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A Study on the Human Resource Management System
At
Indian Farmers Fertilizers Co-operative Limited, Kandla
A
PROJECT REPORTSubmitted by
MILAN DIVYANSHU ANTANI
2010-2012
10008
To
Director (PGDM)
In partial fulfillment of the requirements of
Tolani Institute of Management Studies, Adipur
For the award of the degree of
Post Graduate Diploma in Management
Tolani Institute of Management StudiesPB No.11, LilashahKutiya Road, Adipur 370 205 (Kachchh).
Ph: (02836) 261466, 262187 Email: [email protected], www.tolani.org/tims
JULY 2011
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DECL T ON
I hereby decl re thatthe project work entitled A St dy on the Human resource Management
System at Indian Farmers Fertilizers Co-operative Limited, Kandla is submitted to TolaniInstitute OfManagement Studies, Adipuris record of an original work done by me underthe
guidance of Mr.P.Sathiyamoorthy, Dy.Manager and the project work is not submitted for
the award of any other degree/diploma/associate ship/fellowship or similar award.
Signature:
(Milan DivyanshuAntani
Date: 1st
July, 2011
Place: Adipur
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Acknowl nt
It gives me immense pleasure to work with Indian Farmers Fertilizers Co-operative Limited,
Kandla and I am very thankful to this institution for providing me this platform and
opportunity to work with them through summer training which has gained my practicalknowledge.
During my rough times, I really needed someone to remind me thatthere is light atthe end of
the tunnel. I am highly thankful to Mr.P.Sathiyamoorthy, Dy.Manager(HR & Personnel
Dept.) who played this role. His suggestions and interests have helped me in integrating the
work. His accommodating nature tolerated my persistent queries and provided the possible
solutions to my problems.
I am also indebted to Mr.R.AAmbwani, Dy.General Manager (P&A) who has handled the
overall work ofthe projectin the college. Devoid of his kind help would have made my job
difficult and may have ended as deadlock.
I am also thankful to Mr.P.RRaval, Chief Manager (Welfare) and Mr. H.H Chauhan,
Sr.Manager (Training) for giving me their invaluable support and encouragement from time
to time in my learning period.
I am thankful to all other staff members of IFFCO Kandla, especially Mr.
DigvijaysinhParmar, Mr. Kishor.M.KotwaniandMr.S.SKapse, Senior Manager (Systems)
who contributed to this directly and indirectly. I request all these officers and P&A staff to
accept my heartfelt acknowledgements for their hel p, guidance and encouragement to
accomplish my training. Thank you all for your kind support.
Milan DivyanshuAntani
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Executi e Summary
How does the technology affectthe functions of Human Resource department? First with the
advent of technology, jobs tend to become more intellectual or upgraded. A job previously
handled by an illiterate or unskilled worker now requires the services of an educated and
skilled worker. Second, forthose employees who pick up and acquaintthemselves with new
technology, the job will be challenging and rewarding. Working class, in general, stands to
gain through increased productivity, reduced prices and increased real wages- all by-products
of technological advancement. Third, along with upgrading jobs, technology has its impact
on human relations. Technology lays down the requirements for much of the human
interaction in the organizations. The arrangement of a production set-up determines who will
be nearto whom. The workflow determines who needs to talk to whom and who is
authorized to perform which job.
Today computers have become an integral part of the organizations. The main job of the
computers is to ease the workload with their speed, accuracy and efficiency. To add to that
these scientific instruments have mixed very well with the business world. One of its best
examples is the use ofManagement Inforamtion Systems(MIS)in the organizations which
has now become a common trend. The advantages ofMIS are many. Itis a very large system
and spreads to the whole of the organization. It is an integration of different sub systemsunderit. One of such systems is the HRMS (Human ResourceManagement Systems)also
known as HRIS (Human Resource Information System). Itis just another form ofMIS but
totally devoted to the Human Resource Department (HRD) ofthe organization.
It delivers secure, real-time information over the Network from any of the plants of the
organization, at any time, enabling faster HRadministration. It lets you perform
strategic business functions while streamlining processes and reducing administrative costs.
And it empowers your employees with its collaborative self-service features that give
immediate answers to their questions.
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All ofthese features save the organization money and provide a rapid return on investment.
But more importantly, they ensure competitive advantage forthe organization by completely
managing human resources from recruitmentto retirement. This report is an attemptto do a
very small task of one of the modules of HRD i.e. Recruitment (of Apprentices under
Apprentice Act 61 applicable to whole of India). Although the work taken was not an
easy taskto do, howeverthe projectis designed with the view to extending itin such a way
so that it can be incorporated in most ofthe organizations in todays world, with the use of
the comprehensive 21st century human resource management solution i.e. Human
ResourceManagement System.
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List ofCharts/Figures
Sr.No. Title of Figure PageNo.
1 Main logon screen 59
2 Attendance report 60
3 Missing punch report 614 Daily Present report 62
5 Shift schedule report 63
6 No.of days present report 64
7 Shift allowance report 65
8 Specimen : allowance report 66
9 Employee absentee report 67
10 Specimen : Absentee report 68
11 Monthly absent report 69
12 Specimen : absent report 70
13 Leave status report 71
14 Specimen : Leave statusreport
72
15 Total strength and percentageof absenteeism report
73
16 Specimen : Total strengthand percentage ofabsenteeism report
74
17 Establishment module 76
18 Establishment forms 77
19 Employee informationsystem
78
20 Employee masters 79
21 Employee masters(add/qualifications etc.)
80
22 Employee Informationsystems-Welcome screen
81
23 Income tax details 82
24 Employee history 83
25 Incentive details 84
26 Income statement 85
27 LTC/LTE details 86
28 Payroll details 87
29 Time office details 88
30 Training details 89
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Table ofContents
Sr.
No.
Description PageNo.
Acknowledgement III
Executive Summary IV
List of Figures V
1. Introduction
1.1. Introduction of HRMS 1.1.2.
Introduction of IFFCO 12
2. Objectives of HRMS 22
3 Organisation chart of Personnel and Administration
department
25
4 Introduction to Personnel and administration department 26
5 Introduction to Welfare department 42
6 Human Resource Management System at IFFCO 51
7 Introduction of HRMS at IFFCO 52
8 Some modules of HRMS 55
9 Time office module in HRMS 56
10 Snapshots from Time Office module 60
11 Establishment module 76
12 Employee Information System 79
13 Conclusion 91
14 Bibliography 93
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Introduction to Human Resource Management System at IFFCO
What is HRMS ?
It's the 21st century and human resource management (HRM) must now meet your
organization's business and profit goals. Today's HRM has to be ultra cost-efficient, fast and
accurate. It needs to be easily accessible and responsive to your workforce. And it must be
able to expertly manage the social, regulatory and technological complexity of the
contemporary workplace.
Human Resource Management Systems (HRMS - also known as Human Resource
Information Systems (HRIS), at IFFCO-KANDLA is the comprehensive 21st century
human resource management solution. It delivers secure, real-time information over the
Network from any of the plants of IFFCO, at any time, enabling faster HRadministration.
The HRMS Software System gives you a tightly integrated collection of software tools to
meet each department's information needs and benefit your company as a whole. This
integration combines management functions with operational routines. The system readily
ex pands and easily connects you to the whole of the organization. That hel ps you control
every facet of your business and gain a competitive advantage in the market.
It lets you perform strategic business functions while streamlining processes and reducing
administrative costs. And it empowers your employees with its collaborative self-service
features that give immediate answers to their questions.
HRMS at IFFCO-KANDLA is also a totally scalable HR management system that offers
advanced features in core areas such as Human Resources / Personnel, Payroll and Benefits
administration. It has extensive customization capabilities and also includes multiple standard
templates and reports. Its comprehensive security protects the integrity of sensitiveinformation. It lets users perform Employee Maintenance, Payroll Data Entry and
Maintenance, basic table set-up, and Benefits Maintenance, using a Web Browser.
