Employee Handbook: Quick Reference Guide 2016
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Index Foreword ...................................................................................................................................................... 4 About the Shapoorji Pallonji Group............................................................................................................. 5 The SP Group at a glance ............................................................................................................................. 6 Company Overview – SP Engineering & Construction ................................................................................ 7 Our Group Companies .................................................................................................................................. 8 Our Values .................................................................................................................................................. 14 Our Leadership Team ................................................................................................................................. 15 1. Joining Process .............................................................................................................................. 16 1.1 Joining Kit ................................................................................................................................. 16 1.2 Identity Card ............................................................................................................................. 16 1.3 Email......................................................................................................................................... 16 1.4 EPBAX Extension ...................................................................................................................... 16 1.5 Probation & Confirmation........................................................................................................ 17 2. ADP – Our Performance Management System ............................................................................ 18 3. Our Compensation Philosophy ..................................................................................................... 19 3.1 Component in Compensation (CTC)......................................................................................... 19 3.1.1 Basic .............................................................................................................................. 19 3.1.2 House Rent Allowance (HRA) ........................................................................................ 19 3.1.3 Conveyance Allowance ................................................................................................. 19 3.1.4 Furnishing Allowance .................................................................................................... 19 3.2 Other Components .................................................................................................................. 20 3.2.1 Leave Travel Allowance (LTA) ....................................................................................... 20 3.2.2 Medical Reimbursement............................................................................................... 20 4. Benefits .......................................................................................................................................... 21 4.1 Provident Fund Scheme (PF) .................................................................................................... 21 4.2 Gratuity .................................................................................................................................... 21 4.3 National Pension Scheme (NPS)............................................................................................... 21 5. HR Policies ..................................................................................................................................... 22 5.1 Group Mediclaim ..................................................................................................................... 22
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5.1.1 Group Personal Accident Policy .................................................................................... 22 5.2 Mobile Policy............................................................................................................................ 23 5.3 Leave Policy .............................................................................................................................. 24 5.3.1 Privilege Leave .............................................................................................................. 24 5.3.2 Casual Leave.................................................................................................................. 24 5.3.3 Sick Leave ...................................................................................................................... 24 5.3.4 Maternity Leave ............................................................................................................ 25 5.4 Paid Holidays ............................................................................................................................ 25 5.5 Attendance Guidelines............................................................................................................. 25 5.6 Leave Administration ............................................................................................................... 25 5.7 Working Hours ......................................................................................................................... 26 5.8 Travel Policy ............................................................................................................................. 27 5.9 Whom to call in case of queries ............................................................................................... 27 6. Special SP Websites & Magazines ................................................................................................ 28 6.1 SPARK ....................................................................................................................................... 28 6.2 The 150-Years Website ............................................................................................................ 28 6.3 We@SP Magazine .................................................................................................................... 28 7. Annexures ...................................................................................................................................... 29
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Foreword Dear Colleague, Welcome to the Shapoorji Pallonji Group! It gives me immense pleasure to share with you the Employee Handbook. This Employee Handbook is designed with the objective of introducing you to the Company and to be of continuing use during your employment with the Company. The Handbook provides key information so that you may know what is expected of you, and what you can expect from the Company. We hope this handbook will be helpful in familiarizing you with our Company, Values, Leadership Team, our various group companies, their many areas of operation as well as HR Policies. It will help you to feel comfortable and develop a sense of belongingness with the company. Please feel free to contact the Group Centre HR Team or your respective Group Company's HR Team for any queries regarding our policies anytime.
Wishing you a successful and rewarding career with Shapoorji Pallonji!
