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 Studies PB No.11, LilashahKutiya Road, Adipur 370 205 (Kachchh). Ph: (02836) 261466, 262187 Email: tims@tolani.org, www.tolani.org/tims

JULY 2011

DECL

T ON

I hereby decl re that the project work entitled A St dy on the Human resource Management System at Indian Farmers Fertilizers Co-operative Limited, Kandla is submitted to Tolani Institute Of Management Studies, Adipur is record of an original work done by me under the 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

PageII

PageIII

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 practical knowledge. During my rough times, I really needed someone to remind me that there is light at the 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 of the project in 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 help, guidance and encouragement to accomplish my training. Thank you all for your kind support.

Milan DivyanshuAntani

PageIV

Executi e Summary

How does the technology affect the 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, for those employees who pick up and acquaint themselves 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 near to 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 of Management Inforamtion Systems(MIS) in the organizations which has now become a common trend. The advantages of MIS are many. It is a very large system and spreads to the whole of the organization. It is an integration of different sub systems under it. One of such systems is the HRMS (Human Resource Management Systems)also known as HRIS (Human Resource Information System). It is just another form of MIS but totally devoted to the Human Resource Department (HRD) of the organization.

It delivers secure, real-time information over the Network from any of the plants of the organization, at any time, enabling faster HR administration. 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.

PageV

All of these features save the organization money and provide a rapid return on investment. But more importantly, they ensure competitive advantage for the organization by completely managing human resources from recruitment to retirement. This report is an attempt to 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 task to do, however the project is designed with the view to extending it in such a way so that it can be incorporated in most of the organizations in todays world, with the use of the comprehensive 21st century human resource management solution i.e. Human Resource Management System.

PageVI

List of Charts/Figures Sr.No.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Title of Figure
Main logon screen Attendance report Missing punch report Daily Present report Shift schedule report No.of days present report Shift allowance report Specimen : allowance report Employee absentee report Specimen : Absentee report Monthly absent report Specimen : absent report Leave status report Specimen : Leave status report Total strength and percentage of absenteeism report Specimen : Total strength and percentage of absenteeism report Establishment module Establishment forms Employee information system Employee masters Employee masters (add/qualifications etc.) Employee Information systems-Welcome screen Income tax details Employee history Incentive details Income statement LTC/LTE details Payroll details Time office details Training details

Page No.
59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74

17 18 19 20 21 22 23 24 25 26 27 28 29 30

76 77 78 79 80 81 82 83 84 85 86 87 88 89

PageVII

Table of Contents Sr. No.

Acknowledgement Executive Summary List of Figures 1. Introduction 1.1. 1.2. 2. 3 Introduction of HRMS Introduction of IFFCO 1. 12 22 25 III IV V

Description

Page No.

Objectives of HRMS Organisation chart of Personnel and Administration department

4 5 6 7 8 9 10 11 12 13 14

Introduction to Personnel and administration department Introduction to Welfare department Human Resource Management System at IFFCO Introduction of HRMS at IFFCO Some modules of HRMS Time office module in HRMS Snapshots from Time Office module Establishment module Employee Information System Conclusion Bibliography

26 42 51 52 55 56 60 76 79 91 93

PageVIII

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 HR administration. 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 expands and easily connects you to the whole of the organization. That helps 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 Be nefits administration. It has extensive customization capabilities and also includes multiple standard templates and reports. Its comprehensive security protects the integrity of sensitive information. It lets users perform Employee Maintenance, Payroll Data Entry and Maintenance, basic table set-up, and Benefits Maintenance, using a Web Browser.

PageIX

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 of these features save the organization money and provide a rapid return on investment. But more importantly, they ensure competitive advantage for the organization by completely managing human resources from recruitment to 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 HR department becomes. In todays volatile market where the time has more value than money, a HRMS is the tool that addresses the requirement efficiently. It integrates almost all the modules of HR department, ranging from employee relationship 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; helps gauge the effectiveness of existing policies and recommendations modifications.

PageX

Units of IFFCO

Kandla, Gujarat

Phulpur, Uttar Pradesh

Kalol, Gujarat

PageXI

Aonla, Uttar Pradesh

Paradeep, Orissa

PageXII

IFFCOS KANDLA PLANT

Kandla Unit Location

State State Capital District Distance from New Delhi Distance from Mumbai Nearest Airport

Gujarat, India Gandhinagar Kutch Approx. 1100 kilometers by rail Approx. 800 kilometers by rail Kandla Airport, Near Gandhidhamand Bhuj Airport 65 KM from Gandhidham.