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And it simplifies technological complexity by being platform independent and able to run on
multiple databases. And its rapid implementation ensures major cost benefits for the
organization.
All ofthese features save the organization money and provide a rapid return on investment.
But more importantly, they ensure competitive advantage forthe organization by completely
managing human resources from recruitmentto retirement.
Importance of HRMS in an organi ation
A human resource management system is a lifeline of an organization. The greater the
sophistication and linkages in a HRMS, the more effective an organizations HRdepartment
becomes. In todays volatile market where the time has more value than money, a HRMS is
the toolthat addresses the requirement efficiently. Itintegrates almost allthe modules of HR
department, ranging from employee relationshi p management, recruitment, manpower
planning and performance planning to career planning and tracking, workplace and
communication systems.
Moreover, the HRMS is a key repository of employee information and records. Itenables the
generation of various reports and accurate data that otherwise would have been
timeconsuming and cumbersome. For e.g. data, such as the history of an employee, can be
easilytracked using a HRMS. It also helps in the formulation of policies; hel ps gauge the
effectiveness of existing policies and recommendations modifications.
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Units of IFFCO
Kandla, Gujarat
Phulpur, Uttar Pradesh
Kalol, Gujarat
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Aonla, Uttar Pradesh
Paradeep, Orissa
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IFFCOS KANDLA PLANT
Kandla Unit Location
State Gujarat, India
State Capital Gandhinagar
District Kutch
Distance from New Delhi Approx. 1100 kilometers by rail
Distance from Mumbai Approx. 800 kilometers by rail
Nearest Airport Kandla Airport, Near Gandhidhamand
Bhuj Airport 65 KM from Gandhidham.
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Railway Station Gandhidham (12 Km from plant and 3 Km
from IFFCO's township at Gandhidham)
and Kandla (3 Km from the plant)
Road Adjacentto Kandla Port Trust on National
Highway 8-A, 365 Km. from Ahmedabad
Area under Plant 70.61 Hectares
Area under Townshi p 79.65 Hectares
Temperature ( o C ) 47 (Max.) in summerto 7 (Min.) in winter.
Rainfall (mm) Scarcity
Longitude 70o 13'26" E
Latitude 23o
00'00" N
Address IFFCO, Kandla Unit, PostBoxNo.12,
Gandhidham - 370201, Kandla (Kutch),
Gujarat, INDIA
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Introduction of Indian Farmers Fertili ers Co-operati eLimited
During mid- sixties the Co-operative sectorin India was responsible for distribution of 70 per
cent of fertilizers consumed in the country. This Sector had adequate infrastructure to
distribute fertilizers but had no production facilities of its own and hence dependent on
public/private Sectors for supplies. To overcome this lacuna and to bridge the demand supply
gap in the country, a new cooperative society was conceived to specifically cater to the
requirements of farmers. It was a unique venture in which the farmers ofthe country through
their own Co-operative Societies created this new institution to safeguard theirinterests. The
number of co-operative societies associated with IFFCO has risen from 57 in 1967 to more
than 36,000 now.
Indian Farmers FertilizerCo-operative Limited (IFFCO) was registered on November 3, 1967
as a Multi-unit Co-operative Society. On the enactment of the Multistate Cooperative
Societies act 1984 & 2002, the Society is deemed to be registered as a Multistate Cooperative
Society. The Society is primarily engaged in production and distribution of fertilizers. The
byelaws of the Society provide a broad frame work for the activities of IFFCO as a
Cooperative Society.
IFFCO commissioned an ammonia - urea complex at Kalol and the NPK/DAP plant at
Kandla both in the state of Gujaratin 1975. Ammonia - urea complex was set up at Phulpur
in the state of Uttar Pradesh in 1981. The ammonia - urea unit at Aonla was commissioned in
1988. The annual installed capacity of all the plants was 1.62 million tonne of Urea and
NPK/DAP equivalentto 309 thousand tonne of phosphates.
In 1993, IFFCO had drawn up a major expansion programs of all the four plants under
overall aegis of IFFCO VISION 2000. The expansion projects at Aonla, Kalol and Phulpur
have been completed on schedule. The latest featherin the cap of IFFCO was completion of
Kandla Phase-II on 5th August 1999 which has heralded realizations of allthe objectives set
forth under VISION - 2000. As per the tradition of IFFCO the project was completed more
than two months ahead of schedule. As a result ofthese expansion projects IFFCO's annual
capacity has been increased to 3.69 million tonne of Urea and NPK/DAP equivalent to 825
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thousand tonne of phosphates. With the successful realization of allthe objectives of Vision
2000, IFFCO has emerged as a pioneer in international cooperative movement. A new path
has been chalked outto realize newer dreams and greater heights through Vision 2015 which
is presently underimplementation.
The distribution of IFFCO's fertilizers is undertaken through over 36,000 co-operative
societies. The entire activities of Distribution, Sales and Promotion are coordinated by
Marketing Central Office (MKCO) at New Delhi assisted by the Marketing offices in the
field. In addition, essential agro-inputs for crop production are made available to the farmers
through a chain of 167 Farmers Service Centre (FSC). IFFCO obsessively nurtures its
relations with farmers and undertakes a large number of agricultural extension activities for
their benefit every year.
At IFFCO, the thirst for everimproving the services to farmers and member co-operatives is
insatiable, commitmentto quality is insurmountable and harnessing of mother earths' bounty
to drive hunger away from India in an ecologically sustainable manner is the prime mission.
All that IFFCO cherishes in exchange is an everlasting smile on the face of Indian Farmer
who forms the moving spirit behind this mission.
IFFCO, to day, is a leading player in India's fertilizers industry and is making substantialcontribution to the efforts of Indian Government to increase food grain production in the
country.
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IFFCOs Vision,Mission and Values
Vision
Retain dominant position in Indian Fertilizer Sector, improving its position further byachieving sustainable and viable growth through excellence in all its activities and gearing
itselfto fulfillthe diverse expectations to stake holders, customers, employees and society.
Vision-2015
In pursuit of its growth and development, IFFCO had embarked upon and successfully
implemented its Corporate Plans, Mission 2005 and Vision 2010. These plans have
resulted in IFFCO becoming one ofthe largest producer and marketer ofChemical fertilizers by expansion of its existing units, setting up Joint Venture Companies Overseas and
Diversification into new Sectors.
The salient features ofthe Vision-2015 document are as under:
a) To stand as a Global Leaderin Fertilizers Production to caterto the food security need of
the nation.
b) Maximizing the synergies ofthe Core Business through Downstream Value Additions and
Forward/Backward Integrations.
c) Enhancing presence in InternationalMarkets through Strategic Joint Ventures and
Synergistic Acquisitions.
d) Diversification into other profitable businesses to maximize returns to our stakeholders.
e) Leveraging State ofthe Art Technologies and Global best practices to retain its global
competitiveness.
f) Promoting Integrated NutrientManagementto improve efficiency of Fertilizer use and
promoting location specific research on efficient fertilizer practices.
g) To bring in Sustainability and Strategies to preventClimate Change by reducing Energy
Consumption, betterResources Management and promoting Renewable Energy sources.
h) To help the Cooperative Societies become economically strong, professionally managed
and to equip the Farming Community with advanced agricultural practices forimproved
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Mission
To provide to farmers high quality fertilizers in righttime and in adequate quantity
With an objective to increase crop productivity
To make plants energy efficient and continually review various scheme to converse energy.
Commitmentto health, safety, environment and forestry developmentto enrich the quality of
community life.
Commitmentto social responsibility to strong social fabric,
To institutionalize core value and create a culture of team building, empowerment and
innovation which would help in incremental growth of employees and enable achievement of
strategic objectives.
Building a value driven organization with an improved and responsive customer focus.A true
commitmentto transparency, accountability and integrity in principle and practice.
To acquire, assimilate, and adopt reliable efficient and cost effective technology and sourcing
raw materials of production of Phosphatic fertilizers at economical cost by entering into joint
venture outside India.
To ensure growth in core and non-core sector.