Vasant Sanzgiri Group Head – Human Resources
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About the Shapoorji Pallonji Group The Shapoorji Pallonji Group is a name which has become synonymous with trust and quality in India as well as internationally. Over the years, the Shapoorji Pallonji Group has evolved and grown exponentially to become a huge conglomerate with multiple business segments. The Shapoorji Pallonji Group is a dynamic enterprise which draws vital support from its various individual entities to be able to execute turnkey projects, swiftly and efficiently. We already have a strong presence in India and internationally in Africa and the Middle East. Today, in our sesquicentennial year (150th year of existence), powered by the strength of our 35,000+ employees, the Group is gearing up towards the next phase in its growth. With our rich legacy and consistently superior track record, the Shapoorji Pallonji Group remains committed towards excellence in each domain of its operations. Our business interests cover a wide gamut of areas ranging from Construction (including Residential, Commercial, Industrial), Real Estate, Infrastructure (comprising of Coal mining, power, ports and roads), biofuels and agriculture, consumer products, electromechanical and MEP services, facades & interiors, textiles, business automation, shipping, logistics and Oil & Gas.
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The SP Group – At a Glance
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Company Overview – SP Engineering & Construction Shapoorji Pallonji – Engineering & Construction is one of the leading construction companies in India. It had a modest beginning as Littlewood Pallonji & Co. in 1865 and its first ever project was the reservoir at Malabar Hills, Mumbai. Over the years, the company‟s expertise has been repeatedly showcased through projects which invoked innovation and state-of-the art technology and of size beyond the capacity of most others. SP E&C‟s crowning achievements include such landmark monuments such as ACC Headquarters, Brabourne Stadium, RBI Headquarters, Breach Candy Hospital, Bank of India building, Taj Mahal Tower, Trident Hotel and many others. Its‟ Domestic operations are managed through a well-knit country wide network of Regional Offices and enjoys a Pan-India presence. The company employs over 6000 dedicated and qualified workforce.
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Our Group Companies In April 2008, SP decided to consolidate and manage more efficiently the international operations of its parent company. For this purpose, Shapoorji Pallonji International FZE (SPINT) was founded to handle the SP group‟s international portfolio in Middle East and Africa. Some its famous projects include: 22 Park Tower (Dubai) and Bab-al-Bahr (Abu Dhabi).
SP Real Estate commenced operations in the 1970s. It is associated with promoting & developing a number of prestigious projects across India. From the luxurious and tallest residential towers in India (Imperial Towers, Mumbai) to the largest Mass Housing Project in Asia (20,000 dwelling units in Kolkata called as „Shukhobrishti‟), a series of large, integrated IT Parks in Pune, Chennai, Delhi, Kolkata, etc. under the brand “SP Infocity”; and several housing and commercial property development, the SP Real Estate offering has a truly wide range. With the vast experience gained over a long period of time in executing classical Buildings to Industrial projects to Power Plants and Design & Build Projects, the Company forayed into the EPC arena in 2006. This Division focuses on delivery of Iron & Steel Plants and Allied Industrial Plants like Material Handling, Ore Beneficiation, Coal washeries; and Power Plants of varying capacities on Engineering, Procurement & Construction basis. SAIL Plants at Bhilai, Rourkela and Burnpur are some of its major projects. 8
Shapoorji Pallonji Infrastructure Capital Company Ltd (SP Infra) was incorporated in 1997 by the SP Group with the vision of developing world class infrastructure assets. Taking forward the group's strategy of consolidating its presence in the infrastructure space, the company is poised for major expansion with significant new investments in the development of large projects in power, transportation, port as well as the acquisition and development of coal mines globally. Samalpatti Power Plant (Tamil Nadu), Simar Port (Gujarat) and Trichy Tollway are some of its landmark projects. SP Investment Advisors, a subsidiary of SP, was established in 2010 to venture into real estate investment advisory services and to complement SP‟s existing real estate development and contracting businesses. The group targets real estate related investment opportunities, compliant with applicable laws in India, on behalf of institutional investors and focuses on delivering superior, risk adjusted returns on their investments.
SP – Oil & Gas is 50:50 JV with Bumi Armada Berhad – a global leader in FPSO Technology based in Malaysia. The company holds the distinction of being the first FPSO for ONGCIndia‟s national oil company, which was completed in a record time of 16 months at Singapore.