PageXIII

Railway Station

Gandhidham (12 Km from plant and 3 Km from IFFCO's township at Gandhidham) and Kandla (3 Km from the plant)

Road

Adjacent to Kandla Port Trust on National Highway 8-A, 365 Km. from Ahmedabad

Area under Plant Area under Township Temperature ( o C ) Rainfall (mm) Longitude Latitude Address

70.61 Hectares 79.65 Hectares 47 (Max.) in summer to 7 (Min.) in winter. Scarcity 70o 13'26" E 23o 00'00" N IFFCO, Kandla Unit, Post BoxNo.12, Gandhidham - 370201, Kandla (Kutch), Gujarat, INDIA

PageXIV

Introduction of Indian Farmers Fertili ers Co-operati e Limited

During mid- sixties the Co-operative sector in 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 of the country through their own Co-operative Societies created this new institution to safeguard their interests. The number of co-operative societies associated with IFFCO has risen from 57 in 1967 to more than 36,000 now. Indian Farmers Fertilizer Co-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 Gujarat in 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 equivalent to 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 feather in the cap of IFFCO was completion of Kandla Phase-II on 5th August 1999 which has heralded realizations of all the 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 of these expansion projects IFFCO's annual capacity has been increased to 3.69 million tonne of Urea and NPK/DAP equivalent to 825

PageXV

thousand tonne of phosphates. With the successful realization of all the objectives of Vision 2000, IFFCO has emerged as a pioneer in international cooperative movement. A new path has been chalked out to realize newer dreams and greater heights through Vision 2015 which is presently under implementation. 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 ever improving the services to farmers and member co-operatives is insatiable, commitment to 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 substantial contribution to the efforts of Indian Government to increase food grain production in the country.

PageXVI

IFFCOs Vision, Mission and Values Vision

Retain dominant position in Indian Fertilizer Sector, improving its position further by achieving sustainable and viable growth through excellence in all its activities and gearing itself to fulfill the 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 of the largest producer and marketer of Chemical fertilizers by expansion of its existing units, setting up Joint Venture Companies Overseas and Diversification into new Sectors. The salient features of the Vision-2015 document are as under:

a) To stand as a Global Leader in Fertilizers Production to cater to the food security need of the nation. b) Maximizing the synergies of the Core Business through Downstream Value Additions and Forward/ Backward Integrations. c) Enhancing presence in International Markets through Strategic Joint Ventures and Synergistic Acquisitions. d) Diversification into other profitable businesses to maximize returns to our stakeholders. e) Leveraging State of the Art Technologies and Global best practices to retain its global competitiveness. f) Promoting Integrated Nutrient Management to improve efficiency of Fertilizer use and promoting location specific research on efficient fertilizer practices. g) To bring in Sustainability and Strategies to prevent Climate Change by reducing Energy Consumption, better Resources 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 for improved

PageXVII

Mission
To provide to farmers high quality fertilizers in right time and in adequate quantity With an objective to increase crop productivity To make plants energy efficient and continually review various scheme to converse energy. Commitment to health, safety, environment and forestry development to enrich the quality of community life. Commitment to 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 commitment to 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 movement in the country.

IFFCOs commitment:
1. Our thirst for ever improving the services to farmers and member co-operatives is insatiable, 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. All that IFFCO cherishes in exchange is an everlasting smile on the face of Indian Farmer who forms the moving spirit behind this mission.

PageXVIII

Objecti es of the study on Human Resource Management 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.

PageXIX

Organization Structure of Indian Farmers Fertilizers Co-operative Limited

AB

AB-

Sr. E ecutive Director

C1-Jt.Gen.Mgr D1- Dy.Gen.Mgr Senior Management E-Chief Mgr F-Sr.Mgr F1- Manager G-Dy.Mgr G1- Asst. Mgr G2-Sr. Officer H1-Officer Junior Management Middle Management

Page

H2- Chief Technician/Operator etc. staff I Sr. Tech J- Asst. Tech K& below grades Jr. Tech Workmen

PageXXI

Organization Chart of Personnel & Administration Department

Chart
Dy.G n

o.1

lM n g ( &A)

