TASK FORCE MEMBERS ACCOUNTABILITY MATRIX

The Task Force members (Team Lead & members) need to close the gaps identified against respective Process Area within mentioned timelines
Sl No Process Area Gaps to close Action Points Timelines Team
Prepare a list of identified position/s where internal employees (officers & supervisors) are eligible to apply against
Internal Job Postings with planned date of job posting 5-Jun-19
Establish mechanisms to encourage internal employees
who meet the criteria to apply through IJPs and succeed Device added mechanism to communicate with internal employees encouraging them to apply against IJPs, apart from
circulars and/or notices 8-Jun-19

Incorporate the clause in Staffing/ recruitment Policy under Internal Hiring section 12-Jun-19

Include key components of existing processes followed for Induction of new joinee Officers & supervisors as well as
Establish SOP for Induction processes to ensure these transfers and prepare a draft SOP on in line with GRSE with defined timelines and accountabilities as per requirements 3-Jun-19
processes are followed as defined Approval of the draft Induction SOP by Functional Head 12-Jun-19

Place in Employee Portal/ Knowledge Portal for information of all concerned. Incorporate the Induction SOP as a part of
HR Manual 15-Jun-19
Establish the induction process for transfer cases Incorporate the transfer clause within the Induction SOP 15-Jun-19

Analyse the responses of exited employees (Officers & supervisors) conducted so far and categorise under separate
heads. 18-Jun-19 Team Lead: Ms.
1 Staffing S. Saha,
Collate the list of repetitive issues received from exited employees and place before top management for views prepare
Establish mechanism to conduct exit analysis SM(HR)/Policy
action plan in line with mitigation of issues 20-Jun-19

Prepare action plan to mitigate issues, if any in consultation with top management 25-Jun-19

Devise periodic system to capture exit reviews and schedule to address for closure as per requirement 5-Jul-19

Device a workforce plan in consultation with Functional Heads/ HODs based upon organizational/project requirements
and business priorities in the next 5 years. This is over and above adhoc/ rolling plan currently used for manpower
Establish mechanism to define a structured manpower
planning and should typically encompass projected hiring, regular replacements, attritions, future projects etc 20-Jun-19
planning process
Get the workforce plan vetted and approved by Functional Directors 20-Jul-19

Final blueprint of the manpower planning process to be shared with the concerned HoDs. Device mechanism to track
adherance to the plan by respective functions 25-Jul-19
Conduct training on 'Interviewing Skills' for the panel of interviewers in various interviews 29-Jun-19
Establish mechanism to train interviewers on interviewing
skills Ensure application of learning by capturing/ recording the list of interview questions posed by the concerned
interviewer/s during upcoming interviews 31-Jul-19

Preparation of draft SOP/ Operating manual on Administrative/ Infrastructure function (includes general admin, transport
Establish SOP/Operating manual for etc)with accountabilities and timelines 10-Jun-19
Administrative/Infrastructure function Approval of the draft SOP/ Operating manual by Functional Head/ HoD 20-Jun-19
Place in Employee Portal/ Knowledge Portal for information of all concerned 20-Jun-19

Prepare a training plan with definitive details of safety training/ awareness sessions being imparted to employees across
Enhance the mechanism to provide periodic safety all levels 12-Jun-19
awareness/ training to employees at all level Bring in external experts to facilitate sessions on safety aspects and good safety practices 10-Jul-19
Ensure to conduct safety checks/ audits at periodic levels to drive awareness 25-Jul-19

Prepare a list of identified admin/ infrastructure related concerns/ grievances raised by stakeholders at various point of
time 8-Jun-19
Availability of formal Service Levels/ Operating Levels
(SLA/OLA) defined for Admin/ Infrastructure related Prepare a draft SLA/OLA on the identified areas of concern with possible mitigation mechanism, accountabilities and
concerns timelines for closure 13-Jun-19

Team Lead: Ms.

Work
2 L. Das, AGM(HR
 TASK FORCE MEMBERS ACCOUNTABILITY MATRIX
Availability of formal Service Levels/
The Task ForceOperating
members Levels
(Team Lead & members) need to close the gaps identified against respective Process Area within mentioned timelines
(SLA/OLA) defined for Admin/ Infrastructure related
Sl No Process Area concerns Gaps to close Action Points Timelines Team
Approval for draft finalisation in consultation with Functional Head/ HoD 30-Jun-19
Place in Employee Portal/ Knowledge Portal for information of all concerned 2-Jul-19

Conduct assessment check/ audit of existing IT infrastrcuture, analyse responses of various stakeholders and identify the
critical areas of concern 15-Jun-19 Team Lead: Ms.
Work Systematic, periodic assessent of IT related issues. - Use
2 the results to identify the areas of improvement to IT L. Das, AGM(HR
Environment Prepare a plan for improvement of IT infrastructure based upon gaps identified in assessment with defined
infrastructure & IR)
accountabilities and timelines 20-Jun-19
- Implement actions. - Monitor effectiveness.
Task Force members to implement action as per plan 5-Jul-19
Monitor effectiveness of implementation through surveys/ spot checks 20-Jul-19

