Final Copy of the Project

8/6/2019 Final Copy of the Project

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A Study on the Human Resource Management System

At

Indian Farmers Fertilizers Co-operative Limited, Kandla

A

PROJECT REPORTSubmitted by

MILAN DIVYANSHU ANTANI

2010-2012

10008

To

Director (PGDM)

In partial fulfillment of the requirements of

Tolani Institute of Management Studies, Adipur

For the award of the degree of

Post Graduate Diploma in Management

Tolani Institute of Management StudiesPB No.11, LilashahKutiya Road, Adipur 370 205 (Kachchh).

Ph: (02836) 261466, 262187 Email: [email protected], www.tolani.org/tims

JULY 2011


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DECL T ON

I hereby decl re thatthe project work entitled A St dy on the Human resource Management

System at Indian Farmers Fertilizers Co-operative Limited, Kandla is submitted to TolaniInstitute OfManagement Studies, Adipuris record of an original work done by me underthe

guidance of Mr.P.Sathiyamoorthy, Dy.Manager and the project work is not submitted for

the award of any other degree/diploma/associate ship/fellowship or similar award.

Signature:

(Milan DivyanshuAntani

Date: 1st

July, 2011

Place: Adipur


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Acknowl nt

It gives me immense pleasure to work with Indian Farmers Fertilizers Co-operative Limited,

Kandla and I am very thankful to this institution for providing me this platform and

opportunity to work with them through summer training which has gained my practicalknowledge.

During my rough times, I really needed someone to remind me thatthere is light atthe end of

the tunnel. I am highly thankful to Mr.P.Sathiyamoorthy, Dy.Manager(HR & Personnel

Dept.) who played this role. His suggestions and interests have helped me in integrating the

work. His accommodating nature tolerated my persistent queries and provided the possible

solutions to my problems.

I am also indebted to Mr.R.AAmbwani, Dy.General Manager (P&A) who has handled the

overall work ofthe projectin the college. Devoid of his kind help would have made my job

difficult and may have ended as deadlock.

I am also thankful to Mr.P.RRaval, Chief Manager (Welfare) and Mr. H.H Chauhan,

Sr.Manager (Training) for giving me their invaluable support and encouragement from time

to time in my learning period.

I am thankful to all other staff members of IFFCO Kandla, especially Mr.

DigvijaysinhParmar, Mr. Kishor.M.KotwaniandMr.S.SKapse, Senior Manager (Systems)

who contributed to this directly and indirectly. I request all these officers and P&A staff to

accept my heartfelt acknowledgements for their hel p, guidance and encouragement to

accomplish my training. Thank you all for your kind support.

Milan DivyanshuAntani


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Executi e Summary

How does the technology affectthe functions of Human Resource department? First with the

advent of technology, jobs tend to become more intellectual or upgraded. A job previously

handled by an illiterate or unskilled worker now requires the services of an educated and

skilled worker. Second, forthose employees who pick up and acquaintthemselves with new

technology, the job will be challenging and rewarding. Working class, in general, stands to

gain through increased productivity, reduced prices and increased real wages- all by-products

of technological advancement. Third, along with upgrading jobs, technology has its impact

on human relations. Technology lays down the requirements for much of the human

interaction in the organizations. The arrangement of a production set-up determines who will

be nearto whom. The workflow determines who needs to talk to whom and who is

authorized to perform which job.

Today computers have become an integral part of the organizations. The main job of the

computers is to ease the workload with their speed, accuracy and efficiency. To add to that

these scientific instruments have mixed very well with the business world. One of its best

examples is the use ofManagement Inforamtion Systems(MIS)in the organizations which

has now become a common trend. The advantages ofMIS are many. Itis a very large system

and spreads to the whole of the organization. It is an integration of different sub systemsunderit. One of such systems is the HRMS (Human ResourceManagement Systems)also

known as HRIS (Human Resource Information System). Itis just another form ofMIS but

totally devoted to the Human Resource Department (HRD) ofthe organization.

It delivers secure, real-time information over the Network from any of the plants of the

organization, at any time, enabling faster HRadministration. It lets you perform

strategic business functions while streamlining processes and reducing administrative costs.

And it empowers your employees with its collaborative self-service features that give

immediate answers to their questions.


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All ofthese features save the organization money and provide a rapid return on investment.

But more importantly, they ensure competitive advantage forthe organization by completely

managing human resources from recruitmentto retirement. This report is an attemptto do a

very small task of one of the modules of HRD i.e. Recruitment (of Apprentices under

Apprentice Act 61 applicable to whole of India). Although the work taken was not an

easy taskto do, howeverthe projectis designed with the view to extending itin such a way

so that it can be incorporated in most ofthe organizations in todays world, with the use of

the comprehensive 21st century human resource management solution i.e. Human

ResourceManagement System.


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List ofCharts/Figures

Sr.No. Title of Figure PageNo.

1 Main logon screen 59

2 Attendance report 60

3 Missing punch report 614 Daily Present report 62

5 Shift schedule report 63

6 No.of days present report 64

7 Shift allowance report 65

8 Specimen : allowance report 66

9 Employee absentee report 67

10 Specimen : Absentee report 68

11 Monthly absent report 69

12 Specimen : absent report 70

13 Leave status report 71

14 Specimen : Leave statusreport

72

15 Total strength and percentageof absenteeism report

73

16 Specimen : Total strengthand percentage ofabsenteeism report

74

17 Establishment module 76

18 Establishment forms 77

19 Employee informationsystem

78

20 Employee masters 79

21 Employee masters(add/qualifications etc.)

80

22 Employee Informationsystems-Welcome screen

81

23 Income tax details 82

24 Employee history 83

25 Incentive details 84

26 Income statement 85

27 LTC/LTE details 86

28 Payroll details 87

29 Time office details 88

30 Training details 89


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Table ofContents

Sr.

No.

Description PageNo.

Acknowledgement III

Executive Summary IV

List of Figures V

1. Introduction

1.1. Introduction of HRMS 1.1.2.

Introduction of IFFCO 12

2. Objectives of HRMS 22

3 Organisation chart of Personnel and Administration

department

25

4 Introduction to Personnel and administration department 26

5 Introduction to Welfare department 42

6 Human Resource Management System at IFFCO 51

7 Introduction of HRMS at IFFCO 52

8 Some modules of HRMS 55

9 Time office module in HRMS 56

10 Snapshots from Time Office module 60

11 Establishment module 76

12 Employee Information System 79

13 Conclusion 91

14 Bibliography 93


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Introduction to Human Resource Management System at IFFCO

What is HRMS ?

It's the 21st century and human resource management (HRM) must now meet your

organization's business and profit goals. Today's HRM has to be ultra cost-efficient, fast and

accurate. It needs to be easily accessible and responsive to your workforce. And it must be

able to expertly manage the social, regulatory and technological complexity of the

contemporary workplace.

Human Resource Management Systems (HRMS - also known as Human Resource

Information Systems (HRIS), at IFFCO-KANDLA is the comprehensive 21st century

human resource management solution. It delivers secure, real-time information over the

Network from any of the plants of IFFCO, at any time, enabling faster HRadministration.

The HRMS Software System gives you a tightly integrated collection of software tools to

meet each department's information needs and benefit your company as a whole. This

integration combines management functions with operational routines. The system readily

ex pands and easily connects you to the whole of the organization. That hel ps you control

every facet of your business and gain a competitive advantage in the market.

It lets you perform strategic business functions while streamlining processes and reducing

administrative costs. And it empowers your employees with its collaborative self-service

features that give immediate answers to their questions.