A true cooperative society committed for fostering cooperative movementin the country.
IFFCOs commitment:
1. Our thirst for ever improving the services to farmers and member co-operatives isinsatiable, commitment to quality insurmountable and harnessing of mother earths
bounty to drive hunger away from India in an ecologically sustainable manner is the
prime mission.
2. Allthat IFFCO cherishes in exchange is an everlasting smile on the face of Indian Farmerwho forms the moving spirit behind this mission.
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Objecti es of the study on Human ResourceManagement System
Primary objecti e of the study:To study the overall working of the Human Resource Management System at IFFCO,
Kandla.
Secondary Objecti e of the study:
To study the different departments and the working of the Personnel and Administration
Department at IFFCO, Kandla.
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Organization Structure of Indian Farmers Fertilizers Co-operative Limited
AB-
C1-Jt.Gen.Mgr
D1- Dy.Gen.Mgr
E-Chief Mgr
F-Sr.Mgr
F1- Manager
G-Dy.Mgr
G1- Asst. Mgr
G2-Sr. Officer
H1-Officer
AB
Middle Management
Senior Management
Junior Management
Sr. E ecutive Director
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H2- ChiefTechnician/Operator etc. staff
I Sr. Tech
J- Asst. Tech
K& below grad
es Jr. T
ech
Workmen
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Organization Chart of Personnel & Administration Department
Chart o.1
Personnel and Industrial Relations Department
Chart o.2
Dy.G
n
l M
n
g
( &A)
Mr.R.A Ambwani
Personnel & Industri
lRel
tions
Mr.P.R.Rawal
Welf
re
Mr.A.J.Thakkar
Assistant (Welfare)
Mr. S. Dubey
Administration
Mr.P.C Sreekumaran
Estate
Mr.N.S .Sisodia
Chief Manager(HR)
Mr.P.RRaval
Dy.Manager(Admin)
Mr.V.J Devassia
Sr. Assistant
Mr. G.R.Joshi
Manager(HR),(Contractlabor,I.R, Legal)
Mr.R.S. Sisodia
Assistant (HR)
Mr. Digvijay Parmar
Dy.Manager(Time ffice)
Mr.K.MK twani
Officer (Admin)
Mr. C.M Suthar
Dy.Manager(HR),(Personnel &
P.R)Mr.P Sathiyamoorthy
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Introduction to Personnel & Administration Department
Chart o.3
Human Resource is the most precious resource of any organi ation and forms its backbone.
There is always a team of highly dedicated workforce, committed to its goal that makes any
organi ation successful. It is end goal of all economic acti ities together with prime mo er.
Proper Manpower planning, their future growth, de elopment needs and fulfillment of day-to
day requirement are ital for the prosperity and health of any organi ation. Most successful
organi ation has de ised ways to keep their human resource highly satisfied and makes them
participati e in crucial matter related to the organi ation. Computeri ed systems are being
used to this effect in a big way.
One of the biggest sections of the Personnel and Administration Department, commonly
known as HR department, that deals with the employees day to day wants and needs. It would
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be acting as an administrator to the activities going on in the department and the society
(IFFCO).
HUMAN BEINGS are the RESOURCES of the organization. Management of HR is
complicated and challenging. Discipline of personal management has gained much
importance. Itis must for running a successful organization or Industry Enterprise. In every
organization HRare pivotalvariables without which inanimate assets are worthless. Like we
put cash into savings account, HRcan be appreciated in value. HRneeds to be understood and
utilized effecti ely and efficientlyto achieve goals ofthe organization.
Management process embraces people dimension in four steps and they are:
1. Getting them,2. Preparing them,3. Activating them and4. Keeping them.
Administration is the service rendered section of the P&A department, which provides its
service to different officials, sections department and any part of the plant. Administration
section tells us about the practical knowledge of the activities of the allocation of different
types of facilities to different officers, sections and departments of society. It is the main
fuel for the functioning of different section and departments. The following are the
procedure thatthe department carries out during the day to day activities.
Itlooks to the day to day requirement of:-
1. The different workmen,2. Employees,3. Groups,4. Sections,
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5. Department and6. Society (IFFCO).Administration section would be helpfulin the fulfillment ofthe above requirement and thus
there are some procedures to be followed in the specified manner, which would be defined
later. Administration section is divided into the following subsections as:
1. Dispatch,2. Transportation HBL (House Building Loans),3. Furniture issuing and4. Other duties and procedures.
Mainly any organization deals with basically three main things man, machine and tools. P&A(Personnel and Administration) Department is dealing with men, their services and towards
their devotion to work, legal or statutory obligations as per rules of the organization for all
that systems requirement, which is required and dealt with personnel and Administration
Department. It has tophysically act as an activator in the matter by providing certain
amenities like health, cleanliness, transport, communication uniform of the employees etc.
Monitoring is required to make an organization effective and efficient by making the full
P&A department work efficiently and effectively. How full P&A department is working
efficiently is a key relation with, how the employees, vendors, government act as a service
department. Itis the fulfilling service oriented department forthe efficiency and effectiveness
ofthe organization. If not dealt properly gives negative or reverse results. Timely ordering of
the different function ofthe man is the key Administration functioning autonomy if it is
called the functioning body of the organization.
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Functions of PersonnelDepartment:
y To keep manpowerinventory/planning for redeployment.y To assist departments to prepare manpower requirement.y To review the management structure periodically and suggest change, if any.y To take care of placement, recruitment, selection procedures.y Performance appraisals.y Promotion policy formulation & implementation.y Salary & perks administration.y Career planning and Succession planning.y To take care ofthe social security aspects ofthe employees..y Developing organizational culture and organizational commitment among the work forcey Processing of Pension/PF/Gratuity related casesy Performance appraisal/Medical fitness for 58-60 yrs.y Settlement of Paymentto nominees of expired employeesy Benevolent fund data furnishing to HO for medical benefity Probation/Confirmation of new Recruits / Promotion seekersy Release ofincrementtwice in a yeary Payment ofBaggage allowance/ TA-DA etc. on transfer/retirementy Addition/deletion of dependant details in computery Payment of family incentive/TA-TD etc on transfer/retirement.y Issuance of service awards for 10 yrs/15yrs/25yrs.y Day to day updating of records in HRMS.y Furnishing data to HO for DPC of office.y Pay fixation of new joiners / promoters.y Payment ofvarious certificates to employees on request.y Payment of conveyance advance.y Payment of salary advance twice in a month
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Principles of PersonnelDepartment:
Following are the principles of Personnel Department
1. PutRightMan in Right Place,2. Train employee for Job to be done,3. Make organization a Coordinated Team,4. Supply Right Tools and rightConditions for work,5. Give Security with appropriate Incentive Recognition,6. Look ahead, Plan ahead for more and betterthings.
Manpower planning:-
Personnel management is productive exploitation of manpower resources. This is also
termed as ManpowerManagement. ManpowerManagementis choosing the propertype of
people as and when required. It also takes into account the upgrading in existing people.
ManpowerManagement starts with manpower planning. Every managerin an organization
is a personnel man, dealing with people.
Definition of manpower planning : Planning is nothing but using the available assets
for the effective implementation of the production plans. After the preparing the plans,
people are grouped together to achieve organizational objectives. Planning is concerned
with:
y Coordinating,y Motivating andy Controlling the various activities within the organization.
Procedures of Recruitment: Itis necessary to keep the organization successfully running &
growing. To achieve these objectives, that only the best and most suitable employees are
appointed/promoted in each post. Thus, the recruitment and promotion policy of the
organization shall be to recruitthe most suitable person to each post. So far as the suitability
of a candidate is concerned, this should be judged by a committee of senior officers. While
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judging the suitability of a candidate, his academic qualifications, experience in and outside
IFFCO, nature of experience, interview performance, quality of the past performance, his
suitability forthe next higher post orthe post for which he is being recruited and his potential
for future development are to be viewed and examined carefully before any final decision is
made of a candidate, whether from outside or from within the organization.