Identify the list of various resources allocated to employees and issues/ concerns thereof 15-Jun-19

Prepare a draft on resource allocation policy containing details of level-wise entitlements, accountability, timelines,
grievance redressal mechanism etc 20-Jun-19
Establish resource allocation policy
Approval for draft finalisation in consultation with Functional Head/ HoD 20-Jul-19

Circulate the approved Resource Allocation Policy to all concerned. A copy of the same may be kept in Employee Portal/
Knowledge Portal for information 25-Jul-19

Identify the list of factors/ issues that may pose deterrent for effective working conditions for the organization 15-Jun-19

Prepare a Business Continuity Plan detailing risk factors, mitigation mechanism, action plan, stakeholder commitment,
Identify the factors that may degrade working conditions timelines etc 20-Jun-19
and create a plan to mitigate such issues as they may arise
Approval of draft plan by Functional Directors and C&MD 20-Jul-19

Documentation of the approved plan in the form of circulars/ notices. Information may be percolated through e-
platforms like Knowledge Portal. 25-Jul-19

Identify a list of existing communication vehicles used within the organizations like top down (Open house, Newsletters/
Magazine, CMD e-mails etc); bottom-up (grievance portal, suggestion box etc) & lateral communication(memo, circulars,
Establish a formal SOP to address various communication CMD monthly meeting, CPRM, Director-level meeting etc). Plan to include additional communication approahes like
approaches (top-down/bottom-up and lateral ESAT, Skip-level, One-to-One meeting, dealing with conflict, team working etc 8-Jun-19
communication)
Prepare a SOP containing existing as well as additional approaches to address communication issues across various levels
within the orgaziation 10-Jun-19

Place the draft SOP for approval before Functional Directors for finalization 12-Jul-19

Place the approved SOP on Communication in intranet for information of all concerned 25-Jun-19

Incorporate in SOP the formal top-down communication approcahes available in the company. Enlist therein the details
Establish a formal top down communication plan that of top-down communications planned with periodicity, person/s accountable, frequency, topic/agenda, coverage,
inlcudes aspects like frequency, responsibility, purpose publication plan of action points (intranet) etc 25-Jun-19
Team Lead: Mr.
Communication Prepare action plan for conducting ESAT, Skip-level and One-to-One for Officers and Supervisors and place for approval
3 S. Sarkar,
& Coordination of Functional Directors and C&MD 8-Jun-19 AGM(ERP)

Plan to identify vendor (if external) or internal mechanism to conduct ESAT based upon approval. Prepare skip-level and
one-to-one meetings calendar post approval containing the responsiblities, schedule of meetings, action plan thereof,
Establish bottom up communication vehicles (ESAT, Skip effectiveness of meetings etc. 30-Jun-19
Levels, One to One meeting) and ensure consistency of
implementation
 Team Lead: Mr.
Communication
3 S. Sarkar,
& Coordination
AGM(ERP)
TASK FORCE MEMBERS ACCOUNTABILITY MATRIX
The Task Force members (Team Lead & members) need to close the gaps identified against respective Process Area within mentioned timelines
Sl No Process Area Establish bottom up communication
Gaps to close vehicles (ESAT, Skip Action Points Timelines Team
Levels, One to One meeting) and ensure consistency of
implementation
Conduct ESAT survey among employees(officers and supervisors).
Analyse responses and prepare a detailed report for sharing with Functional Directors and C&MD.
Action plan to be drawn upon based on issues and significance and Task Force team to be created to work on the issues.
Implement skip-level and one-to-one meeting as per calendar. Appraise concerned managers/ skip-level managers on
actionable in this end. 25-Jul-19

Streamline grievance handling process to ensure timely Revised Grievance handling process already circulated from D(P)'s office. Need to check whether the grievances raised in
redressal of issues/ concerns. - Establish a SLA/TAT for the system are addressed as per defined SLA/TAT as per the said circular. 7-Jun-19
type of concerns/issues. - Track the grievances to ensure
closure within defined SLAs Categorise grievances under various heads to check repetitive issues. Prepare plan to address key concerns/ repetitive
issues separately. 10-Jun-19

Goal setting workshop sessions already conducted by external faculty for SM-GM to provide clarity during FY 18-19.
Streamline the goal setting processes to ensure employees
Consultant discussed with senior management team and prepared revised format of KRA/KPA for implementation. -
at all levels have clarity about their goals
To ensure the goal setting FY19-20 is done by all Officers and Supervisors in line with the new format. 30-Jun-19

Sample audit checks of KRA/KPAs FY 19-20 to be done to check SMART criteria being fulfilled 20-Jul-19