HRMS at IFFCO-KANDLA is also a totally scalable HR management system that offers

advanced features in core areas such as Human Resources / Personnel, Payroll and Benefits

administration. It has extensive customization capabilities and also includes multiple standard

templates and reports. Its comprehensive security protects the integrity of sensitiveinformation. It lets users perform Employee Maintenance, Payroll Data Entry and

Maintenance, basic table set-up, and Benefits Maintenance, using a Web Browser.


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And it simplifies technological complexity by being platform independent and able to run on

multiple databases. And its rapid implementation ensures major cost benefits for the

organization.

All ofthese features save the organization money and provide a rapid return on investment.

But more importantly, they ensure competitive advantage forthe organization by completely

managing human resources from recruitmentto retirement.

Importance of HRMS in an organi ation

A human resource management system is a lifeline of an organization. The greater the

sophistication and linkages in a HRMS, the more effective an organizations HRdepartment

becomes. In todays volatile market where the time has more value than money, a HRMS is

the toolthat addresses the requirement efficiently. Itintegrates almost allthe modules of HR

department, ranging from employee relationshi p management, recruitment, manpower

planning and performance planning to career planning and tracking, workplace and

communication systems.

Moreover, the HRMS is a key repository of employee information and records. Itenables the

generation of various reports and accurate data that otherwise would have been

timeconsuming and cumbersome. For e.g. data, such as the history of an employee, can be

easilytracked using a HRMS. It also helps in the formulation of policies; hel ps gauge the

effectiveness of existing policies and recommendations modifications.


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Units of IFFCO

Kandla, Gujarat

Phulpur, Uttar Pradesh

Kalol, Gujarat


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Aonla, Uttar Pradesh

Paradeep, Orissa


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IFFCOS KANDLA PLANT

Kandla Unit Location

State Gujarat, India

State Capital Gandhinagar

District Kutch

Distance from New Delhi Approx. 1100 kilometers by rail

Distance from Mumbai Approx. 800 kilometers by rail

Nearest Airport Kandla Airport, Near Gandhidhamand

Bhuj Airport 65 KM from Gandhidham.


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Railway Station Gandhidham (12 Km from plant and 3 Km

from IFFCO's township at Gandhidham)

and Kandla (3 Km from the plant)

Road Adjacentto Kandla Port Trust on National

Highway 8-A, 365 Km. from Ahmedabad

Area under Plant 70.61 Hectares

Area under Townshi p 79.65 Hectares

Temperature ( o C ) 47 (Max.) in summerto 7 (Min.) in winter.

Rainfall (mm) Scarcity

Longitude 70o 13'26" E

Latitude 23o

00'00" N

Address IFFCO, Kandla Unit, PostBoxNo.12,

Gandhidham - 370201, Kandla (Kutch),

Gujarat, INDIA


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Introduction of Indian Farmers Fertili ers Co-operati eLimited

During mid- sixties the Co-operative sectorin India was responsible for distribution of 70 per

cent of fertilizers consumed in the country. This Sector had adequate infrastructure to

distribute fertilizers but had no production facilities of its own and hence dependent on

public/private Sectors for supplies. To overcome this lacuna and to bridge the demand supply

gap in the country, a new cooperative society was conceived to specifically cater to the

requirements of farmers. It was a unique venture in which the farmers ofthe country through

their own Co-operative Societies created this new institution to safeguard theirinterests. The

number of co-operative societies associated with IFFCO has risen from 57 in 1967 to more

than 36,000 now.

Indian Farmers FertilizerCo-operative Limited (IFFCO) was registered on November 3, 1967

as a Multi-unit Co-operative Society. On the enactment of the Multistate Cooperative

Societies act 1984 & 2002, the Society is deemed to be registered as a Multistate Cooperative

Society. The Society is primarily engaged in production and distribution of fertilizers. The

byelaws of the Society provide a broad frame work for the activities of IFFCO as a

Cooperative Society.

IFFCO commissioned an ammonia - urea complex at Kalol and the NPK/DAP plant at

Kandla both in the state of Gujaratin 1975. Ammonia - urea complex was set up at Phulpur

in the state of Uttar Pradesh in 1981. The ammonia - urea unit at Aonla was commissioned in

1988. The annual installed capacity of all the plants was 1.62 million tonne of Urea and

NPK/DAP equivalentto 309 thousand tonne of phosphates.

In 1993, IFFCO had drawn up a major expansion programs of all the four plants under

overall aegis of IFFCO VISION 2000. The expansion projects at Aonla, Kalol and Phulpur

have been completed on schedule. The latest featherin the cap of IFFCO was completion of

Kandla Phase-II on 5th August 1999 which has heralded realizations of allthe objectives set

forth under VISION - 2000. As per the tradition of IFFCO the project was completed more

than two months ahead of schedule. As a result ofthese expansion projects IFFCO's annual

capacity has been increased to 3.69 million tonne of Urea and NPK/DAP equivalent to 825


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thousand tonne of phosphates. With the successful realization of allthe objectives of Vision

2000, IFFCO has emerged as a pioneer in international cooperative movement. A new path

has been chalked outto realize newer dreams and greater heights through Vision 2015 which

is presently underimplementation.

The distribution of IFFCO's fertilizers is undertaken through over 36,000 co-operative

societies. The entire activities of Distribution, Sales and Promotion are coordinated by

Marketing Central Office (MKCO) at New Delhi assisted by the Marketing offices in the

field. In addition, essential agro-inputs for crop production are made available to the farmers

through a chain of 167 Farmers Service Centre (FSC). IFFCO obsessively nurtures its

relations with farmers and undertakes a large number of agricultural extension activities for

their benefit every year.

At IFFCO, the thirst for everimproving the services to farmers and member co-operatives is

insatiable, commitmentto quality is insurmountable and harnessing of mother earths' bounty

to drive hunger away from India in an ecologically sustainable manner is the prime mission.

All that IFFCO cherishes in exchange is an everlasting smile on the face of Indian Farmer

who forms the moving spirit behind this mission.

IFFCO, to day, is a leading player in India's fertilizers industry and is making substantialcontribution to the efforts of Indian Government to increase food grain production in the

country.


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IFFCOs Vision,Mission and Values

Vision

Retain dominant position in Indian Fertilizer Sector, improving its position further byachieving sustainable and viable growth through excellence in all its activities and gearing

itselfto fulfillthe diverse expectations to stake holders, customers, employees and society.

Vision-2015

In pursuit of its growth and development, IFFCO had embarked upon and successfully

implemented its Corporate Plans, Mission 2005 and Vision 2010. These plans have

resulted in IFFCO becoming one ofthe largest producer and marketer ofChemical fertilizers by expansion of its existing units, setting up Joint Venture Companies Overseas and

Diversification into new Sectors.

The salient features ofthe Vision-2015 document are as under:

a) To stand as a Global Leaderin Fertilizers Production to caterto the food security need of

the nation.

b) Maximizing the synergies ofthe Core Business through Downstream Value Additions and

Forward/Backward Integrations.

c) Enhancing presence in InternationalMarkets through Strategic Joint Ventures and

Synergistic Acquisitions.

d) Diversification into other profitable businesses to maximize returns to our stakeholders.

e) Leveraging State ofthe Art Technologies and Global best practices to retain its global

competitiveness.

f) Promoting Integrated NutrientManagementto improve efficiency of Fertilizer use and

promoting location specific research on efficient fertilizer practices.

g) To bring in Sustainability and Strategies to preventClimate Change by reducing Energy

Consumption, betterResources Management and promoting Renewable Energy sources.

h) To help the Cooperative Societies become economically strong, professionally managed

and to equip the Farming Community with advanced agricultural practices forimproved


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Mission

To provide to farmers high quality fertilizers in righttime and in adequate quantity

With an objective to increase crop productivity

To make plants energy efficient and continually review various scheme to converse energy.

