OM/HRD/EFT Rev. 01 Date: 07.06.2012 Page 12 of 12

EFFECTIVENESS OF TRAINING
(To be completed by Departmental Head)

Employee Name : E.Code No. :

Designation : Department :

Location :

Programme Title :

Duration of Training Programme :

Programme Conducted by :

(Many times the effectiveness of the Training Programme can be felt only after certain period. You cannot
judge the effectiveness immediately after the training programme is over. Accordingly, you select the
evaluation method).

Name of the Departmental Head: Mr.

1. What is the Evaluation method you adopted for measuring the effectiveness?

a. Personal discussion
b. Questionnaire
c. Demonstration / Experiment
d. On the job performance / Evaluation
e. Re-training the junior on the same subject

2. What is in your opinion about the training programme's effectiveness on the Job?
a. Good effectiveness (80% to 100%)
b. Fair (60% to 80%)
c. Poor (below 60%)

3. Please substantiate on your above opinion with evidences, if any.

a)………………………………………………………………………………………………………………

b)………………………………………………………………………………………………………………

c)………………………………………………………………………………………………………………

Date: (Signature of the Departmental Head)

Prepared By Reviewed By Approved By

K.Pandu Ranga Rao, M.Govindh Rajulu, K. Ashok Reddy,
Group Head HR & Admn Corporate Management Representative Chairman- Chief Operating Committee