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Afcons, since its inception in 1959 has created and cared for the vital assets of the country which has enabled societies and economies to grow viz. road, rail and metros; tunnels and bridges; plants and refineries; ports and harbours – the very infrastructure that fortifies the lives of people and drives its progress. It executes all types of mega projects on a turnkey basis that involves innovative designs and comprehensive construction services. The Bulk Jetty (Oman), Vallarpadam Rail Bridge (Kochi), Nad-al-Sheba Racecourse (Dubai), Jammu-Udhampur Highway and Chenab River Bridge are some of the landmark projects of Afcons. Eureka Forbes is the leader in the area of water purification systems, vacuum cleaners and air purifiers. Established in 1982, it is a multi-product, multichannel organisation that contributes to make a happy, healthy, safe and pollution-free world. EFL is one of Asia‟s largest direct selling companies and also won the Business Superbrand Award in 2011. The success of EFL‟s direct selling strategy also resulted in its inclusion as case study at Harvard Business School.
Sterling and Wilson started out as a national electrical company in 1927 but with globalisation and the boom in the Indian IT industry in the early 2000s, the company capitalized on the opportunity to become the nation‟s premier contact for all electromechanical services, solar and HVAC operations. Today, Sterling and Wilson is India‟s leading MEP Services Company and a specialist in providing complete turnkey solutions. Fortis Hospital (Mohali), Volvo 10
Building (Bangalore), T3 Indira Gandhi International Airport (Delhi) and Adlabs Imagica (Mumbai) are some of the landmark projects of S&W. Established in 1767 as a trading company, Forbes & Company is the 8th oldest registered company in the world and the 2nd oldest in India. Today, it has evolved as a multi-product, multi-location conglomerate with 20 companies in the Forbes & Company group fully entrenched in Manufacturing, Trading and Shipping services. Shipping being the traditional acivity of the company, it has now diversified into Engineering and Transaction Management Systems.
Established in 2005, Forbes Technosys is a pioneer in transaction management and transaction automation solutions. It offers best-of-breed services, solutions and networks that enable customers to manage their transactions cost effectively, reliably and securely. State Bank of India, Punjab National Bank, ICICI and Indian Railways are some of its major clients.
SD Corporation is a joint venture between Shapoorji Pallonji And Company Private Limited and the Dilip Thacker Group since 1997. The Thacker Group, under the visionary leadership of Mr. Dilip Thacker, began its real estate journey by developing realty in the 1970s and 1980s in Pune & Mumbai. They have built and redeveloped around 15 million sq. ft. in Mumbai and Pune. The Imperial Towers is the flagship project of SD Corporation. The redevelopment of Samata Nagar in Mumbai is another landmark project of the company. 11
Established in 1885 by Ritchie Stewart Ltd, Gokak Mills is a multi-faceted organisation, providing a vast array of products and services for the textile and apparel industries. Today, Gokak Textiles is a frontrunner in the global textile market, using cutting-edge technology, high-grade raw materials and stringent quality control to deliver only the finest products to its customers. Next Gen is a pioneer in the field of magazine publishing. It was established in 2004, to develop content addressing the special interests of individuals. Next Gen has a wide portfolio of magazines including Car India, Mother & Baby India, Bike India, Computer Active, Smart Photography, Ideal Home & Garden, Auto Components India, Commercial Vehicle, Power Watch India and Popular Science. Forvol International Services Ltd., a division of Patel Volkart, commenced operations in 1969 with a complete bouquet of travel-and tour-related products that mainly catered to in-house business generated by the group companies. Today, Forvol is a fully equipped travel and leisure services company approved by the IATA and The Ministry of Tourism, Government of India. It provides travel services to a cross section of industry in the private and public sector.