Commitmentto health, safety, environment and forestry developmentto enrich the quality of

community life.

Commitmentto social responsibility to strong social fabric,

To institutionalize core value and create a culture of team building, empowerment and

innovation which would help in incremental growth of employees and enable achievement of

strategic objectives.

Building a value driven organization with an improved and responsive customer focus.A true

commitmentto transparency, accountability and integrity in principle and practice.

To acquire, assimilate, and adopt reliable efficient and cost effective technology and sourcing

raw materials of production of Phosphatic fertilizers at economical cost by entering into joint

venture outside India.

To ensure growth in core and non-core sector.

A true cooperative society committed for fostering cooperative movementin the country.

IFFCOs commitment:

1. Our thirst for ever improving the services to farmers and member co-operatives isinsatiable, commitment to quality insurmountable and harnessing of mother earths

bounty to drive hunger away from India in an ecologically sustainable manner is the

prime mission.

2. Allthat IFFCO cherishes in exchange is an everlasting smile on the face of Indian Farmerwho forms the moving spirit behind this mission.


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Objecti es of the study on Human ResourceManagement System

Primary objecti e of the study:To study the overall working of the Human Resource Management System at IFFCO,

Kandla.

Secondary Objecti e of the study:

To study the different departments and the working of the Personnel and Administration

Department at IFFCO, Kandla.


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Organization Structure of Indian Farmers Fertilizers Co-operative Limited

AB-

C1-Jt.Gen.Mgr

D1- Dy.Gen.Mgr

E-Chief Mgr

F-Sr.Mgr

F1- Manager

G-Dy.Mgr

G1- Asst. Mgr

G2-Sr. Officer

H1-Officer

AB

Middle Management

Senior Management

Junior Management

Sr. E ecutive Director


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H2- ChiefTechnician/Operator etc. staff

I Sr. Tech

J- Asst. Tech

K& below grad

es Jr. T

ech

Workmen


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Organization Chart of Personnel & Administration Department

Chart o.1

Personnel and Industrial Relations Department

Chart o.2

Dy.G

n

l M

n

g

( &A)

Mr.R.A Ambwani

Personnel & Industri

lRel

tions

Mr.P.R.Rawal

Welf

re

Mr.A.J.Thakkar

Assistant (Welfare)

Mr. S. Dubey

Administration

Mr.P.C Sreekumaran

Estate

Mr.N.S .Sisodia

Chief Manager(HR)

Mr.P.RRaval

Dy.Manager(Admin)

Mr.V.J Devassia

Sr. Assistant

Mr. G.R.Joshi

Manager(HR),(Contractlabor,I.R, Legal)

Mr.R.S. Sisodia

Assistant (HR)

Mr. Digvijay Parmar

Dy.Manager(Time ffice)

Mr.K.MK twani

Officer (Admin)

Mr. C.M Suthar

Dy.Manager(HR),(Personnel &

P.R)Mr.P Sathiyamoorthy


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Introduction to Personnel & Administration Department

Chart o.3

Human Resource is the most precious resource of any organi ation and forms its backbone.

There is always a team of highly dedicated workforce, committed to its goal that makes any

organi ation successful. It is end goal of all economic acti ities together with prime mo er.

Proper Manpower planning, their future growth, de elopment needs and fulfillment of day-to

day requirement are ital for the prosperity and health of any organi ation. Most successful

organi ation has de ised ways to keep their human resource highly satisfied and makes them

participati e in crucial matter related to the organi ation. Computeri ed systems are being

used to this effect in a big way.

One of the biggest sections of the Personnel and Administration Department, commonly

known as HR department, that deals with the employees day to day wants and needs. It would


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be acting as an administrator to the activities going on in the department and the society

(IFFCO).

HUMAN BEINGS are the RESOURCES of the organization. Management of HR is

complicated and challenging. Discipline of personal management has gained much

importance. Itis must for running a successful organization or Industry Enterprise. In every

organization HRare pivotalvariables without which inanimate assets are worthless. Like we

put cash into savings account, HRcan be appreciated in value. HRneeds to be understood and

utilized effecti ely and efficientlyto achieve goals ofthe organization.

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

1. Getting them,2. Preparing them,3. Activating them and4. Keeping them.

Administration is the service rendered section of the P&A department, which provides its

service to different officials, sections department and any part of the plant. Administration

section tells us about the practical knowledge of the activities of the allocation of different

types of facilities to different officers, sections and departments of society. It is the main

fuel for the functioning of different section and departments. The following are the

procedure thatthe department carries out during the day to day activities.

Itlooks to the day to day requirement of:-

1. The different workmen,2. Employees,3. Groups,4. Sections,


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5. Department and6. Society (IFFCO).Administration section would be helpfulin the fulfillment ofthe above requirement and thus

there are some procedures to be followed in the specified manner, which would be defined

later. Administration section is divided into the following subsections as:

1. Dispatch,2. Transportation HBL (House Building Loans),3. Furniture issuing and4. Other duties and procedures.

Mainly any organization deals with basically three main things man, machine and tools. P&A(Personnel and Administration) Department is dealing with men, their services and towards

their devotion to work, legal or statutory obligations as per rules of the organization for all

that systems requirement, which is required and dealt with personnel and Administration

Department. It has tophysically act as an activator in the matter by providing certain

amenities like health, cleanliness, transport, communication uniform of the employees etc.

Monitoring is required to make an organization effective and efficient by making the full

P&A department work efficiently and effectively. How full P&A department is working

efficiently is a key relation with, how the employees, vendors, government act as a service

department. Itis the fulfilling service oriented department forthe efficiency and effectiveness

ofthe organization. If not dealt properly gives negative or reverse results. Timely ordering of

the different function ofthe man is the key Administration functioning autonomy if it is

called the functioning body of the organization.


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Functions of PersonnelDepartment:

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


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Principles of PersonnelDepartment:

Following are the principles of Personnel Department

1. PutRightMan in Right Place,2. Train employee for Job to be done,3. Make organization a Coordinated Team,4. Supply Right Tools and rightConditions for work,5. Give Security with appropriate Incentive Recognition,6. Look ahead, Plan ahead for more and betterthings.

Manpower planning:-

Personnel management is productive exploitation of manpower resources. This is also

termed as ManpowerManagement. ManpowerManagementis choosing the propertype of

people as and when required. It also takes into account the upgrading in existing people.

ManpowerManagement starts with manpower planning. Every managerin an organization

is a personnel man, dealing with people.

Definition of manpower planning : Planning is nothing but using the available assets

for the effective implementation of the production plans. After the preparing the plans,

people are grouped together to achieve organizational objectives. Planning is concerned

with:

y Coordinating,y Motivating andy Controlling the various activities within the organization.

Procedures of Recruitment: Itis necessary to keep the organization successfully running &

growing. To achieve these objectives, that only the best and most suitable employees are

appointed/promoted in each post. Thus, the recruitment and promotion policy of the

organization shall be to recruitthe most suitable person to each post. So far as the suitability

of a candidate is concerned, this should be judged by a committee of senior officers. While


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judging the suitability of a candidate, his academic qualifications, experience in and outside

IFFCO, nature of experience, interview performance, quality of the past performance, his

suitability forthe next higher post orthe post for which he is being recruited and his potential

for future development are to be viewed and examined carefully before any final decision is

made of a candidate, whether from outside or from within the organization.

Selection and /or Appointment of a candidate to a vacancy either from outside IFFCO

through direct recruitment or on deputation or from internal employees will be made in

accordance with the applicable laws, rules, procedures, Guidelines and specifications is may

be laid down, by the management from time to time.

In IFFCO all recruitment to H1 Grade and above shall be made on all India bases and to

Grade H2 and below on local unit basis.