Mr.R.A Ambwani

Welf re
Mr.A.J.Thakkar

Mr.P.R.Rawal

Assistant (Welfare)
Mr. S. Dubey

Personnel and Industrial Relations Department Chart o.2

Chief Manager (HR)

Mr.P.R Raval
Dy.Manager (HR),(Personnel & P.R)

Sr. Assistant Mr. G.R.Joshi

Assistant (HR)

Officer (Admin) Mr. C.M Suthar

Mr. Digvijay Parmar

Mr.V.J Devassia

Mr.K.M K twani

Dy.Manager (Admin)

Manager (HR),(Contract labor,I.R, Legal) Mr. R.S. Sisodia

Personnel & Industri l Rel tions

Administration
Mr.P.C Sreekumaran

Estate
Mr.N.S .Sisodia

Dy.Manager (Time ffice)

Mr.P Sathiyamoorthy

Page

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 satis ied and makes them f 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



Page

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. It is must for running a successful organization or Industry Enterprise. In every organization HR are pivotal variables without which inanimate assets are worthless. Like we put cash into savings account, HRcan be appreciated in value. HR needs to be understood and utilized effecti ely and efficiently to achieve goals of the organization.

Management process embraces people dimension in four steps and they are:

1. 2. 3. 4.

Getting them, Preparing them, Activating them and 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 that the department carries out during the day to day activities.

It looks to the day to day requirement of:1. 2. 3. 4. The different workmen, Employees, Groups, Sections,

PageXXIV

5. 6.

Department and Society (IFFCO).

Administration section would be helpful in the fulfillment of the 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. 2. 3. 4. Dispatch, Transportation HBL (House Building Loans), Furniture issuing and 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. It is the fulfilling service oriented department for the efficiency and effectiveness of the organization. If not dealt properly gives negative or reverse results. Timely ordering of the different function of the man is the key Administration functioning autonomy if it is called the functioning body of the organization.

PageXXV

Functions of Personnel Department:

y y y y y y y y y y y y y y y y y y y y y y y y y y

To keep manpower inventory/planning for redeployment. To assist departments to prepare manpower requirement. To review the management structure periodically and suggest change, if any. To take care of placement, recruitment, selection procedures. Performance appraisals. Promotion policy formulation & implementation. Salary & perks administration. Career planning and Succession planning. To take care of the social security aspects of the employees.. Developing organizational culture and organizational commitment among the work force Processing of Pension/PF/Gratuity related cases Performance appraisal/Medical fitness for 58-60 yrs. Settlement of Payment to nominees of expired employees Benevolent fund data furnishing to HO for medical benefit Probation/Confirmation of new Recruits / Promotion seekers Release of increment twice in a year Payment of Baggage allowance/ TA-DA etc. on transfer/retirement Addition/deletion of dependant details in computer Payment of family incentive/TA-TD etc on transfer/retirement. Issuance of service awards for 10 yrs/15yrs/25yrs. Day to day updating of records in HRMS. Furnishing data to HO for DPC of office. Pay fixation of new joiners / promoters. Payment of various certificates to employees on request. Payment of conveyance advance. Payment of salary advance twice in a month

PageXXVI

Principles of Personnel Department:

Following are the principles of Personnel Department 1. 2. 3. 4. 5. 6. Put Right Man in Right Place, Train employee for Job to be done, Make organization a Coordinated Team, Supply Right Tools and right Conditions for work, Give Security with appropriate Incentive Recognition, Look ahead, Plan ahead for more and better things.

Manpower planning:Personnel management is productive exploitation of manpower resources. This is also

termed as Manpower Management. Manpower Management is choosing the proper type of people as and when required. It also takes into account the upgrading in existing people. Manpower Management starts with manpower planning. Every manager in 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 y y

Coordinating, Motivating and Controlling the various activities within the organization.

Procedures of Recruitment: It is 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 recruit the 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

PageXXVII

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 for the next higher post or the 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 period 4. From amongst the trainees/apprentices of the Society. 5. Campus interviews as may be approved by the Competent Authority from time to time. The list of the panel of selected candidates drawn for the purpose of recruitment from outside will be valid for a period of six months. The validity of the panel may be extended for another six months with the approval of Managing Director. Procedures of Selection: 1. Selection is the process of differentiating between application in order to identify &hire those with a greater likelihood of success in a job. 2. In this process a deliberate attempt is made by the organization to select fixed number of employees from a large pool of applicants. 3. The selection process involves three district stages viz: i. ii. Recruitment Selection

PageXXVIII

iii.