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Our Values
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Our Leadership Team
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1. Joining Process Every Young Manager on joining the SP Group goes through a comprehensive 2-week Induction Program. The program is designed exclusively for the Young Managers to orient them with the various group companies and the business areas that the SP Group operates in. This is the first step towards their entry into the group. 1.1 Joining Formalities Every new joinee has to fill up the necessary joining documents on their first day at SP. This usually includes submitting of educational certificates, proof of employment, PF and other documents, opening of new bank account, etc. All new joinees are provided with a stationary kit and the SP Diary. 1.2 Identity Card On joining, you will be issued an ID Card by the Admin department. 1.3 Email On joining, you will be issued with an email ID configured as:
[email protected] In case you are deputed to one of our group companies, you will be issued with the deputed company‟s email ID, for eg:
[email protected] In case of deputed employees both the mail id will be active for them. All SP related notifications will be sent on Shapoorji mail Id.
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1.4 EPBAX Extension On joining, please contact the IT Helpdesk to receive your specific telephone extension on your workstation. NA for deputed employees
1.5 Probation & Confirmation All new entrants to the organization in Grades upto and including C001-A will undergo a probation period of 6 months. Very senior executives in Grades C002 and above may be recruited directly as confirmed employees. The probation period may be extended by 3 months at a time upto a maximum of 6 months through the issue of a letter under any of the following circumstances: Mutual adjustment between the probationer and the members of the team he has joined is not yet complete. The performance of the probationer is not upto the expected level. A mismatch between probationer‟s values and organizational values. On confirmation, the Confirmation Letter will be handed over personally to you by your manager.
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2. ADP - Our Performance Management System The process of Managing for Performance is important because we believe in the culture of meritocracy and performance-based differentiation. At SP, this process is known as ADP – Achievement & Development Plan. We believe that: Current Business environment doesn't tolerate inefficiencies and performance bar has to be raised constantly. Performers want to be differentiated from others. The onus of managing performance lies not with the manager, but with the employee. After completion of 6 months, every employee goes through an informal mid-year review to take stock of performance. This is also directly linked to the Confirmation Process. We follow a Performance cycle of April-to-March. On completion of 1 year of service, every employee goes through the formal ADP Process. Our appraisal system also underlines introspection, as a powerful means of growth. The selfappraisal therefore assumes great importance. Documentation of this process happens twice in a year (during the Mid-Year and the Final Yearly appraisal). 17
At Shapoorji Pallonji, performance management is a continuous process. We believe in a culture of on-going communication between an employee and his/her manager.
3. Our Compensation Philosophy Compensation is an important concern of the employee and hence the company would like to pay competitive salaries. We believe that people select a company not only for monetary gains and higher designations, but also for job satisfaction, growth potential, the values of the Company and its Culture.
3. 1 Components in Compensation (CTC) Monthly Components 3.1.1 Basic Each employee is placed at a Basic in a given pay grade. The Basic forms the base component for calculating other pay elements. 3.1.2 House Rent Allowance The HRA is linked with grade and basic salary. 3.1.3 Conveyance Allowance This allowance is meant to facilitate job effectiveness of employees by providing assistance for convenient commuting between Home/Office. This is a fixed, grade-wise component.
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3.1.4 Furnishing Allowance This is a balancing component in the salary structure and the amount is determined on case-to-case basis. 3.1.5 Medical Reimbursement All regular employees on the rolls of the company and confirmed in service are eligible for medical reimbursement. The eligibility is restricted to one‟s Basic Salary not exceeding Rs. 15,000/- per annum, for all grades. Currently the company has the practice of reimbursing the expenses monthly. Employees will have to submit Medical Bills along with IT proofs, without supporting bills will be paid to the employee by default and will be taxable. 3.2 Other Components 3.2.1 Leave Travel Allowance (LTA) An employee becomes eligible to claim LTA on his confirmation in service, though the benefit accrues from the date of joining. Currently, April-March cycle is reckoned as the LTA year and will be paid as per the employee eligibility. In case of new entrants, LTA is computed on pro-rata basis for incomplete or part of the year worked. LTA can be accumulated up to 2 years i.e. 2 years entitlement can be claimed together. Unclaimed LTA beyond 2 years will be paid to the employee by default.