Sources of Recruitment:

1. Direct recruitment.2. On deputation basis from Government or other Organization.3. On contract for a specified period4. From amongstthe trainees/apprentices ofthe Society.5. Campus interviews as may be approved by the Competent Authority from time to

time.

The list ofthe panel of selected candidates drawn forthe purpose of recruitment from outside

will be valid for a period of six months. The validity ofthe panel may be extended for

another six months with the approval ofManaging Director.

Procedures of Selection:

1. Selection is the process of differentiating between application in order to identify&hire those with a greaterlikelihood of success in a job.

2. In this process a deliberate attemptis made by the organization to select fixed numberof employees from a large pool of applicants.

3. The selection process involves three district stages viz:i. Recruitmentii. Selection


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iii. PlacementThe following are the major steps involved in the recruitment process:

1. Having done the job analysis, prepare the job description and main specification.2.

Advertisementin local newspaper/English newspaper.

3. Application screening by personnel section with consultation with concerneddepartment.

4. Checking of all certificates-True copies.5. Call for written test of academic education aspect.6. Interview.7. Medicaltest/physical examination.8. Final selection.

Procedures of Induction:

The main objective ofthe placements is to fitthe new employees to the job demands.

As the new employees is not aware of the organization philosophies, culture, different

departments etc.

He is putinto the process of indoctrination

It means that the philosophies and the approaches of the organization are slowly

inculcated to the employees for easy adaption in the org.

In general, this process takes place, while the new employee is put under induction.

Finally, purpose of induction is to-introduce the new employees & org. to each otherto

help them to become acquainted and to help them accommodate each other.

The new comer is explained what is expected from him and for this he is explained the

rules and regulations, policies and procedures that directly affect him.

He is made aware of how his job fits into the overall operation ofthe org.

How own duties and responsibilities and whom he should look for when he has any

problem.


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Procedures of Promotion:

Promotion means reorganization of ability to perform higher responsibility an

improvementin pay, prestige, position and responsibilities within his or her organization.

Purposes of promotion

y To motive employees to higher as followsy To attract and retain the services of qualified and competent people.y To recognize and reward the efficiency of an employee.y To increase the effectiveness ofthe employee and ofthe organization.y To fill up highervacancies from within the organization.y To build loyalty, morale and a sense of belongingness in the employee.

Promotion System

All the promotions shall be made subject to availability of vacancy in next higher grade,

suitability of the employee and needs of the society. The Departmental Promotion

Committees (DPCs) will review cases of eligible employees once in a year, in April. The

Departmental Promotion Committee will consider the competence of the candidates to

discharge higher responsibility ofthe basis of academic qualifications relevant experience in

and outside the society, on the job performance, performance during the interview, suitability

forthe higher position and potential for future development.

Employees will be promoted from the lower grade to the next higher grade in their own

cadres only.

Procedures ofTransfer:

Management may at its sole discretion man transfer an employee from one post to another

equivalent post or from one place to another or from one establishmentto another which may

be in existence or may come into existence on a future date anywhere in India or abroad. On

such transfer, the concerned employee will be governed by terms and conditions applicable to


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his category of personnel to the post and for establishment at the place of his transfer or

posting.

Employees who are transferred from one location to another by the Management shall be

entitled to the following benefits:

y 6 days joining time.y Setting Allowance.y Daily Allowance for self and family members for journey period.y Expenses fortransportation of personal effects as per entitlement provided in

TA/DA rules and costs incurred on the transportation of conveyance forthose

drawing FLTE {Fixed Local Traveling Expenses}.

However, the above mentioned benefits will not be extended to employees who are

transferred from existing location to desired location on their own request and will be entitled

only for journey fare.

Performance Appraisal: - Performance Appraisal is the systematic evaluation of the

individual with respect to his/her performance on the job & his/her potential development.

The performance being measured against such factors as job knowledge, quality & quantity

of output, job performance, leadershi p abilities, supervision, dependability, co-operation,

discipline, health & potential for development.

Objective of Performance Appraisal:

y To effect promotions based on competence & performancey To assess the training & development need of employeesy To help considering employees suitability for differenttypes of assignments, transfer

& placement.

y To letthe employee know where they stand insofar as their performance is concernedand to assist them with constructive criticism & guidance for the purpose of their

development.


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

y Reportingy Evaluationy Follow-up

The rating of the employees should be done annually at one time. The first page of the

appraisal formatis to be filled by the Personnel Department and passed on to the Appraising

Officer by 1st

week of April who will give his rating by 10th

April and send it to the

Reviewing Officer and from him to the Accepting Officer. The Accepting Officer after

recording his observation on the appraisal of the employee will send the report Personnel

Departmentlatest by the end of April.

The instruction provided in the appraisal form to be carefully gone through by individualappraiser bearing in mind thatthe rater will be rated eventually.

y In case of disagreement among the Appraising and Reviewing Officer, the AcceptingOfficer should hold discussions with all ofthem and finalize rating.

y In case performance of the employee is Below Average or excellent, same shall becommunicated by Personnel Departmentto M.D afterthe appraisalis accepted by the

Competent Authority.

Salary and Compensation Structure:

Salary and other benefits to Officers and workmen as on 1st January 2007:

From the following listed compensation structure of IFFCO Employees, we can derive on the

conclusion thatthe increment given to the employees is not based on the PERFORMANCE

of an employee, it is decided by the management at the time of the joining of an employee

and remains constant every year.


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PAY SCALE Grade Increment Starting Pay

75000 - 100000 B0 3% 75000

70000 - 90000 B1 3% 70000

65000 - 80000 C0 3% 65000

60000 - 75000 C1 3% 60000

51300 - 73000 D 3% 51300

43200 - 66000 E0 3% 43200

23000 - 46500 G2 3% 23000

20000 - 40500 H1 3% 20000

18500-32500 H2 3% 18500

17000-29750 I 3% 17000

16000-28000 J0 3% 16000

15000-26250 J1 3% 15000

14500-25500 K 3% 14500

13800-22200 L0 3% 13800

12800-20600 L1 3% 12800

12000-19200 M 3% 12000

11000-17600 N 3% 11000

9500-15300 O 3% 9500

7500-12100 P 3% 7500

5700-9300 Q 3% 5700


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Some other benefits given to the IFFCOemployees apart from their salary :

House Rent Allowance

It is paid at the rate of 20% of Basic Pay to the employees who do not stay in IFFCOTownship.

HRA will be paid as under w.e.f. 1/1/2007 in revised Basic Pay:

Categories of

Cities

Classification of cities Rates of HRA

A Chennai,Delhi,Kolkata,Mumbai,Hyderabadand

Bengaluru

30% ofBasic Pay

B All State Capitals- Ahmedabad,

Kanpur,Nagpur,Surat,Pune,UT of

Chandigarh,Cochin,Jammu and Guwahati

25% ofBasic Pay

C All other places 15% ofBasic Pay

Fee rates for quarters as on 1 January 2007

Type of Quarter Fee Amount

ED's residence 514

A 430

B 289

C 196

D 145

E 133


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Kandla Allowance

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

Washing Allowance

y Itis given atthe rate of 4% ofthe basic pay to workmen every month.y Itis given atthe rate of 3% ofthe basic pay to officers every month.

