SOP - Operations

Operation Procedures
 IBM Operations SOP
 Based upon various levels of security staff, A standard
operating procedure is laid down for better reporting
channel and efficient way of handling different
scenarios at IBM locations.
 We have 4 levels of operation staff named as
1. L2 - Security Supervisor (SS)
2. L3 – Security Officer (SO)
3. L4 – Deputy Security Manager (DSM)
4. L5 – Security Manager (SM)
 Other than mentioned list their will be Operation
Manager and Area Officer above them to handle
operations for both IBM and Tops
 L2 – Security Supervisor - SS
 This is the brief description of his duties and responsibilities during tour of his duty.

1. Familiarization of the location in regard to various security and safety equipments.

2. Responsible to collect a detailed information on incidents and other issues of previous shifts
3. Ensuring deployment of guards at various posts shift wise
4. Responsible for not leaving a post vacant and ensure it is manned 24/7.
5. Responsible for maintaining secure post attendance, In & out register .
6. Responsible to make summary of various security registers during night shifts.
7. Carrying out continuous rounds in the deployed site and listing out various observations and
snags.
8. Responsible for relieving guards for break.
9. He would monitor material movement at service lift lobbies and reception area.
10. Look in to for suspicious movement in and around premises.
11. Responding emergency calls from SCC/Command Centre via landline/walkie talkie when SO is
on rounds.
12. Support SCC team in checking of various security equipments.
13. Support SO, DSM and SM in smooth functioning of operations.
 L3 – Security Officer – SO
 This is the brief description of his duties and responsibilities during tour of his duty.

1. Familiarization of the location in regard to various security and safety equipments.

2. Responsible to collect a detailed information on incidents and other issues of previous shifts
3. Responsible to prepare shift schedule for guards / SS block wise witted by SM and SDM.
4. Ensuring deployment of guards, Briefing / training on various subjects during fallin.
5. Ensure the status of the location is updated to SDM by standard timings such as 0730AM,0230PM
and 0945PM
6. Responsible for recording these briefing/training in occurance register and soft copy to operation
manager.
7. Carrying out rounds 2 hrs once at the deployed site and listing out various observations and
snags in addition to SS
8. Log all snags and observations to facility and note the complaint numbers in the snag register
maintained at reception.
9. Check In and out registers and sign off for complaince
10. Look in for suspicious movement in and around premises.
11. Responding emergency calls from SCC/Command Centre via landline/walkie talkie when SS is on
rounds.
12. Support DSM and SM in smooth functioning of operations.
 L4 – Deputy Security Manager – DSM

1. Familiarization of the location in regard to various security and safety equipments.

2. Responsible to collect a detailed information on incidents and other issues of
previous shifts
3. Ensure the status of the location is updated to SM by standard timings such as
0730AM,0230 PM and 0945PM
4. Responsible to provide the soft copy of all the material movement mails, updated
contact list, updated PSI in the posts, proper documentation of gatepass, getting
them filed in ascending order, Indexing and maintaining of profiles.
5. Responsible to send all the snags via mail as updated by SO to access team,
facility, operation manager and SSL.
6. Follow up the snags until it is rectified.
7. Responsible to update MDR pertaining to the locations under him on daily basis.
8. Responsible to update and send all various weekly, monthly reports to concerned.
9. Responding to emergency on priority basis.
10. In the absence of SM, DSM will address all the issues.
11. Support SM / AO and Ops Manager in smooth functioning of operations.
 L5 – Security Manager – SM
1. Familiarization of the location in regard to various security and safety
equipments.
2. Ensure the status of the location is updated to AO and Ops manager by
standard timings by 8AM,03 PM and 10PM
3. Responsible to investigate various theft cases and other incidents in the
location.
4. The submission of detailed incident report to operation manager.
5. Counter check and monitoring of MDR’s, Shift schedule, complaince on
registers on daily basis
6. Follow up major issues for rectification.
7. Responsible to cross check the delivery of duties from L2 to L4
8. Responsible to address all issues and escalation via mail to all concerned
without any delay.
9. In the absence of SM, DSM will address all the issues.
10. Support AO and Ops Manager in smooth functioning of operations.
 Area Officer & Operations manager
1. Ensure Ops team are available on site in time.
2. Responsible to maintain inventories and databases pertaining to security staff.
3. Responsible to conduct bi-weekly meeting with operations team and address their
issues.
4. Responsible to report all incidents to Sr. Ops mgr.
5. Responsible to update the tracker of incidents and ensure that they are solved and
updated during weekly operation calls
6. Responsible to send the updated attendance tracker to Sr Ops manager
7. Responsible to meet SSL and address various issues pertaining to guarding staff
8. Responsible to get the basic requirements and welfare of guards at ground level
9. Responsible to have quality check and ensure compliance of security staff at the
location.
10. Responsible to conduct training according to training calendar as suggested by
training manager.
 Senior Ops manager

Area Officer Ops Manager

Security Manager

Deputy Security Manager

Security Officer

Security Supervisor

Guards
 Reporting structure
 The flow chart clearly defines the
reporting structure which should be
maintained internally during operations.
 The Security team are supposed to follow
this structure strictly.
 Sr operation manager will be solely
responsible to put down this reporting
structure under him.
End of the document

Operation Procedure