Selection and /or Appointment of a candidate to a vacancy either from outside IFFCO
through direct recruitment or on deputation or from internal employees will be made in
accordance with the applicable laws, rules, procedures, Guidelines and specifications is may
be laid down, by the management from time to time.
In IFFCO all recruitment to H1 Grade and above shall be made on all India bases and to
Grade H2 and below on local unit basis.
Sources of Recruitment:
1. Direct recruitment.2. On deputation basis from Government or other Organization.3. On contract for a specified period4. From amongstthe trainees/apprentices ofthe Society.5. Campus interviews as may be approved by the Competent Authority from time to
time.
The list ofthe panel of selected candidates drawn forthe purpose of recruitment from outside
will be valid for a period of six months. The validity ofthe panel may be extended for
another six months with the approval ofManaging Director.
Procedures of Selection:
1. Selection is the process of differentiating between application in order to identify&hire those with a greaterlikelihood of success in a job.
2. In this process a deliberate attemptis made by the organization to select fixed numberof employees from a large pool of applicants.
3. The selection process involves three district stages viz:i. Recruitmentii. Selection
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iii. PlacementThe following are the major steps involved in the recruitment process:
1. Having done the job analysis, prepare the job description and main specification.2.
Advertisementin local newspaper/English newspaper.
3. Application screening by personnel section with consultation with concerneddepartment.
4. Checking of all certificates-True copies.5. Call for written test of academic education aspect.6. Interview.7. Medicaltest/physical examination.8. Final selection.
Procedures of Induction:
The main objective ofthe placements is to fitthe new employees to the job demands.
As the new employees is not aware of the organization philosophies, culture, different
departments etc.
He is putinto the process of indoctrination
It means that the philosophies and the approaches of the organization are slowly
inculcated to the employees for easy adaption in the org.
In general, this process takes place, while the new employee is put under induction.
Finally, purpose of induction is to-introduce the new employees & org. to each otherto
help them to become acquainted and to help them accommodate each other.
The new comer is explained what is expected from him and for this he is explained the
rules and regulations, policies and procedures that directly affect him.
He is made aware of how his job fits into the overall operation ofthe org.
How own duties and responsibilities and whom he should look for when he has any
problem.
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Procedures of Promotion:
Promotion means reorganization of ability to perform higher responsibility an
improvementin pay, prestige, position and responsibilities within his or her organization.
Purposes of promotion
y To motive employees to higher as followsy To attract and retain the services of qualified and competent people.y To recognize and reward the efficiency of an employee.y To increase the effectiveness ofthe employee and ofthe organization.y To fill up highervacancies from within the organization.y To build loyalty, morale and a sense of belongingness in the employee.
Promotion System
All the promotions shall be made subject to availability of vacancy in next higher grade,
suitability of the employee and needs of the society. The Departmental Promotion
Committees (DPCs) will review cases of eligible employees once in a year, in April. The
Departmental Promotion Committee will consider the competence of the candidates to
discharge higher responsibility ofthe basis of academic qualifications relevant experience in
and outside the society, on the job performance, performance during the interview, suitability
forthe higher position and potential for future development.
Employees will be promoted from the lower grade to the next higher grade in their own
cadres only.
Procedures ofTransfer:
Management may at its sole discretion man transfer an employee from one post to another
equivalent post or from one place to another or from one establishmentto another which may
be in existence or may come into existence on a future date anywhere in India or abroad. On
such transfer, the concerned employee will be governed by terms and conditions applicable to
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his category of personnel to the post and for establishment at the place of his transfer or
posting.
Employees who are transferred from one location to another by the Management shall be
entitled to the following benefits:
y 6 days joining time.y Setting Allowance.y Daily Allowance for self and family members for journey period.y Expenses fortransportation of personal effects as per entitlement provided in
TA/DA rules and costs incurred on the transportation of conveyance forthose
drawing FLTE {Fixed Local Traveling Expenses}.
However, the above mentioned benefits will not be extended to employees who are
transferred from existing location to desired location on their own request and will be entitled
only for journey fare.
Performance Appraisal: - Performance Appraisal is the systematic evaluation of the
individual with respect to his/her performance on the job & his/her potential development.
The performance being measured against such factors as job knowledge, quality & quantity
of output, job performance, leadershi p abilities, supervision, dependability, co-operation,
discipline, health & potential for development.
Objective of Performance Appraisal:
y To effect promotions based on competence & performancey To assess the training & development need of employeesy To help considering employees suitability for differenttypes of assignments, transfer
& placement.
y To letthe employee know where they stand insofar as their performance is concernedand to assist them with constructive criticism & guidance for the purpose of their
development.
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In applying and using the appraisal system it will have three phases:
y Reportingy Evaluationy Follow-up
The rating of the employees should be done annually at one time. The first page of the
appraisal formatis to be filled by the Personnel Department and passed on to the Appraising
Officer by 1st
week of April who will give his rating by 10th
April and send it to the
Reviewing Officer and from him to the Accepting Officer. The Accepting Officer after
recording his observation on the appraisal of the employee will send the report Personnel
Departmentlatest by the end of April.
The instruction provided in the appraisal form to be carefully gone through by individualappraiser bearing in mind thatthe rater will be rated eventually.
y In case of disagreement among the Appraising and Reviewing Officer, the AcceptingOfficer should hold discussions with all ofthem and finalize rating.
y In case performance of the employee is Below Average or excellent, same shall becommunicated by Personnel Departmentto M.D afterthe appraisalis accepted by the
Competent Authority.
Salary and Compensation Structure:
Salary and other benefits to Officers and workmen as on 1st January 2007:
From the following listed compensation structure of IFFCO Employees, we can derive on the
conclusion thatthe increment given to the employees is not based on the PERFORMANCE
of an employee, it is decided by the management at the time of the joining of an employee
and remains constant every year.
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PAY SCALE Grade Increment Starting Pay
75000 - 100000 B0 3% 75000
70000 - 90000 B1 3% 70000
65000 - 80000 C0 3% 65000
60000 - 75000 C1 3% 60000
51300 - 73000 D 3% 51300
43200 - 66000 E0 3% 43200
23000 - 46500 G2 3% 23000
20000 - 40500 H1 3% 20000
18500-32500 H2 3% 18500
17000-29750 I 3% 17000
16000-28000 J0 3% 16000
15000-26250 J1 3% 15000
14500-25500 K 3% 14500
13800-22200 L0 3% 13800
12800-20600 L1 3% 12800
12000-19200 M 3% 12000
11000-17600 N 3% 11000
9500-15300 O 3% 9500
7500-12100 P 3% 7500
5700-9300 Q 3% 5700
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Some other benefits given to the IFFCOemployees apart from their salary :
House Rent Allowance
It is paid at the rate of 20% of Basic Pay to the employees who do not stay in IFFCOTownship.
HRA will be paid as under w.e.f. 1/1/2007 in revised Basic Pay:
Categories of
Cities
Classification of cities Rates of HRA
A Chennai,Delhi,Kolkata,Mumbai,Hyderabadand
Bengaluru
30% ofBasic Pay
B All State Capitals- Ahmedabad,
Kanpur,Nagpur,Surat,Pune,UT of
Chandigarh,Cochin,Jammu and Guwahati
25% ofBasic Pay
C All other places 15% ofBasic Pay
Fee rates for quarters as on 1 January 2007
Type of Quarter Fee Amount
ED's residence 514
A 430
B 289
C 196
D 145
E 133
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Kandla Allowance
Rs. 75 paid to all officers and workmen each month as Kandla allowance.
Washing Allowance
y Itis given atthe rate of 4% ofthe basic pay to workmen every month.y Itis given atthe rate of 3% ofthe basic pay to officers every month.