Placement

The following are the major steps involved in the recruitment process: 1. Having done the job analysis, prepare the job description and main specification. 2. Advertisement in local newspaper/English newspaper. 3. Application screening by personnel section with consultation with concerned department. 4. Checking of all certificates-True copies. 5. Call for written test of academic education aspect. 6. Interview. 7. Medical test/physical examination. 8. Final selection. Procedures of Induction: The main objective of the placements is to fit the new employees to the job demands. As the new employees is not aware of the organization philosophies, culture, different departments etc. He is put into 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 other to 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 of the org. How own duties and responsibilities and whom he should look for when he has any problem.

PageXXIX

Procedures of Promotion: Promotion means reorganization of ability to perform higher responsibility an improvement in pay, prestige, position and responsibilities within his or her organization.

Purposes of promotion
y y y y y y

To motive employees to higher as follows To attract and retain the services of qualified and competent people. To recognize and reward the efficiency of an employee. To increase the effectiveness of the employee and of the organization. To fill up higher vacancies from within the organization. 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 of the basis of academic qualifications relevant experience in and outside the society, on the job performance, performance during the interview, suitability for the 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 of Transfer: 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 establishment to 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

PageXXX

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 y y y

6 days joining time. Setting Allowance. Daily Allowance for self and family members for journey period. Expenses for transportation of personal effects as per entitlement provided in TA/DA rules and costs incurred on the transportation of conveyance for those 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, leadership abilities, supervision, dependability, co-operation, discipline, health & potential for development. Objective of Performance Appraisal:
y y y

To effect promotions based on competence & performance To assess the training & development need of employees To help considering employees suitability for different types of assignments, transfer & placement.

To let the employee know where they stand insofar as their performance is concerned and to assist them with constructive criticism & guidance for the purpose of their development.

PageXXXI

In applying and using the appraisal system it will have three phases:
y y y

Reporting Evaluation Follow-up

The rating of the employees should be done annually at one time. The first page of the appraisal format is 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 Department latest by the end of April. The instruction provided in the appraisal form to be carefully gone through by individual appraiser bearing in mind that the rater will be rated eventually.
y

In case of disagreement among the Appraising and Reviewing Officer, the Accepting Officer should hold discussions with all of them and finalize rating.

In case performance of the employee is Below Average or excellent, same shall be communicated by Personnel Department to M.D after the appraisal is 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 that the 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.

PageXXXII

PAY SCALE 75000 - 100000 70000 - 90000 65000 - 80000 60000 - 75000 51300 - 73000 43200 - 66000 23000 - 46500 20000 - 40500 18500-32500 17000-29750 16000-28000 15000-26250 14500-25500 13800-22200 12800-20600 12000-19200 11000-17600 9500-15300 7500-12100 5700-9300

Grade B0 B1 C0 C1 D E0 G2 H1 H2 I J0 J1 K L0 L1 M N O P Q

Increment 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3%

Starting Pay 75000 70000 65000 60000 51300 43200 23000 20000 18500 17000 16000 15000 14500 13800 12800 12000 11000 9500 7500 5700

PageXXXIII

Some other benefits given to the IFFCO employees 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 IFFCO Township.

HRA will be paid as under w.e.f. 1/1/2007 in revised Basic Pay: Categories of Cities A Chennai,Delhi,Kolkata,Mumbai,Hyderabadand Bengaluru B All State Capitals- Ahmedabad, Kanpur,Nagpur,Surat,Pune,UT of Chandigarh,Cochin,Jammu and Guwahati C All other places 15% of Basic Pay 25% of Basic Pay 30% of Basic Pay Classification of cities Rates of HRA

Fee rates for quarters as on 1 January 2007 Type of Quarter ED's residence A B C D E Fee Amount 514 430 289 196 145 133

PageXXXIV

Kandla Allowance Rs. 75 paid to all officers and workmen each month as Kandla allowance.

Washing Allowance
y y

It is given at the rate of 4% of the basic pay to workmen every month. It is given at the rate of 3% of the basic pay to officers every month.