Conveyance Allowance

Paid at 12% ofBasic Pay to workmen and officers

Transport Allowance

y Paid to officers atthe rate of 3% ofBasic Pay to officers every monthy Paid to officers atthe rate of 5% ofBasic Pay to Workmen every month

Education Allowance

Paid atthe rate of 2% ofBasic Pay to officers and workmen

LeaveTravel Assistance (LTA)

y Paid atthe rate of 20 % ofBasic Pay of preceding 12 months to officers (H1 toB)y Paid atthe rate of 18% ofBasic Pay of preceding 12 months to workmen (Q toH2)

Canteen Subsidy

y Paid atthe rate of 5% ofBasic Pay to workmen every monthy Paid atthe rate of 7 % ofBasic Pay to officers every month

Reimbursement for Newspaper and Periodicals

y Paid atthe rate of 4% ofBasic Pay to workmen every monthy Paid atthe rate of 3% ofBasic Pay to officers every month


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Shift Allowance -for all employees

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

Furnishing Allowance

Itis applicable to JGM and above and paid atthe rate of 15% ofBasic Pay

Leave

Earn Leave-33 days. Can be accumulated up to 300 days

Casual Leave - 14 days in a year. Cannot be accumulated

Lapses atthe end ofthe Calendar year

Medical Leave ------ 10 days per year with full pay.

20 days per year with half pay.

300 (EL + ML) enchased atthe time of separation

Provident Fund and Pension Fund

IFFCO contributes 12% of one's Basic pay + DA.

Pension as per PF rules and paid by PF Commissioner, Rajkot (For IFFCO, Kandla)

Gratuity

Gratuity is paid only to those employees who have worked atleast for 5 years at any

unit of IFFCO. The amount of gratuity is equal to 15 days salary for each year of

service.

(Basic Pay + DA) * 15 * number of years of service

Gratuity = -------------------------------------------------------------

26 (no. of working days PerMonth)


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Gratuity is paid at the rate of 15 days of last drawn salary per completed years of

service.

Payment of Incentives

It is given on the basis of Production / Sales / Profit earned and other criteria

under Productivity Linked Incentive Scheme.

Benevolent Fund

Rs.50 is collected from the employees

Rs.100 is collected from IFFCO

In case of death of member, his/her nominee is being paid Rs.1.5 lakh lump sum

amount and there afterRs.5000 per month for next 60 months. (5 years)

MedicalBenefits after Retirement

Domiciliary:

Reimbursement up to Rs.2500 on medical ex penses of member/ spouse for normal

treatment per year .In the event of death of either the member or the spouse upper

ceiling will be reduced to Rs.1250.

This reimbursementis cumulative.

Hospitali ation:

A new Medical claim Policy has been proposed in the current year 2003 where by

retiring employees will contribute Rs.5000 as one time lump sum amounttowards the

policy. The policy would cover medical needs due to hospitalization up to an amount

ofRs. 1 lakh each forthe employee and his / her spouse.

Payment in case ofNaturalDeath

15 months salary (BP + DA) orRs.1, 00,000 whicheveris less will be paid.

Accident Benefits

In case of accident an employee gets:


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1)Compensation for being on Leave

1% ofCSI at a maximum ofRs. 3000 per week

2)Cost ofMedicine

Reimbursement atthe rate of 50 % ofCompensation

I.e. 1 % ofCSI orRs 3000 x no. of weeks absent

____________________________________________

2

3)Compensation as per Std. GPA policy of GIC

Permanent Partial or Total Disablement

Suppose an employee is injured:

IFFCO reimburses his / her entire medical expenses on accruals He / she is eligible forCompensation at 1) and 3)

Whereas IFFCO retains the cost of medicine as under heading 2) because ofthe fact

that IFFCO has already paid allthe medical expenses to the injured employee.

In case of death due to accident, COMPENSATION WILL BE at the rate of

DOUBLEOF CSI.

WELFAREDEPARTMENT

LABOR WELFARE

Welfare means faring or doing well. Itis a comprehensive term and refers to the physical,

mental, moral and emotional well-being of an individual. Labor welfare, also referred to as

betterment work for employees, relates to taking care of the well-being of workers by

employers, trade unions, and Government and non-government agencies. In 1948, the

Factory Act was amended in which certain rules were set forth to look afterthe welfare of

the workmen orthe employees.


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According to this Act, under section 49 any industrial house having 500 or more

employees should appointed a welfare officer. IFFCO has a separate welfare department &

welfare officer also. This welfare officer acts as a bridge between the management and the

workmen, so thatthey do not face any problem to do their duty in the plant.

IFFCOS WELFARE ACTIVITIES

IFFCO has done a lot forits employees. Being a cooperative it always believes in sharing

its benefit with its employees. Any person would be satisfied if he gets good pay & good

facility to live his/herlife. Ifthe employees are socially secured then the employee would

putin his full potentialto carry out his duties and he feels indebted to the organization and

gives in his best.

STATUTORY FACILITIES:

IFFCO provides allthe statutory welfare measures to its employees as perthe Factory Act

1948 like:

1. FACILITIES FORSTORING AND DRYING CLOTHING

2. WASHING FACILITIES

3. SITTING FACILITIES FORREST FORWORKERS

4. FIRST-AID APPLIANCES

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

y Ambulance facility


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y One hospital atthe factory site and one dispensary is in Township.

y Medical service is provided by Chief Medical Officer and othervisiting doctorslike eye specialist, gynecologists etc.

5. CANTEEN

Canteen facility is one of mostimportant services offered by this plant. Ifthe workmen

were satisfied with the quality & quantity of food then they would be refreshed to do

their job. Canteen contract renewed every year.

IFFCO has total four canteens to adequately serve its employees.

1. Main canteen (TechnicalCanteen)2. Administration Building canteen3. NPK (K-1) canteen4. NPK (K-2) canteen


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Page

ADMI ISTRATION DEPARTMENT

One of the biggest sections of the Personnel and Administration Department that deals with

the employees day to day wants and needs is the Administration Section. Administration is

the ser ice rendering section of the P&A department, which pro ides its ser ice to different

officials, sections, departments and any part of the plant. It is the main fuel for the

functioning of different sections and departments. It looks to the day to day requirement of

the different workmen, employees, groups, sections and departments. Administration section

is di ided into the following subsections as:

Transportation,

HBL (House Building Loans),

Issue of Furniture and other functions

ChiefManager (HR)

Mr.P.C Sreekumaran

Manager

Mr.Dhamecha

Mr.Nairainsinghani Mrs.Manju Pathak Mr.Arun Sharma Mr.Akhilesh Dwivedi Mr.N.S Sis

dia


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The following are the procedure that the department carries out during the day to day

activities.

Transportation subsection:

As told for any organization to work and function efficiently transportation is one of the

criteria to be followed by any organization. Similarly this organization (IFFCO) also looks

afterthe transportation ofthe employees (both employees and workmen) i.e. it sees to itthat

the employees and workmen are at plant in time and are well and reached the plant as the

plant pays a great attention to the safety measures forthe protection forthe environment and

Human Resources (Employees and the Workers). For if any delay in the transportation of

the employees which may lead or resultin the huge loss which may costthe plant adversely,

hence the job oftransportation is also looked afterthe Administration Department.

Also forthis transportation there are actually 11 buses for the employees and the workmen

so that they can reach the plant in time from their places so that there is no delay. For the

Officers Grade i.e. ChiefManager and above cars are allotted to the ChiefManagers. These

allvehicles are running on contract by different contractors and hence passing the tenders

makes these contracts, which is looked afterthe Personnel Section. Also it administers after

the transportation ofthe VIPs, Ministers, Officials from central and state Government also

it looks afterthe facilities of the above mentioned who make a round of the plant or have

come for a meeting with the GeneralManager on officialissues, etc.

Hence we can say thattransportation is the one among the mostimportant subsections ofthe

Administration section, which is in turn, should work efficiently forthe efficient working of

the plant and hence get good results.

House building loan subsection:

ELIGIBILITY

1. House Building Loan will not be granted to an employee who has to renderless than 3years service (as on date of application for grant ofloan) before retirement.