Conveyance Allowance
Paid at 12% ofBasic Pay to workmen and officers
Transport Allowance
y Paid to officers atthe rate of 3% ofBasic Pay to officers every monthy Paid to officers atthe rate of 5% ofBasic Pay to Workmen every month
Education Allowance
Paid atthe rate of 2% ofBasic Pay to officers and workmen
LeaveTravel Assistance (LTA)
y Paid atthe rate of 20 % ofBasic Pay of preceding 12 months to officers (H1 toB)y Paid atthe rate of 18% ofBasic Pay of preceding 12 months to workmen (Q toH2)
Canteen Subsidy
y Paid atthe rate of 5% ofBasic Pay to workmen every monthy Paid atthe rate of 7 % ofBasic Pay to officers every month
Reimbursement for Newspaper and Periodicals
y Paid atthe rate of 4% ofBasic Pay to workmen every monthy Paid atthe rate of 3% ofBasic Pay to officers every month
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Shift Allowance -for all employees
y Morning Shift (6:00am to 2:00pm) - Rs.75y Evening Shift (2:00pm to 10:00pm) - Rs.75y Night Shift (10:00pm to 6:00am) - Rs.150
Furnishing Allowance
Itis applicable to JGM and above and paid atthe rate of 15% ofBasic Pay
Leave
Earn Leave-33 days. Can be accumulated up to 300 days
Casual Leave - 14 days in a year. Cannot be accumulated
Lapses atthe end ofthe Calendar year
Medical Leave ------ 10 days per year with full pay.
20 days per year with half pay.
300 (EL + ML) enchased atthe time of separation
Provident Fund and Pension Fund
IFFCO contributes 12% of one's Basic pay + DA.
Pension as per PF rules and paid by PF Commissioner, Rajkot (For IFFCO, Kandla)
Gratuity
Gratuity is paid only to those employees who have worked atleast for 5 years at any
unit of IFFCO. The amount of gratuity is equal to 15 days salary for each year of
service.
(Basic Pay + DA) * 15 * number of years of service
Gratuity = -------------------------------------------------------------
26 (no. of working days PerMonth)
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Gratuity is paid at the rate of 15 days of last drawn salary per completed years of
service.
Payment of Incentives
It is given on the basis of Production / Sales / Profit earned and other criteria
under Productivity Linked Incentive Scheme.
Benevolent Fund
Rs.50 is collected from the employees
Rs.100 is collected from IFFCO
In case of death of member, his/her nominee is being paid Rs.1.5 lakh lump sum
amount and there afterRs.5000 per month for next 60 months. (5 years)
MedicalBenefits after Retirement
Domiciliary:
Reimbursement up to Rs.2500 on medical ex penses of member/ spouse for normal
treatment per year .In the event of death of either the member or the spouse upper
ceiling will be reduced to Rs.1250.
This reimbursementis cumulative.
Hospitali ation:
A new Medical claim Policy has been proposed in the current year 2003 where by
retiring employees will contribute Rs.5000 as one time lump sum amounttowards the
policy. The policy would cover medical needs due to hospitalization up to an amount
ofRs. 1 lakh each forthe employee and his / her spouse.
Payment in case ofNaturalDeath
15 months salary (BP + DA) orRs.1, 00,000 whicheveris less will be paid.
Accident Benefits
In case of accident an employee gets:
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1)Compensation for being on Leave
1% ofCSI at a maximum ofRs. 3000 per week
2)Cost ofMedicine
Reimbursement atthe rate of 50 % ofCompensation
I.e. 1 % ofCSI orRs 3000 x no. of weeks absent
____________________________________________
2
3)Compensation as per Std. GPA policy of GIC
Permanent Partial or Total Disablement
Suppose an employee is injured:
IFFCO reimburses his / her entire medical expenses on accruals He / she is eligible forCompensation at 1) and 3)
Whereas IFFCO retains the cost of medicine as under heading 2) because ofthe fact
that IFFCO has already paid allthe medical expenses to the injured employee.
In case of death due to accident, COMPENSATION WILL BE at the rate of
DOUBLEOF CSI.
WELFAREDEPARTMENT
LABOR WELFARE
Welfare means faring or doing well. Itis a comprehensive term and refers to the physical,
mental, moral and emotional well-being of an individual. Labor welfare, also referred to as
betterment work for employees, relates to taking care of the well-being of workers by
employers, trade unions, and Government and non-government agencies. In 1948, the
Factory Act was amended in which certain rules were set forth to look afterthe welfare of
the workmen orthe employees.
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According to this Act, under section 49 any industrial house having 500 or more
employees should appointed a welfare officer. IFFCO has a separate welfare department &
welfare officer also. This welfare officer acts as a bridge between the management and the
workmen, so thatthey do not face any problem to do their duty in the plant.
IFFCOS WELFARE ACTIVITIES
IFFCO has done a lot forits employees. Being a cooperative it always believes in sharing
its benefit with its employees. Any person would be satisfied if he gets good pay & good
facility to live his/herlife. Ifthe employees are socially secured then the employee would
putin his full potentialto carry out his duties and he feels indebted to the organization and
gives in his best.
STATUTORY FACILITIES:
IFFCO provides allthe statutory welfare measures to its employees as perthe Factory Act
1948 like:
1. FACILITIES FORSTORING AND DRYING CLOTHING
2. WASHING FACILITIES
3. SITTING FACILITIES FORREST FORWORKERS
4. FIRST-AID APPLIANCES
y There is a first-aid center with all facility according to Factory Act 1948
y Ambulance facility
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y One hospital atthe factory site and one dispensary is in Township.
y Medical service is provided by Chief Medical Officer and othervisiting doctorslike eye specialist, gynecologists etc.
5. CANTEEN
Canteen facility is one of mostimportant services offered by this plant. Ifthe workmen
were satisfied with the quality & quantity of food then they would be refreshed to do
their job. Canteen contract renewed every year.
IFFCO has total four canteens to adequately serve its employees.
1. Main canteen (TechnicalCanteen)2. Administration Building canteen3. NPK (K-1) canteen4. NPK (K-2) canteen
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ADMI ISTRATION DEPARTMENT
One of the biggest sections of the Personnel and Administration Department that deals with
the employees day to day wants and needs is the Administration Section. Administration is
the ser ice rendering section of the P&A department, which pro ides its ser ice to different
officials, sections, departments and any part of the plant. It is the main fuel for the
functioning of different sections and departments. It looks to the day to day requirement of
the different workmen, employees, groups, sections and departments. Administration section
is di ided into the following subsections as:
Transportation,
HBL (House Building Loans),
Issue of Furniture and other functions
ChiefManager (HR)
Mr.P.C Sreekumaran
Manager
Mr.Dhamecha
Mr.Nairainsinghani Mrs.Manju Pathak Mr.Arun Sharma Mr.Akhilesh Dwivedi Mr.N.S Sis
dia
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The following are the procedure that the department carries out during the day to day
activities.
Transportation subsection:
As told for any organization to work and function efficiently transportation is one of the
criteria to be followed by any organization. Similarly this organization (IFFCO) also looks
afterthe transportation ofthe employees (both employees and workmen) i.e. it sees to itthat
the employees and workmen are at plant in time and are well and reached the plant as the
plant pays a great attention to the safety measures forthe protection forthe environment and
Human Resources (Employees and the Workers). For if any delay in the transportation of
the employees which may lead or resultin the huge loss which may costthe plant adversely,
hence the job oftransportation is also looked afterthe Administration Department.
Also forthis transportation there are actually 11 buses for the employees and the workmen
so that they can reach the plant in time from their places so that there is no delay. For the
Officers Grade i.e. ChiefManager and above cars are allotted to the ChiefManagers. These
allvehicles are running on contract by different contractors and hence passing the tenders
makes these contracts, which is looked afterthe Personnel Section. Also it administers after
the transportation ofthe VIPs, Ministers, Officials from central and state Government also
it looks afterthe facilities of the above mentioned who make a round of the plant or have
come for a meeting with the GeneralManager on officialissues, etc.
Hence we can say thattransportation is the one among the mostimportant subsections ofthe
Administration section, which is in turn, should work efficiently forthe efficient working of
the plant and hence get good results.