Conveyance Allowance Paid at 12% of Basic Pay to workmen and officers Transport Allowance
y y

Paid to officers at the rate of 3% of Basic Pay to officers every month Paid to officers at the rate of 5% of Basic Pay to Workmen every month

Education Allowance Paid at the rate of 2% of Basic Pay to officers and workmen

Leave Travel Assistance (LTA)

y

Paid at the rate of 20 % of Basic Pay of preceding 12 months to officers (H1 to

B)
y

Paid at the rate of 18% of Basic Pay of preceding 12 months to workmen (Q to

H2) Canteen Subsidy

y y

Paid at the rate of 5% of Basic Pay to workmen every month Paid at the rate of 7 % of Basic Pay to officers every month

Reimbursement for Newspaper and Periodicals

y y

Paid at the rate of 4% of Basic Pay to workmen every month Paid at the rate of 3% of Basic Pay to officers every month

PageXXXV

Shift Allowance - for all employees

y y y

Morning Shift (6:00am to 2:00pm)

- Rs.75

Evening Shift (2:00pm to 10:00pm) - Rs.75 Night Shift (10:00pm to 6:00am) - Rs.150

Furnishing Allowance It is applicable to JGM and above and paid at the rate of 15% of Basic Pay

Leave Earn Leave-33 days. Can be accumulated up to 300 days Casual Leave - 14 days in a year. Cannot be accumulated Lapses at the end of the Calendar year Medical Leave ------ 10 days per year with full pay. 20 days per year with half pay. 300 (EL + ML) enchased at the 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 at least 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 Per Month)

PageXXXVI

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 after Rs.5000 per month for next 60 months. (5 years) Medical Benefits after Retirement Domiciliary: Reimbursement up to Rs.2500 on medical expenses 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 reimbursement is 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 amount towards the policy. The policy would cover medical needs due to hospitalization up to an amount of Rs. 1 lakh each for the employee and his / her spouse. Payment in case of Natural Death 15 months salary (BP + DA) or Rs.1, 00,000 whichever is less will be paid. Accident Benefits In case of accident an employee gets:

PageXXXVII

1) Compensation for being on Leave 1% of CSI at a maximum of Rs. 3000 per week

2) Cost of Medicine Reimbursement at the rate of 50 % of Compensation I.e. 1 % of CSI or Rs 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 for Compensation at 1) and 3) Whereas IFFCO retains the cost of medicine as under heading 2) because of the fact that IFFCO has already paid all the medical expenses to the injured employee.

In case of death due to accident, COMPENSATION WILL BE at the rate of DOUBLE OF CSI.

WELFARE DEPARTMENT
LABOR WELFARE Welfare means faring or doing well. It is 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 after the welfare of the workmen or the employees.

PageXXXVIII

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 that they do not face any problem to do their duty in the plant. IFFCOS WELFARE ACTIVITIES IFFCO has done a lot for its 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/her life. If the employees are socially secured then the employee would put in his full potential to carry out his duties and he feels indebted to the organization and gives in his best. STATUTORY FACILITIES: IFFCO provides all the statutory welfare measures to its employees as per the Factory Act 1948 like: 1. FACILITIES FOR STORING AND DRYING CLOTHING

2. WASHING FACILITIES

3. SITTING FACILITIES FOR REST FOR WORKERS

4.

FIRST-AID APPLIANCES

There is a first-aid center with all facility according to Factory Act 1948

Ambulance facility

PageXXXIX

One hospital at the factory site and one dispensary is in Township.

Medical service is provided by Chief Medical Officer and other visiting doctors like eye specialist, gynecologists etc.

5. CANTEEN Canteen facility is one of most important services offered by this plant. If the 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 (Technical Canteen) 2. Administration Building canteen 3. NPK (K-1) canteen
4. NPK (K-2) canteen

PageXL

ADMI ISTRATION DEPARTMENT

Chief Manager (HR)

Mr.P.C Sreekumaran

Manager
Mr.Dhamecha

Mr.Nairainsinghani

Mrs.Manju Pathak

Mr.Arun Sharma

Mr.Akhilesh Dwivedi

Mr.N.S Sis dia

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 se ice to different r 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 d epartments. Administration section is di ided into the following subsections as: Transportation,

HBL (House Building Loans),

Issue of Furniture and other functions

 