2. Notwithstanding anything mentioned in these Rules, in case where both husband andwife are the employees of IFFCO and are otherwise eligible forthe grant ofloan, the

loan shall be admissible to only one ofthem and notto both.


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3. Neither the applicant, nor the applicants wife/husband /minor child should own ahouse. However, this condition may be relaxed by the Managing Director at his sole

discretion in exceptional circumstances; as for example, if the applicant or the

applicants wife/husband/minor child owns a house in a village and the applicant

desires to settle down in a town; or where an applicant happens to own a house jointly

with other relations etc. and he desires to build a separate house for himself.

4. The employee who avails of H.B.L. from IFFCO should have a monthly carry-home-pay, aftertotal deductions (inclusive of prospective deduction on account of housing

loan) not less than 50% of net total income or Rs. 4000/- , whichever is less. The

balance should be treated as the monthly loan repaying capacity ofthe employee. For

computing the monthly take-home-pay the average take-home-pay during the

preceding twelve months from the month of application will be taken.

Furniture issuing and other functions:IFFCO provides some furniture in built in

quarters and some other fixtures like tube lights, fans, cupboards ,electricity points of

different volts .IFFCO also gives some furniture like set of table chairs, sofa set to

executive directors , joint general managers etc. high level officers.

MAJOR JOBS OF ADMINISTRATION SECTION

y Statutory Payments to Kandla Port Trust for the lands at Plant and Township,Gandhidham Municipality Property Tax for the above Lands, BSNL for the land

lines oftelephone connections at Plant and Township & Correspondence with allthe

above agencies.

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

y Processing ofMobile & FaxBills.y Communication and CATV related jobs, Pay Channel bills and related

correspondence.


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y Distribution ofRO water in the Plant, award of contract, payment of bills & relatedcorrespondence.

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

Reports.

y Issuing Gate Pass to the guests.y Upkeep and development of Horticulture in the Plant.y Related correspondence for the upkeep and development of Horticulture, Award of

contracts forlabor& material related to for horticulture.

y Maintaining Horticultural Records / Registers & related files. Daily and Monthlyreports relating to Horticulture.

y To ensure Sanitation, Proper Cleaning and Upkeep of all the buildings includingCanteens, award oflabor contract, payment of bills & correspondence thereof.

y Coordination of Dispatch workincluding courier services.y To arrange maintenance of Franking Machine.y Award oflabor contract, payment of bills & correspondence thereof.y To deal with Capital/Revenue Budget and making Budgetary Provision pertaining to

P&A Dept.

y Award of different Contracts pertaining to Stationery and correspondence with therelated Contractors.

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

y Procurement of Yearly requirements like Towel, Napkins, Diaries, PocketCalendars,there distribution and allthe related correspondence.

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

their distribution.


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y To award contract for procurement of furniture & repairing of furniture andprocessing of related bills.

y De-capitalization of old furniture/fixtures.y Processing of Passport Applications and its follow up.y To perform the jobs related to transportation wing consisting of company vehicles &

contractvehicles and processing of fortnightly and monthly bills of contract buses and

other contractvehicles.

y Timely Renewal of Insurance and to obtain fitness certificates from RTO of allIFFCO Vehicles.

y Allotment of Poolvehicles as per requirement of different sections from time to time& on day to day basis in coordination with the vehicle contractors assuring the smooth

operation and movement of contractvehicles.

y Job Allocation to driving staff and preparing monthly schedule.y Booking of casualtaxies as and when required and processing the related bills.y Booking of Air Tickets & Rail Tickets for Key Officials and processing of bills.y Arrangement of SchoolBuses.y Issue of Bus Passes to school children using IFFCOs Transport & Deduction of

TransportCharges from employees and school children.

y Scrutiny of HBL applications and processing for Loan in Coordination with AccountsDeptt. / Personnel &IRSection / Civil Section & LegalConsultant.

y Inspection of Houses for recommending sanction ofloan.y Follow up with the borrower employees for completion of required formalities like

mortgage of property, completion certificate of construction issued by GDA, etc.

y To ensure timely renewal of Insurance of Housing property by the borroweremployees by issuing reminder once and then to arrange insurance departmenttally in

case of negative response.

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


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THE HUMAN RESOURCE

MANAGEMENT SYSTEM

At

Indian Farmers Fertili ers Co-operative

Limited, Kandla


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Introduction of Human ResourceManagement System

Initially software development and maintenance activities in IFFCO were decentralized.

Every unit was developing and maintaining its own HRsoftware. This software was isolated

and was running on diverse platforms of hardware and software. Some ofthe software, even

though, running on the same platform, the databases were maintained separately resulting in

redundancy and inconsistentinformation atthe same point oftime. Separate maintenance of

data increased the work load of all the departments. The computerization was done in a

piecemeal manner and hence all the connected areas were not covered. Information sharing

between concerned departments was not automatically possible. The Business rules

pertaining to most ofthe above applications had undergone wide changes. The patches to the

applications to incorporate the changed rules had made these systems unwieldy. Based on

these limitations and duplication of activities, it was felt that IFFCO should look for an

enterprise HRsolution. Numbers of ERP packages were evaluated but no software was found

suitable without heavy customization. The cost of acquiring these solutions and

customization was also quite prohibitive. After deliberations between various teams, it was

decided that IFFCO should develop its own enterprise solution.

HRMS is a web based enterprise solution developed in house for better corporategovernance.

It is a suite of 25 applications, which covers the entire life cycle of an employee right from

induction till his final settlement and even post-retirementbenefits. The pre recruitment stage

covers vacancy generation (based on Organization chart and existing strength, category wise

i.e. SC/ST, minority, handicapped, women etc.), selection process (including online resume

acceptance) and placement. The software helps in succession planning and organization chart

review and recreation. The business rules and processes have been incorporated in the

software and every change in software is centrally managed. All the applications covered

under HRMS are tightly integrated with each other and also with Financial Accounting

System (FAS). Employee Information System (EIS) enables the employees to query their

information related to personal details, nominations, loan details, time office details, payroll,

provident fund and payment / recovery. Exception reporting has been provided under

Management Information System (MIS), which empowers differentlayers of managementin

monitoring, control, decision making,planning and legal action. Strict 3 level security has


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been adopted (at first level User code and password to login to a particular application,

second level for access of a particular form/report and third level for the particular access

over form i.e. select, insert, update, delete) Software is on 3tier architecture with Oracle 8i/9i

as RDBMS on various platforms like UNIX/LINUX, Oracle 9iAS as application server on

Win NT/2000. The front end for applications is Developer 6i suite and case tool used is

Designer 6i. Other software used is MS-Project for project management, TOAD for

debugging and MS VSS for software source version control. In house software SPM

(Software Project Monitoring) has been developed in Lotus Notes Domino for change

requests, management, bugs reporting and enhancement compliance as implementation is

carried out at 16 major locations where Database / Application servers are placed. RISC

based systems (IBM RS 6000, Sun, Digital Al pha & HP) , Intel SCO UNIX and Red Hat

Linux systems are used as Database Servers, Intel Windows NT systems has been used as

Application servers and Intel P III / P IV machines are used at client end. The Master

Database is at our Resource Centre Gurgaon with distributed database servers at our

corporate office in Delhi, 5 Zonal Offices (Chandigarh, Lucknow, Calcutta, Bhopal and

Bangalore) and 5 production units (Kalol, Kandla, Phul pur, Aonla&Paradeep). Application

servers however have been installed atMumbai, Ahmedabad, Jaipur and Patna state offices

also besides the locations having database servers. System has been implemented in 80

offices of IFFCO. Besides above access is available to all the 550 field offices and 175

farmers service centers for accessing EIS. The system was conceived in early 2000 and

development, testing and implementation at 5 pilot sites were overin Dec 2002. Since then

system has been rolled out all across IFFCO and has been running smoothly.