House building loan subsection:
ELIGIBILITY
1. House Building Loan will not be granted to an employee who has to renderless than 3years service (as on date of application for grant ofloan) before retirement.
2. Notwithstanding anything mentioned in these Rules, in case where both husband andwife are the employees of IFFCO and are otherwise eligible forthe grant ofloan, the
loan shall be admissible to only one ofthem and notto both.
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3. Neither the applicant, nor the applicants wife/husband /minor child should own ahouse. However, this condition may be relaxed by the Managing Director at his sole
discretion in exceptional circumstances; as for example, if the applicant or the
applicants wife/husband/minor child owns a house in a village and the applicant
desires to settle down in a town; or where an applicant happens to own a house jointly
with other relations etc. and he desires to build a separate house for himself.
4. The employee who avails of H.B.L. from IFFCO should have a monthly carry-home-pay, aftertotal deductions (inclusive of prospective deduction on account of housing
loan) not less than 50% of net total income or Rs. 4000/- , whichever is less. The
balance should be treated as the monthly loan repaying capacity ofthe employee. For
computing the monthly take-home-pay the average take-home-pay during the
preceding twelve months from the month of application will be taken.
Furniture issuing and other functions:IFFCO provides some furniture in built in
quarters and some other fixtures like tube lights, fans, cupboards ,electricity points of
different volts .IFFCO also gives some furniture like set of table chairs, sofa set to
executive directors , joint general managers etc. high level officers.
MAJOR JOBS OF ADMINISTRATION SECTION
y Statutory Payments to Kandla Port Trust for the lands at Plant and Township,Gandhidham Municipality Property Tax for the above Lands, BSNL for the land
lines oftelephone connections at Plant and Township & Correspondence with allthe
above agencies.
y Procurement and maintenance of Mobile Phones, Xerox, Fax Machines, etc andrelated correspondence.
y Processing ofMobile & FaxBills.y Communication and CATV related jobs, Pay Channel bills and related
correspondence.
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y Distribution ofRO water in the Plant, award of contract, payment of bills & relatedcorrespondence.
y Reception activities.y Processing & Payment of BSNL Telephone Bills and related correspondence /
Reports.
y Issuing Gate Pass to the guests.y Upkeep and development of Horticulture in the Plant.y Related correspondence for the upkeep and development of Horticulture, Award of
contracts forlabor& material related to for horticulture.
y Maintaining Horticultural Records / Registers & related files. Daily and Monthlyreports relating to Horticulture.
y To ensure Sanitation, Proper Cleaning and Upkeep of all the buildings includingCanteens, award oflabor contract, payment of bills & correspondence thereof.
y Coordination of Dispatch workincluding courier services.y To arrange maintenance of Franking Machine.y Award oflabor contract, payment of bills & correspondence thereof.y To deal with Capital/Revenue Budget and making Budgetary Provision pertaining to
P&A Dept.
y Award of different Contracts pertaining to Stationery and correspondence with therelated Contractors.
y Procurement of all types of material pertaining to different Celebrations(Mementos/Prizes/Dry Fruit/Sweet etc.).
y Procurement of Yearly requirements like Towel, Napkins, Diaries, PocketCalendars,there distribution and allthe related correspondence.
y Arrangement for celebrations/meetings/functions/delegates &VIPs visits.y Distribution and Printing of stationery and visiting cards.y Shop Allotment and related correspondence.y Physicalverification of Furniture and Fixtures.y Procurement and making provision of Furniture & Fixtures, Carpets, Curtains and
their distribution.
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y To award contract for procurement of furniture & repairing of furniture andprocessing of related bills.
y De-capitalization of old furniture/fixtures.y Processing of Passport Applications and its follow up.y To perform the jobs related to transportation wing consisting of company vehicles &
contractvehicles and processing of fortnightly and monthly bills of contract buses and
other contractvehicles.
y Timely Renewal of Insurance and to obtain fitness certificates from RTO of allIFFCO Vehicles.
y Allotment of Poolvehicles as per requirement of different sections from time to time& on day to day basis in coordination with the vehicle contractors assuring the smooth
operation and movement of contractvehicles.
y Job Allocation to driving staff and preparing monthly schedule.y Booking of casualtaxies as and when required and processing the related bills.y Booking of Air Tickets & Rail Tickets for Key Officials and processing of bills.y Arrangement of SchoolBuses.y Issue of Bus Passes to school children using IFFCOs Transport & Deduction of
TransportCharges from employees and school children.
y Scrutiny of HBL applications and processing for Loan in Coordination with AccountsDeptt. / Personnel &IRSection / Civil Section & LegalConsultant.
y Inspection of Houses for recommending sanction ofloan.y Follow up with the borrower employees for completion of required formalities like
mortgage of property, completion certificate of construction issued by GDA, etc.
y To ensure timely renewal of Insurance of Housing property by the borroweremployees by issuing reminder once and then to arrange insurance departmenttally in
case of negative response.
y Insurance claim of HBL in death cases in coordination with HOy Monthly reports to HO pertaining to HBL and feeding data in HRMS.y Quarter Allotment and related correspondence.
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THE HUMAN RESOURCE
MANAGEMENT SYSTEM
At
Indian Farmers Fertili ers Co-operative
Limited, Kandla
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Introduction of Human ResourceManagement System
Initially software development and maintenance activities in IFFCO were decentralized.
Every unit was developing and maintaining its own HRsoftware. This software was isolated
and was running on diverse platforms of hardware and software. Some ofthe software, even
though, running on the same platform, the databases were maintained separately resulting in
redundancy and inconsistentinformation atthe same point oftime. Separate maintenance of
data increased the work load of all the departments. The computerization was done in a
piecemeal manner and hence all the connected areas were not covered. Information sharing
between concerned departments was not automatically possible. The Business rules
pertaining to most ofthe above applications had undergone wide changes. The patches to the
applications to incorporate the changed rules had made these systems unwieldy. Based on
these limitations and duplication of activities, it was felt that IFFCO should look for an
enterprise HRsolution. Numbers of ERP packages were evaluated but no software was found
suitable without heavy customization. The cost of acquiring these solutions and
customization was also quite prohibitive. After deliberations between various teams, it was
decided that IFFCO should develop its own enterprise solution.
HRMS is a web based enterprise solution developed in house for better corporategovernance.
It is a suite of 25 applications, which covers the entire life cycle of an employee right from
induction till his final settlement and even post-retirementbenefits. The pre recruitment stage
covers vacancy generation (based on Organization chart and existing strength, category wise
i.e. SC/ST, minority, handicapped, women etc.), selection process (including online resume
acceptance) and placement. The software helps in succession planning and organization chart
review and recreation. The business rules and processes have been incorporated in the
software and every change in software is centrally managed. All the applications covered
under HRMS are tightly integrated with each other and also with Financial Accounting
System (FAS). Employee Information System (EIS) enables the employees to query their
information related to personal details, nominations, loan details, time office details, payroll,
provident fund and payment / recovery. Exception reporting has been provided under
Management Information System (MIS), which empowers differentlayers of managementin
monitoring, control, decision making,planning and legal action. Strict 3 level security has
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been adopted (at first level User code and password to login to a particular application,
second level for access of a particular form/report and third level for the particular access
over form i.e. select, insert, update, delete) Software is on 3tier architecture with Oracle 8i/9i
as RDBMS on various platforms like UNIX/LINUX, Oracle 9iAS as application server on
Win NT/2000. The front end for applications is Developer 6i suite and case tool used is
Designer 6i. Other software used is MS-Project for project management, TOAD for
debugging and MS VSS for software source version control. In house software SPM
(Software Project Monitoring) has been developed in Lotus Notes Domino for change
requests, management, bugs reporting and enhancement compliance as implementation is
carried out at 16 major locations where Database / Application servers are placed. RISC
based systems (IBM RS 6000, Sun, Digital Al pha & HP) , Intel SCO UNIX and Red Hat
Linux systems are used as Database Servers, Intel Windows NT systems has been used as
Application servers and Intel P III / P IV machines are used at client end. The Master
Database is at our Resource Centre Gurgaon with distributed database servers at our
corporate office in Delhi, 5 Zonal Offices (Chandigarh, Lucknow, Calcutta, Bhopal and
Bangalore) and 5 production units (Kalol, Kandla, Phul pur, Aonla&Paradeep). Application
servers however have been installed atMumbai, Ahmedabad, Jaipur and Patna state offices
also besides the locations having database servers. System has been implemented in 80
offices of IFFCO. Besides above access is available to all the 550 field offices and 175
farmers service centers for accessing EIS. The system was conceived in early 2000 and
development, testing and implementation at 5 pilot sites were overin Dec 2002. Since then
system has been rolled out all across IFFCO and has been running smoothly.