Page

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 after the transportation of the employees (both employees and workmen) i.e. it sees to it that 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 for the protection for the environment and Human Resources (Employees and the Workers). For if any delay in the transportation of the employees which may lead or result in the huge loss which may cost the plant adversely, hence the job of transportation is also looked after the Administration Department. Also for this 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. Chief Manager and above cars are allotted to the Chief Managers. These all vehicles are running on contract by different contractors and hence passing the tenders makes these contracts, which is looked after the Personnel Section. Also it administers after the transportation of the VIPs, Ministers, Officials from central and state Government also it looks after the facilities of the above mentioned who make a round of the plant or have come for a meeting with the General Manager on official issues, etc. Hence we can say that transportation is the one among the most important subsections of the Administration section, which is in turn, should work efficiently for the 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 render less than 3 years service (as on date of application for grant of loan) before retirement. 2. Notwithstanding anything mentioned in these Rules, in case where both husband and wife are the employees of IFFCO and are otherwise eligible for the grant of loan, the loan shall be admissible to only one of them and not to both.

PageXLII

3. Neither the applicant, nor the applicants wife/husband /minor child should own a house. 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-homepay, after total 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 of the 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 of telephone connections at Plant and Township & Correspondence with all the above agencies.

Procurement and maintenance of Mobile Phones, Xerox, Fax Machines, etc and related correspondence.

y y

Processing of Mobile & Fax Bills. Communication and CATV related jobs, Pay Channel bills and related correspondence.

PageXLIII

Distribution of RO water in the Plant, award of contract, payment of bills & related correspondence.

y y

Reception activities. Processing & Payment of BSNL Telephone Bills and related correspondence / Reports.

y y y

Issuing Gate Pass to the guests. Upkeep and development of Horticulture in the Plant. Related correspondence for the upkeep and development of Horticulture, Award of contracts for labor& material related to for horticulture.

Maintaining Horticultural Records / Registers & related files. Daily and Monthly reports relating to Horticulture.

To ensure Sanitation, Proper Cleaning and Upkeep of all the buildings including Canteens, award of labor contract, payment of bills & correspondence thereof.

y y y y

Coordination of Dispatch work including courier services. To arrange maintenance of Franking Machine. Award of labor contract, payment of bills & correspondence thereof. To deal with Capital / Revenue Budget and making Budgetary Provision pertaining to P&A Dept.

Award of different Contracts pertaining to Stationery and correspondence with the related Contractors.

Procurement of all types of material pertaining to different Celebrations (Mementos/Prizes/Dry Fruit/Sweet etc.).

Procurement of Yearly requirements like Towel, Napkins, Diaries, Pocket Calendars, there distribution and all the related correspondence.

y y y y y

Arrangement for celebrations/meetings/functions/delegates &VIPs visits. Distribution and Printing of stationery and visiting cards. Shop Allotment and related correspondence. Physical verification of Furniture and Fixtures. Procurement and making provision of Furniture & Fixtures, Carpets, Curtains and their distribution.

PageXLIV

To award contract for procurement of furniture & repairing of furniture and processing of related bills.

y y y

De-capitalization of old furniture/fixtures. Processing of Passport Applications and its follow up. To perform the jobs related to transportation wing consisting of company vehicles & contract vehicles and processing of fortnightly and monthly bills of contract buses and other contract vehicles.

Timely Renewal of Insurance and to obtain fitness certificates from RTO of all IFFCO Vehicles.

Allotment of Pool vehicles 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 contract vehicles.

y y y y y

Job Allocation to driving staff and preparing monthly schedule. Booking of casual taxies as and when required and processing the related bills. Booking of Air Tickets & Rail Tickets for Key Officials and processing of bills. Arrangement of School Buses. Issue of Bus Passes to school children using IFFCOs Transport & Deduction of Transport Charges from employees and school children.

Scrutiny of HBL applications and processing for Loan in Coordination with Accounts Deptt. / Personnel &IR Section / Civil Section & Legal Consultant.

y y

Inspection of Houses for recommending sanction of loan. Follow up with the borrower employees for completion of required formalities like mortgage of property, completion certificate of construction issued by GDA, etc.

To ensure timely renewal of Insurance of Housing property by the borrower employees by issuing reminder once and then to arrange insurance department tally in case of negative response.

y y
y

Insurance claim of HBL in death cases in coordination with HO Monthly reports to HO pertaining to HBL and feeding data in HRMS. Quarter Allotment and related correspondence.