Advance two way replication with multiple lag time for data synchronization between12

database servers with Gurgaon server as Central repository, browser based access to users,

centralized source Code maintenance with version control are the various innovative features

of the system. In phase II various workflow applications developed in Lotus notes and

integrated with HRMS have been implemented across the organization successfully.

Workflow applications implemented are e-leave, reimbursement of Perks, Encashment of

LTE. Various other workflow applications are under development.


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Benefits/Return on investment

It is very difficult to quantify the benefits of Human Resource Management Systemin

absolute term. However, many intangible benefits have been achieved in terms of efficiency,

quality and consolidation of information, reduction in travel and communication cost,

transparency etc. The system has provided better corporate governance and employees have

become aware that their movement, overtime, unauthorized absence, tours, ex penses on

medical, transport, telephone etc. is being monitored. The major benefit achieved is in man

power planning and succession planning. It has brought overall discipline in the organization.

Some ofthe major benefits listed are as under:

Rapid implementation. Secure and fast access. Platform independence. Increased functionality. One chart of accounts. Decentrali ed data entry where theentry takes place closer to the source. Reduction in redistributions becauselast minute distribution changes can be

made by the originating departments.

Automated and moreefficient process. Shared data between different sections in theDepartment resulting in the

integrated enterprise system and online history.

More consistent and accurate data. Reduction of shadow systems in CentralOHR and in the departments. More flexible reports for CentralOHR and for departments. Includes better accounting models with more accurate account codes Improved seniority tracking.


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Some of the modules in IFFCO, Kandla under operation in HRMS

There are 70 modules under operation in HRMS. Its access ranges to different departments

like Finance and Accounts, Vigilance, Establishment,Payroll, TimeOffice etc. So, to cut

them short, Ive taken only those modules which are related to the functioning of human

resource. And due to the confidential policies regarding the Establishment and Payroll

modules, those are covered briefly. The access to these modules generally lies in the hands of

the officers who are in G grade or above. Only one module named the Employee

Information System is accessible to allthe employees throughoutthe unit. Following are the

modules which affectthe functioning of human resources department:

y Establishmenty Loan and Advancesy Administrationy TimeOfficey Human ResourceDevelopmenty Payrolly Provident Fund Trusty

Benevol

ent Fund / Post-R

etirementMe

dical Scheme

y Contractors workers


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TIMEOFFICE

Time office is one of the important sections where attendance of all employees and

executives in duty are effectively monitored. It maintains regularly the punching cards, leave

records and various other functions through its totally computerized system.

There are 4 shifts in IFFCO:

y Morning shift: 6 AMto 2 PMy Second shift:2 PMto 10 PMy Night shift: 10 PMto 6 AMy General shift: 8 AMto 4.30 PM

MAIN FUNCTIONS OF TIMEOFFICE:

y Maintaining the attendance records of all employees and making present absent,leaveetc. of workers

y Reporting to the accounts department the monthly staff attendance in respect ofemployee.

y Compiling the statistical report regarding employment and attendance etc. of workersfor submission to various authorities under various labor enactments and to headoffice.

y Issuance of attendance card to the employees.y Maintenance of all types of leave records of employees as per the requirements of

Gujarat factories rules /standing orders /payment of wages.

y Maintaining records of overtime.

MAINTAINENCEOF ATTENDANCE RECORDS OF EMPLOYEESThe chieftime keeper will coordinate and supervise the work of time office. All the

correspondence, monthly attendance reports, muster roll, etc. from time office will be

sentto the accounts departmentthrough chieftime keeper.

The time office will maintain a standard force register according to the department

wise separately showing particulars of personal number, name, designation, date


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ofadmission to CPE, transfer /termination/dismissal, etc. The copy of tour programs,

sanctioned leave application, etc. shall be sent to time office for record. The

attendance register of officers maintained in the department would be collected by

time office in day in between 10 am to 12 noon to mark presence.The leave register

forthe officer will be maintained by time office. The monthly attendance reports of

the officers will be reported to accounts pay bill by time office.Since mal practices

can happen that employee punch card and leave premises before time and then return

backto punch his exittime, or can be done by other person punch his card, the time

office send in attendance sheetto various departments where the head of department

verifies whetherthere was false punching favoring that particular employee.

GRANTOF LEAVE &MAINTAINANCEOF ITS RECORDAn employee intending to availleave of any kind will apply for grant ofleave as per

IFFCO leave rules in the leave application in duplicate along with his leave book to

the leave sanctioning authority through his section head. One copy of the leave

application will be retained in the concerned section itself where the individual is

working and the 2nd

copy of leave application along with leave book and return the

same to the employees concerned.


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Module SubModules

Establishment Recruitment

Joining

Resignation/retirement/terminationConfirmation

Appraisals

Promotions

Transfers

Awards /Rewards

Membership of professional bodies

Gratuity

Group Insurance

Disciplinary Action

Powers of Officers

Loans and Advances House Building Loan

Conveyance

Salary Advance

Mortgage

Insurance Relating to Loans

Administration MedicalBenefits

Leased accommodation to employees

Allotment of colony residenceTransport

Guest House

Foreign Tour

Telephones

Hiring oftaxis

Liveries

Office cum residence and furniture

Office car

Assets for office use

Stationery for office use

Entertainment, petty expenses

TimeOffice Attendance

Leave

Leave travel concession

Overtime


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Canteen coupons

HRD Section Training : In house, external ( with-inIndia) external (outside India)

Seminar: In country, outside country

Trade Apprentice

Payroll Processing

IT calculation

Incentive

PF Trust PF recoveries

Loans

Pension related

Benevol

ent fund Membership

Beneficiaries and share

Address of beneficiaries

Nearest IFFCO office


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PageLV

Some Snapshots from the TIMEOFFICE module:

This is the main screen ofthe TIME OFFICE module. The concerned person enters his login

id (the login id is the personal number allotted to the IFFCOs employee) and his/her desired

password and finally this main screen appears on the computer screen.

The Menu bar ofthe software mainly contains 3 options:

1. Masters2. Forms3. Reports

Masters:

This sub-module is generally dealt by the Head Office employees at Delhi. No major access

is allowed to the unit employees.


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Forms:

In this module, there are various other forms also. The screen shots of those forms are

presented below.

Reports:

In this module, the Time Office employees can getthe soft form and printed ofvarious data

regarding the employees and dispatch itto the various sections ofthe unit.


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Here the operator can checkthe attendance of a particular employee. He needs to enterthe

personal number of the employee and the desired period of which he needs the attendance

record.

Note: The upper part ofthis module i.e. Destination Type and Destination Name

are not accessible to the Kandla unit Time Office department. So details forthe same are not

included in the project


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When an employee reaches the unit, he/she needs to punch a card that is given by the

management for attendance in the electronic attendance system. In case the employee has

forgotten to punch in the card, the Time Office can contact the person and tell him/her to

punch in the card. This is helpful for an employee in case of getting rewards and other

incentives atthe end ofthe year.


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Conclusion: Some othertypes of electronic attendance system must be introduced, like the

Finger Print identification system. This will be helpful for getting a clear picture regarding

the attendance ofthe employees.

Here one can see the attendance record for a particular period ofthe employees by entering

the personal number for any period.


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In this chart, the operator has to enter the personal number of the employee and check in

which Shift he is in. Shift schedule is helpful for the payment of Shift allowances to the

employees who are in the Shift duties.


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PageLXI

This box shows the total number of days in a year in which the employee has been

present.According to the rules, an employee has to remain presentin the unit for a minimum

of 240 days in a year, if not; the managementtakes serious action against him.


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PageLXII

This boxis helpful forthe managementto see the shift allowances given to an employee.