Advance two way replication with multiple lag time for data synchronization between12
database servers with Gurgaon server as Central repository, browser based access to users,
centralized source Code maintenance with version control are the various innovative features
of the system. In phase II various workflow applications developed in Lotus notes and
integrated with HRMS have been implemented across the organization successfully.
Workflow applications implemented are e-leave, reimbursement of Perks, Encashment of
LTE. Various other workflow applications are under development.
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Benefits/Return on investment
It is very difficult to quantify the benefits of Human Resource Management Systemin
absolute term. However, many intangible benefits have been achieved in terms of efficiency,
quality and consolidation of information, reduction in travel and communication cost,
transparency etc. The system has provided better corporate governance and employees have
become aware that their movement, overtime, unauthorized absence, tours, ex penses on
medical, transport, telephone etc. is being monitored. The major benefit achieved is in man
power planning and succession planning. It has brought overall discipline in the organization.
Some ofthe major benefits listed are as under:
Rapid implementation. Secure and fast access. Platform independence. Increased functionality. One chart of accounts. Decentrali ed data entry where theentry takes place closer to the source. Reduction in redistributions becauselast minute distribution changes can be
made by the originating departments.
Automated and moreefficient process. Shared data between different sections in theDepartment resulting in the
integrated enterprise system and online history.
More consistent and accurate data. Reduction of shadow systems in CentralOHR and in the departments. More flexible reports for CentralOHR and for departments. Includes better accounting models with more accurate account codes Improved seniority tracking.
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Some of the modules in IFFCO, Kandla under operation in HRMS
There are 70 modules under operation in HRMS. Its access ranges to different departments
like Finance and Accounts, Vigilance, Establishment,Payroll, TimeOffice etc. So, to cut
them short, Ive taken only those modules which are related to the functioning of human
resource. And due to the confidential policies regarding the Establishment and Payroll
modules, those are covered briefly. The access to these modules generally lies in the hands of
the officers who are in G grade or above. Only one module named the Employee
Information System is accessible to allthe employees throughoutthe unit. Following are the
modules which affectthe functioning of human resources department:
y Establishmenty Loan and Advancesy Administrationy TimeOfficey Human ResourceDevelopmenty Payrolly Provident Fund Trusty
Benevol
ent Fund / Post-R
etirementMe
dical Scheme
y Contractors workers
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TIMEOFFICE
Time office is one of the important sections where attendance of all employees and
executives in duty are effectively monitored. It maintains regularly the punching cards, leave
records and various other functions through its totally computerized system.
There are 4 shifts in IFFCO:
y Morning shift: 6 AMto 2 PMy Second shift:2 PMto 10 PMy Night shift: 10 PMto 6 AMy General shift: 8 AMto 4.30 PM
MAIN FUNCTIONS OF TIMEOFFICE:
y Maintaining the attendance records of all employees and making present absent,leaveetc. of workers
y Reporting to the accounts department the monthly staff attendance in respect ofemployee.
y Compiling the statistical report regarding employment and attendance etc. of workersfor submission to various authorities under various labor enactments and to headoffice.
y Issuance of attendance card to the employees.y Maintenance of all types of leave records of employees as per the requirements of
Gujarat factories rules /standing orders /payment of wages.
y Maintaining records of overtime.
MAINTAINENCEOF ATTENDANCE RECORDS OF EMPLOYEESThe chieftime keeper will coordinate and supervise the work of time office. All the
correspondence, monthly attendance reports, muster roll, etc. from time office will be
sentto the accounts departmentthrough chieftime keeper.
The time office will maintain a standard force register according to the department
wise separately showing particulars of personal number, name, designation, date
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ofadmission to CPE, transfer /termination/dismissal, etc. The copy of tour programs,
sanctioned leave application, etc. shall be sent to time office for record. The
attendance register of officers maintained in the department would be collected by
time office in day in between 10 am to 12 noon to mark presence.The leave register
forthe officer will be maintained by time office. The monthly attendance reports of
the officers will be reported to accounts pay bill by time office.Since mal practices
can happen that employee punch card and leave premises before time and then return
backto punch his exittime, or can be done by other person punch his card, the time
office send in attendance sheetto various departments where the head of department
verifies whetherthere was false punching favoring that particular employee.
GRANTOF LEAVE &MAINTAINANCEOF ITS RECORDAn employee intending to availleave of any kind will apply for grant ofleave as per
IFFCO leave rules in the leave application in duplicate along with his leave book to
the leave sanctioning authority through his section head. One copy of the leave
application will be retained in the concerned section itself where the individual is
working and the 2nd
copy of leave application along with leave book and return the
same to the employees concerned.
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Module SubModules
Establishment Recruitment
Joining
Resignation/retirement/terminationConfirmation
Appraisals
Promotions
Transfers
Awards /Rewards
Membership of professional bodies
Gratuity
Group Insurance
Disciplinary Action
Powers of Officers
Loans and Advances House Building Loan
Conveyance
Salary Advance
Mortgage
Insurance Relating to Loans
Administration MedicalBenefits
Leased accommodation to employees
Allotment of colony residenceTransport
Guest House
Foreign Tour
Telephones
Hiring oftaxis
Liveries
Office cum residence and furniture
Office car
Assets for office use
Stationery for office use
Entertainment, petty expenses
TimeOffice Attendance
Leave
Leave travel concession
Overtime
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Canteen coupons
HRD Section Training : In house, external ( with-inIndia) external (outside India)
Seminar: In country, outside country
Trade Apprentice
Payroll Processing
IT calculation
Incentive
PF Trust PF recoveries
Loans
Pension related
Benevol
ent fund Membership
Beneficiaries and share
Address of beneficiaries
Nearest IFFCO office
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PageLV
Some Snapshots from the TIMEOFFICE module:
This is the main screen ofthe TIME OFFICE module. The concerned person enters his login
id (the login id is the personal number allotted to the IFFCOs employee) and his/her desired
password and finally this main screen appears on the computer screen.
The Menu bar ofthe software mainly contains 3 options:
1. Masters2. Forms3. Reports
Masters:
This sub-module is generally dealt by the Head Office employees at Delhi. No major access
is allowed to the unit employees.
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Forms:
In this module, there are various other forms also. The screen shots of those forms are
presented below.
Reports:
In this module, the Time Office employees can getthe soft form and printed ofvarious data
regarding the employees and dispatch itto the various sections ofthe unit.
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PageLVII
Here the operator can checkthe attendance of a particular employee. He needs to enterthe
personal number of the employee and the desired period of which he needs the attendance
record.
Note: The upper part ofthis module i.e. Destination Type and Destination Name
are not accessible to the Kandla unit Time Office department. So details forthe same are not
included in the project
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PageLVIII
When an employee reaches the unit, he/she needs to punch a card that is given by the
management for attendance in the electronic attendance system. In case the employee has
forgotten to punch in the card, the Time Office can contact the person and tell him/her to
punch in the card. This is helpful for an employee in case of getting rewards and other
incentives atthe end ofthe year.
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PageLIX
Conclusion: Some othertypes of electronic attendance system must be introduced, like the
Finger Print identification system. This will be helpful for getting a clear picture regarding
the attendance ofthe employees.