PageXLV

THE HUMAN RESOURCE MANAGEMENT SYSTEM At Indian Farmers Fertili ers Co-operative Limited, Kandla

PageXLVI

Introduction of Human Resource Management System

Initially software development and maintenance activities in IFFCO were decentralized. Every unit was developing and maintaining its own HR software. This software was isolated and was running on diverse platforms of hardware and software. Some of the software, even though, running on the same platform, the databases were maintained separately resulting in redundancy and inconsistent information at the same point of time. 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 of the 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 HR solution. 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 different layers of management in monitoring, control, decision making,planning and legal action. Strict 3 level security has

PageXLVII

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 Alpha & 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, Phulpur, Aonla&Paradeep). Application servers however have been installed at Mumbai, 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 over in 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.

PageXLVIII

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, expenses 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 of the 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 the entry takes place closer to the source.  Reduction in redistributions because last minute distribution changes can be made by the originating departments.  Automated and more efficient process.  Shared data between different sections in the Department resulting in the integrated enterprise system and online history.  More consistent and accurate data.  Reduction of shadow systems in Central OHR and in the departments.  More flexible reports for Central OHR and for departments.  Includes better accounting models with more accurate account codes  Improved seniority tracking.

PageXLIX

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, Time Office 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 all the employees throughout the unit. Following are the modules which affect the functioning of human resources department:

y Establishment y Loan and Advances y Administration y Time Office y Human Resource Development y Payroll y Provident Fund Trust y Benevolent Fund / Post-Retirement Medical Scheme y Contractors workers

PageL

TIME OFFICE
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 y y y

Morning shift : 6 AM to 2 PM Second shift :2 PM to 10 PM Night shift : 10 PM to 6 AM General shift : 8 AM to 4.30 PM

 MAIN FUNCTIONS OF TIME OFFICE: Maintaining the attendance records of all employees and making present absent,leave etc. of workers
y

Reporting to the accounts department the monthly staff attendance in respect of employee.

Compiling the statistical report regarding employment and attendance etc. of workers for submission to various authorities under various labor enactments and to head office.

y y

Issuance of attendance card to the employees. Maintenance of all types of leave records of employees as per the requirements of Gujarat factories rules /standing orders /payment of wages.

Maintaining records of overtime.

 MAINTAINENCE OF ATTENDANCE RECORDS OF EMPLOYEES The chief time keeper will coordinate and supervise the work of time office. All the correspondence, monthly attendance reports, muster roll, etc. from time office will be sent to the accounts department through chief time keeper. The time office will maintain a standard force register according to th department e wise separately showing particulars of personal number, name, designation, date

PageLI

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 for the 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 back to punch his exit time, or can be done by other person punch his card, the time office send in attendance sheet to various departments where the head of department verifies whether there was false punching favoring that particular employee.

 GRANT OF LEAVE &MAINTAINANCE OF ITS RECORD An employee intending to avail leave of any kind will apply for grant of leave 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.

PageLII

Module Establishment

Sub Modules Recruitment Joining Resignation/retirement/termination Confirmation 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

Medical Benefits Leased accommodation to employees Allotment of colony residence Transport Guest House Foreign Tour Telephones Hiring of taxis Liveries Office cum residence and furniture Office car Assets for office use Stationery for office use Entertainment, petty expenses

Time Office

Attendance Leave Leave travel concession Overtime

PageLIII

HRD Section

Canteen coupons Training : In house, external ( with-in India) external (outside India) Seminar : In country, outside country Trade Apprentice Processing IT calculation Incentive

Payroll

PF Trust

PF recoveries Loans Pension related

Benevolent fund

Membership Beneficiaries and share Address of beneficiaries Nearest IFFCO office

PageLIV

Some Snapshots from the TIME OFFICE module:

This is the main screen of the 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 of the software mainly contains 3 options: 1. Masters 2. Forms 3. Reports Masters: This sub-module is generally dealt by the Head Office employees at Delhi. No major access is allowed to the unit employees.

PageLV

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 get the soft form and printed of various data regarding the employees and dispatch it to the various sections of the unit.

PageLVI

Here the operator can check the attendance of a particular employee. He needs to enter the personal number of the employee and the desired period of which he needs the attendance record. Note: The upper part of this module i.e. Destination Type and Destination Name are not accessible to the Kandla unit Time Office department. So details for the same are not included in the project

PageLVII

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 at the end of the year.