Check time taken for completion of goal setting during FY 18-19 and make robust implementation plan to ensure
Evaluate improving the performance process timelines and completion of he process as per scheduled timelines in FY 19-20. 30-Jun-19
awareness of people at lower cadre
Create awareness sessions for supervisors on completion of goal setting as per defined parameters within scheduled
timelines 30-Jun-19

Create awareness sessions as well as communications to managers to perform mid-year performance review both in case
of Officers and supervisors. Team Lead: Mr.
Mid-Year feedback process appears to be performed for
Performance S. Toppo,
4 officer level employees, measures should be taken to
Management DGM(HR-Estb
include supervisors also into this process Arrange training sessions for managers to provide feedback during Mid Year Review process 15-Jul-19
& Legal)

Identify the list of bottom-most employees (as per APAR score) to be considered under Performance Improvement Plan
(PIP). 10-Jun-19

Prepare a formal performance improvement plan of each non-performer in consultation with IO/RO/SRO and assign
Process for dealing with Poor Performance is not complete accountabilities and timelines therein. Include methods like personal coaching, mentoring, counselling, job shadowing etc
and is rarely seen to be implemented for such employees by their IO/RO/SRO. 25-Jun-19
Prepare monthly progress calendar. Record evidences of progress through monthly progress report. 25-Jul-19

Establish mechanism of quarterly evaluation post reinforcements against each employee. Devise reward mechanism for
employees on performance management activities has to employees with positive outcome. TBD
be improved
Training already imparted to managers on performance management activities including goal-setting and feedback
Provide them robust job aids to align goal setting
sharing through external consultant. -
Train them on activities like goal setting, performance
feedback Plan refresher sessions to be conducted for managers and employees on performance management 15-Jun-19

Prepare draft SOP on training containing details of training plan preparation, need assessment, training effectiveness,
accountability setting for each task etc 15-Jun-19
Establish a training policy or SOP
Approval of the draft Training SOP by Functional Head 2-Jul-19
Place in Knowledge Portal/ Employee Portal for information of all concerned 5-Jul-19

Plan to conduct Train the Trainer program for the existing list of Internal Trainers within the organization 8-Jun-19

Establish and Enhance the Train the Trainer program

 TASK FORCE MEMBERS ACCOUNTABILITY MATRIX
The Task Force members (Team Lead & members) need to close the gaps identified against respective Process Area within mentioned timelines
Sl No Process Area Gaps to close Action Points Timelines Team
Coordinate with vendors and finailse dates to impart training program on Train the Trainer 15-Jun-19
Establish and Enhance the Train the Trainer program
Conduct TTT sessions for GRSE internal faculties to aid them in required skills for imparting internal training 25-Jun-19
Measure training effectiveness 15-Jul-19

Prepare feedback analysis based on responses captured from employees attending various training programs (internal/
external) 20-Jun-19
Establish the mechanism to analyze the training feedback
Create a plan with accountabilities and timeframe to work on the outcome of such analysis. The same needs to be
incorporated in Training SOP. 30-Jun-19
Significant perception of inadequate trainings for the Team Lead: Mr.
Training & Track individual development plan inputs (from APAR document, IDP report, departmental requirement etc) 30-Jun-19
5 Officer and Supervisor workforce. Revise the procedures, R. Mitra,
Development Identify trainings that need to be imparted across officers and supervisor level employees based on such inputs 10-Jul-19
plans, coverage and communication to ensure that this is SM(HRD)
systematically addressed Incorporate the identified training programs to be covered under the training plan for FY 19-20 20-Jul-19

Device mechanism to identify training needs from various sources like APAR, IDP, departmental/ project requirements.
Establish a training need identification process The same needs incorporation in Training SOP. 15-Jun-19
Prepare traning calendar for FY 19-20 based on training needs identified for employees (officers & supervisors) 25-Jul-19

Communication plan to employees at every level (officer and supervisor) on training programs may be devised. The same
Ensure that employees at every level have access to should be mentioned in the Training SOP. 15-Jun-19
training calendar

Training calendar for FY 19-20 may be planned to be placed in Knowledge Portal for information of all concerned 25-Jul-19

Collate individual development needs of employees (Officers and Supervisors) needs from various sources like APAR, IDP,
Documentation for individual development needs are not departmental/ project requirements. 15-Jun-19
adequately done and systematically tracked to closure Prepare traning calendar for FY 19-20 based on training needs identified for employees (officers & supervisors) 25-Jul-19
Monitor adherance to training plan in terms of identified individual development needs TBD

Update the compensation process to cover the metrics and trend analysis frequency, reporting and review mechanism. 20-Jun-19
Team Lead: Mr.
Ensure that the compensation trends over multiple years
Take data from Finance on trend analysis on revenue per employee for last 3 years. Also track reward payout for S. Toppo,
6 Compensation are analyzed alongwith appropriate parameters like
employees in the level of Officers and supervisors. 30-Jun-19 DGM(HR-Estb
reveune per employee or other suitable measures
& Legal)
Review the trend with senior management, record observations and actionables 10-Jul-19

Close actionables as per timelines 25-Jul-19