Here one can see the attendance record for a particular period ofthe employees by entering
the personal number for any period.
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In this chart, the operator has to enter the personal number of the employee and check in
which Shift he is in. Shift schedule is helpful for the payment of Shift allowances to the
employees who are in the Shift duties.
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This box shows the total number of days in a year in which the employee has been
present.According to the rules, an employee has to remain presentin the unit for a minimum
of 240 days in a year, if not; the managementtakes serious action against him.
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This boxis helpful forthe managementto see the shift allowances given to an employee.
The shift allowances shown here can be seen for any period ofthe year.
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This is the specimen ofthe shift allowance report of an employee. All other necessary details
like the Grade in which he is working, the departmentin which he is working, and the section
is displayed in this report.
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PageLXIV
This chart shows us the days when the employee(s) has/have remained absent. The operator
just needs to enterthe personal number ofthe employee and the particular year for which the
officials need the absence report. The specimen can be seen on the next page.
Here, the UNIT box shows the name ofthe unit where the employee is working.
Employees at IFFCO are generally of three types:
Regular: The permanent employees fall underthe Regulartype
Trainees: Trainees consist of Vocational Trainees,Mgmt.Trainees, Graduate Enginner
Trainees.Those who are inducted in the company are required to undergo a compulsory
training of 2 years.
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Apprentice: Those who are not permanent employees ofthe company, but under going
training at IFFCO are called Apprentice trainees.
This reportis useful forthe management people to check whether an employee is eligible for
special rewards or not. In case of short attendance of any employee, the T ime Office sends
this report to the concerned department, and thereafter, the concerned department sends it
further to the Personnel and Administration department, where the necessary actions are
carried out againstthe employee.
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This chart shows the monthly report of absence of an employee.
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This is the specimen ofthe Absentee report of employees.
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This chart shows the total number of leaves an employee has taken in the whole year. The
leaves include Medical Leave, Earned Leave etc.
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This chart shows the total number of employees that are absent out ofthe total strength ofthe
unit. Each unit of IFFCO has been assigned a code. For e.g. Kandla has been assigned 6 as
the unit code. The operator just needs to enterthe unit code and the date for which he needs
the Absenteeism employee report. The Specimen forthe same is on the next page.
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The loophole ofthis module is thatthe numbers of employees that are absent do not represent
the real picture ofthe overall attendance ofthe employees in the unit. For example, there are
also some employees who workin shifts and therefore their attendance would fall out ofthe
system.
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ESTABLISHMENT SECTION
Establishment helps to maintain employees, understand their problems and solve it. This
section handle following aspects related to employees:
1) Retirement2) Death3) Resignations4) Transfers5) Pension6) Probation/conformation7) Increments8) Character/cast/qualification verification9) HRMS updating10) Issuing certificates (experience, service, domicile etc.)11)Annual confidential report12)Providing awards to employees forlong services.13)Conveyance loan14) Family planning incentive
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The above form shows the list ofthe master forms in the recruitment module.
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Above form shows the number of different reports in establishment module.
Each form gives you with a report.
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Employee Information System
The Employee Information System is the only module in the whole of HRMS that can be
accessed by allthe employees unlike other modules which can be accessed by only some key
officials. All other details that are entered by other departments in their respective HRMS
modules are shown here .Some ofthe screen shots are displayed below:
This is the main logon screen of HRMS. Here, to access the employee information system,
the employee needs to enter his personal number and password.
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The employee detail master form displays the full detailed information regarding the
concerned employee. The information is displayed as we enter the personal number of the
employee whose details are to be viewed.
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This form shows the address details and qualification details ofthe employee.
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As the employee enters his personal number and password, the above screen is shown to
him.There are also other modules like Establishment, Administration, HRD, Medical, Time
office, PF etc.
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This box shows us the Total yearly salary of an employee i.e. the Basic pay, Dearness
allowance, and other allowances.
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This box shows us the entire employee history i.e. his educational qualifications, number of
promotions he has gotin his entire career.
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This box shows us the total amount ofincentive an employee receives atthe end ofthe year.
He is entitled forincentives on one condition, if he attends office for minimum of 240 days.
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This box shows us the totalincome less taxes.
This chart is also shown in the paper format when the employee gets the salary slip, and in
case of any problem, he/she can inform the concerned department and get the problem
solved.
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This box shows us the total Leave Travel Assistance accrued in the year.LTA is generally
calculated @ 20% oftotal basic of 12 months.
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This box shows us the total monthly income and deductions and net payable salary.
Deductions include water charges, electricity charges etc.
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This box shows us the total number Earned leaves, Casual Leaves, Sick Leaves. These details
are updated as soon as the employee punches in his card into the electronic attendance
system.
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This box shows us all the training details i.e. Program name, the date when the training
started along with its ending date and the venue.
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Conclusion
Atthe end ofthe project, I would like to highlightthe positive aspects of Human Resource
Management System:
Elimination of duplicate work
Earlier the application software were developed and maintained from office to
office(decentralized) and there was no integration between the various applications. As
aresult duplicate entries were made in various applications at user end as well as
forconsolidation and compilation. The implementation of HRMS has made duplicateefforts
almost zero, as the software is maintained at one place, entry of informationis done at the
point of generation of information and automatic consolidation andintegration of data is
taking place. It has minimized the data mistakes as the dataentry is being done by the person
who is directly responsible for source data generation.
Web based enterprise solutions
Earlier the marketing field staff distantly located was unaware of what is happeningin the
company on the human resource front. Now they can access the informationthrough intranet.
As a result employees have become more result oriented and feelmore associated as part of
the organization. They have not to waste their time onfinding out status of their personal
information either by travelling or by telephone.Even their applications are entered at their
place of postings and are directly takencare of for processing by theirimmediate office.
Consolidation of accounts
System has helped in early consolidation of accounts particularly in case ofemployees
expenses, salary, Income Tax returns and provident fund etc.
Settlement of final dues at the time of retirement/resignation/deaths etc.
Since the data is available at allthe locations, it has become easy to immediately
process the accounts of such cases and settle the payment.
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Transfers cases
Major benefit is achieved with the implementation of HRMS in transfer cases. The whole
database of the employees transferred and relieved, automatically moves to the transferred
location and lot of paper work and correspondence has been reduced. Employees may have
access to his past data and so is the management. In case of arrear calculations and perks
utilisation, data is not required to be asked from the office from where he is transferred. The
organisation chart also getsupdated automatically. No entry of data is required.
Training requirements
Now with HRMS management can view the information aboutthe trainings already
done by the employee and accordingly can plan othertrainings forthe development
ofthe employee.
Reduction in paper work
Many ofthe information sent earlierto the employees through paperis madeavailable online
which has reduced lot of paper work including pre-printed stationeryetc. All the application
forms have been provided online wherein employee canused them for submitting their
applications. With the implementation of workflowapplications papers have been replaced
with electronic documents.
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Bibliography
Websites visited:
http://www.iffco.nic.in/applications/Brihaspat.nsf/0/faca5627b021a513652571e20036e74d/$
FILE/HRMS_FAI01.pdf,Use of ICT in HR for Better Governance an experience of
IFFCO,S CMittal and Sanjay Kumar,20thMay,2011
http://www.scribd.com/MallikaShrivastav HRMS, MallikaShrivastava, Comparative study of
HRMS and ERP systems at IFFCO Kandla, 5th May, 2011
Files ofthe Systems and Personnel Department.
Recommendations
The Finger print attendance system can be installed instead ofthe punch card system to get a
clearview of the attendance of an employee. The main reason behind this is, any employee
can give his Punch card to his fellow employee and move out ofthe unit before time. As a
result, the Time Office is not able to record the actual time when he left the organization.
This creates a problem.
Another thing is about the promotion facilities of the employees. No matter how much an
employee contributes to the unit, he is eligible for promotion only after a specified time pre-
decided by the Management. As a result, the employee is demotivated. So the management
should considerthis issue and take actions accordingly.