PageLVIII

Conclusion: Some other types 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 of the employees.

Here one can see the attendance record for a particular period of the employees by entering the personal number for any period.

PageLIX

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.

PageLX

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 present in the unit for a minimum of 240 days in a year, if not; the management takes serious action against him.

PageLXI

This box is helpful for the management to see the shift allowances given to an employee. The shift allowances shown here can be seen for any period of the year.

PageLXII

This is the specimen of the shift allowance report of an employee. All other necessary details like the Grade in which he is working, the department in which he is working, and the section is displayed in this report.

PageLXIII

This chart shows us the days when the employee(s) has/have remained absent. The operator just needs to enter the personal number of the 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 of the unit where the employee is working.

Employees at IFFCO are generally of three types: Regular: The permanent employees fall under the Regular type

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.

PageLXIV

Apprentice: Those who are not permanent employees of the company, but under going training at IFFCO are called Apprentice trainees.

This report is useful for the management people to check whether an employee is eligible for special rewards or not. In case of short attendance of any employee, the Time 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 against the employee.

PageLXV

This chart shows the monthly report of absence of an employee.

PageLXVI

This is the specimen of the Absentee report of employees.

PageLXVII

This chart shows the total number of leaves an employee has taken in the whole year. The leaves include Medical Leave, Earned Leave etc.

PageLXVIII

PageLXIX

This chart shows the total number of employees that are absent out of the total strength of the 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 enter the unit code and the date for which he needs the Absenteeism employee report. The Specimen for the same is on the next page.

PageLXX

The loophole of this module is that the numbers of employees that are absent do not represent the real picture of the overall attendance of the employees in the unit. For example, there are also some employees who work in shifts and therefore their attendance would fall out of the system.

PageLXXI

ESTABLISHMENT SECTION

Establishment helps to maintain employees, understand their problems and solve it. This section handle following aspects related to employees: 1) Retirement 2) Death 3) Resignations 4) Transfers 5) Pension 6) Probation/conformation 7) Increments 8) Character/cast/qualification verification 9) HRMS updating 10) Issuing certificates (experience, service, domicile etc.) 11) Annual confidential report 12) Providing awards to employees for long services. 13) Conveyance loan 14) Family planning incentive

PageLXXII

The above form shows the list of the master forms in the recruitment module.

PageLXXIII

Above form shows the number of different reports in establishment module. Each form gives you with a report.

PageLXXIV

Employee Information System

The Employee Information System is the only module in the whole of HRMS that can be accessed by all the 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 of the 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.

PageLXXV

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.

PageLXXVI

This form shows the address details and qualification details of the employee.

PageLXXVII

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.

PageLXXVIII

This box shows us the Total yearly salary of an employee i.e. the Basic pay, Dearness allowance, and other allowances.

PageLXXIX

This box shows us the entire employee history i.e. his educational qualifications, number of promotions he has got in his entire career.

PageLXXX

This box shows us the total amount of incentive an employee receives at the end of the year. He is entitled for incentives on one condition, if he attends office for minimum of 240 days.

PageLXXXI

This box shows us the total income 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.

PageLXXXII

This box shows us the total Leave Travel Assistance accrued in the year.LTA is generally calculated @ 20% of total basic of 12 months.

PageLXXXIII

This box shows us the total monthly income and deductions and net payable salary. Deductions include water charges, electricity charges etc.

PageLXXXIV

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.

PageLXXXV

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.

PageLXXXVI

Conclusion
At the end of the project, I would like to highlight the 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 their immediate 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 all the locations, it has become easy to immediately process the accounts of such cases and settle the payment.

PageLXXXVII

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 about the trainings already done by the employee and accordingly can plan other trainings for the development of the employee.

Reduction in paper work Many of the information sent earlier to the employees through paper is 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.

PageLXXXVIII

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 C Mittal and Sanjay Kumar,20th May,2011 http://www.scribd.com/MallikaShrivastav HRMS, MallikaShrivastava, Comparative study of HRMS and ERP systems at IFFCO Kandla, 5th May, 2011 Files of the Systems and Personnel Department.

Recommendations
The Finger print attendance system can be installed instead of the punch card system to get a clear view 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 of the 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 predecided by the Management. As a result, the employee is demotivated. So the management should consider this issue and take actions accordingly.

PageLXXXIX