The shift allowances shown here can be seen for any period ofthe year.


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PageLXIII

This is the specimen ofthe shift allowance report of an employee. All other necessary details

like the Grade in which he is working, the departmentin which he is working, and the section

is displayed in this report.


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PageLXIV

This chart shows us the days when the employee(s) has/have remained absent. The operator

just needs to enterthe personal number ofthe employee and the particular year for which the

officials need the absence report. The specimen can be seen on the next page.

Here, the UNIT box shows the name ofthe unit where the employee is working.

Employees at IFFCO are generally of three types:

Regular: The permanent employees fall underthe Regulartype

Trainees: Trainees consist of Vocational Trainees,Mgmt.Trainees, Graduate Enginner

Trainees.Those who are inducted in the company are required to undergo a compulsory

training of 2 years.


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PageLXV

Apprentice: Those who are not permanent employees ofthe company, but under going

training at IFFCO are called Apprentice trainees.

This reportis useful forthe management people to check whether an employee is eligible for

special rewards or not. In case of short attendance of any employee, the T ime Office sends

this report to the concerned department, and thereafter, the concerned department sends it

further to the Personnel and Administration department, where the necessary actions are

carried out againstthe employee.


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PageLXVI

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


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PageLXVII

This is the specimen ofthe Absentee report of employees.


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PageLXVIII

This chart shows the total number of leaves an employee has taken in the whole year. The

leaves include Medical Leave, Earned Leave etc.


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PageLXIX


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PageLXX

This chart shows the total number of employees that are absent out ofthe total strength ofthe

unit. Each unit of IFFCO has been assigned a code. For e.g. Kandla has been assigned 6 as

the unit code. The operator just needs to enterthe unit code and the date for which he needs

the Absenteeism employee report. The Specimen forthe same is on the next page.


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PageLXXI

The loophole ofthis module is thatthe numbers of employees that are absent do not represent

the real picture ofthe overall attendance ofthe employees in the unit. For example, there are

also some employees who workin shifts and therefore their attendance would fall out ofthe

system.


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PageLXXII

ESTABLISHMENT SECTION

Establishment helps to maintain employees, understand their problems and solve it. This

section handle following aspects related to employees:

1) Retirement2) Death3) Resignations4) Transfers5) Pension6) Probation/conformation7) Increments8) Character/cast/qualification verification9) HRMS updating10) Issuing certificates (experience, service, domicile etc.)11)Annual confidential report12)Providing awards to employees forlong services.13)Conveyance loan14) Family planning incentive


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PageLXXIII

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


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PageLXXIV

Above form shows the number of different reports in establishment module.

Each form gives you with a report.


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PageLXXV

Employee Information System

The Employee Information System is the only module in the whole of HRMS that can be

accessed by allthe employees unlike other modules which can be accessed by only some key

officials. All other details that are entered by other departments in their respective HRMS

modules are shown here .Some ofthe screen shots are displayed below:

This is the main logon screen of HRMS. Here, to access the employee information system,

the employee needs to enter his personal number and password.


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PageLXXVI

The employee detail master form displays the full detailed information regarding the

concerned employee. The information is displayed as we enter the personal number of the

employee whose details are to be viewed.


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PageLXXVII

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


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PageLXXVIII

As the employee enters his personal number and password, the above screen is shown to

him.There are also other modules like Establishment, Administration, HRD, Medical, Time

office, PF etc.


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PageLXXIX

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

allowance, and other allowances.


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PageLXXX

This box shows us the entire employee history i.e. his educational qualifications, number of

promotions he has gotin his entire career.


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PageLXXXI

This box shows us the total amount ofincentive an employee receives atthe end ofthe year.

He is entitled forincentives on one condition, if he attends office for minimum of 240 days.


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PageLXXXII

This box shows us the totalincome less taxes.

This chart is also shown in the paper format when the employee gets the salary slip, and in

case of any problem, he/she can inform the concerned department and get the problem

solved.


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PageLXXXIII

This box shows us the total Leave Travel Assistance accrued in the year.LTA is generally

calculated @ 20% oftotal basic of 12 months.


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PageLXXXIV

This box shows us the total monthly income and deductions and net payable salary.

Deductions include water charges, electricity charges etc.


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PageLXXXV

This box shows us the total number Earned leaves, Casual Leaves, Sick Leaves. These details

are updated as soon as the employee punches in his card into the electronic attendance

system.


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PageLXXXVI

This box shows us all the training details i.e. Program name, the date when the training

started along with its ending date and the venue.


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PageLXXXVII

Conclusion

Atthe end ofthe project, I would like to highlightthe positive aspects of Human Resource

Management System:

Elimination of duplicate work

Earlier the application software were developed and maintained from office to

office(decentralized) and there was no integration between the various applications. As

aresult duplicate entries were made in various applications at user end as well as

forconsolidation and compilation. The implementation of HRMS has made duplicateefforts

almost zero, as the software is maintained at one place, entry of informationis done at the

point of generation of information and automatic consolidation andintegration of data is

taking place. It has minimized the data mistakes as the dataentry is being done by the person

who is directly responsible for source data generation.

Web based enterprise solutions

Earlier the marketing field staff distantly located was unaware of what is happeningin the

company on the human resource front. Now they can access the informationthrough intranet.

As a result employees have become more result oriented and feelmore associated as part of

the organization. They have not to waste their time onfinding out status of their personal

information either by travelling or by telephone.Even their applications are entered at their

place of postings and are directly takencare of for processing by theirimmediate office.

Consolidation of accounts

System has helped in early consolidation of accounts particularly in case ofemployees

expenses, salary, Income Tax returns and provident fund etc.

Settlement of final dues at the time of retirement/resignation/deaths etc.

Since the data is available at allthe locations, it has become easy to immediately

process the accounts of such cases and settle the payment.


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PageLXXXVIII

Transfers cases

Major benefit is achieved with the implementation of HRMS in transfer cases. The whole

database of the employees transferred and relieved, automatically moves to the transferred

location and lot of paper work and correspondence has been reduced. Employees may have

access to his past data and so is the management. In case of arrear calculations and perks

utilisation, data is not required to be asked from the office from where he is transferred. The

organisation chart also getsupdated automatically. No entry of data is required.

Training requirements

Now with HRMS management can view the information aboutthe trainings already

done by the employee and accordingly can plan othertrainings forthe development

ofthe employee.

Reduction in paper work

Many ofthe information sent earlierto the employees through paperis madeavailable online

which has reduced lot of paper work including pre-printed stationeryetc. All the application

forms have been provided online wherein employee canused them for submitting their

applications. With the implementation of workflowapplications papers have been replaced

with electronic documents.


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Bibliography

Websites visited:

http://www.iffco.nic.in/applications/Brihaspat.nsf/0/faca5627b021a513652571e20036e74d/$

FILE/HRMS_FAI01.pdf,Use of ICT in HR for Better Governance an experience of

IFFCO,S CMittal and Sanjay Kumar,20thMay,2011

http://www.scribd.com/MallikaShrivastav HRMS, MallikaShrivastava, Comparative study of

HRMS and ERP systems at IFFCO Kandla, 5th May, 2011

Files ofthe Systems and Personnel Department.

Recommendations

The Finger print attendance system can be installed instead ofthe punch card system to get a

clearview of the attendance of an employee. The main reason behind this is, any employee

can give his Punch card to his fellow employee and move out ofthe unit before time. As a

result, the Time Office is not able to record the actual time when he left the organization.

This creates a problem.

Another thing is about the promotion facilities of the employees. No matter how much an

employee contributes to the unit, he is eligible for promotion only after a specified time pre-

decided by the Management. As a result, the employee is demotivated. So the management

should considerthis issue and take actions accordingly.

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