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4. Benefits 4.1 Provident Fund Scheme (PF) Provident Fund is a mandatory contributory scheme of the Govt. of India. We have established a Trust under the name of „Shapoorji Pallonji Employees Provident Fund Trust‟‟ for all our regular employees, which is called the exempted scheme. Under PF scheme, an employee contributes 12% of his Basic Salary towards PF contribution and the Company contributes an equal amount as Employer contribution. From the employer‟s contribution 8.33% of salary up to Rs. 6,500/- pm is credited towards Family Pension Scheme and the balance to PF. Employees joining from other Organizations have to give the details of their PF membership numbers in the previous company and fill the relevant form to get their accumulations transferred to our Trust. 4.2 Gratuity This is a retiral benefit. All our employees are covered under the scheme as per the Payment of Gratuity Act and amendments made thereunder. Any employee who completes 5 years of continuous service in the company will be eligible to receive Gratuity. 4.3 National Pension Scheme (NPS) The NPS is a Govt. Of India initiative towards finding a sustainable solution towards providing adequate retirement income to every citizen. This is a scheme effective 1st April 2012 by providing tax exemption to employees upto 10% of basic salary. Under the scheme, Employer Contribution invested through the company, on contributions upto 10% of Basic Salary is tax exempted under Sec 80 CCCD (2). This is an additional deduction of Rs. 50,000 under Sec CCD 1 (b). For more information, contact the Accounts team at SP Centre. 20
5. HR Policies 5.1 Group Mediclaim Policy The company provides Mediclaim insurance coverage to all employees to assist them in their hospitalization needs. Premium for the same is borne by the company. Following are the reimbursement limits:
Sr No.
Grade
Limits per annum
Floater Policy
Coverage
1
E001, E002
Rs. 1,25,000/-
Rs. 3,75,000/-
Self & Family
2
E003, SM, C001, C001-A and C002
Rs. 1,75,000/-
Rs. 5.25,000/-
Self, Family & Dependant Parents
3
C003 and above
Rs. 2,25,000/-
Rs. 6,75,000/-
Self, Family & Dependant Parents
5.1.1 Group Personal Accident Personal Policy The company provides personal accident insurance coverage to all employees under the aforesaid scheme and premium for the same is borne by the company. The grade-wise coverage is given as below:
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5.2 Mobile Bill Policy Employees in the following grades, who have frequent official use of a Mobile phone, and have been specifically approved by HR, will be entitled to the following reimbursement: Sr. No.
Grade
Limits incl. Rental (Actuals Up To)
1
E Grades
Max Rs.600 per month
2
SM
Max Rs.800 per month
3
C001 – C003
Max Rs.1200 per month
This reimbursement scheme will have no provision for providing the Mobile instrument / handset by the Company. The employees are required to make their own arrangement for the handsets. The reimbursement has to be supported by bills. The eligible employees must get the Approval Form signed by their manager and HR. They must then submit the same to Accounts. On a monthly basis, those approved will forward their original mobile bills duly approved by the HOD and claim the reimbursement from the HO or RO as applicable. This payment will not be made from the site. Official STD and ISD calls may be reimbursed on approval of Manager and HR.
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5.3 Leave Policy SP recognizes the importance of providing certain days to the employees so as to take care of their personal, medical & social necessities. We follow a Leave cycle of April-March for maintain the Leave Card. 5.3.1 Privilege Leave • All regular employees are eligible for PL @ 21 days per annum, accrued @1.75 days per month of service. • PL can be accumulated up to 63 days for all grades. Leave beyond this limit will lapse automatically. • PL cannot be utilized by probationers. 5.3.2 Sick Leave • All confirmed employees will be eligible for SL @ 10 days per annum. • SL can be accumulated for a maximum of 90 days. 5.3.3 Casual Leave • All confirmed employees will be eligible for CL @ 7 days per annum. • Leave rules of GC are applicable to all YMs.
5.3.4 Maternity Leave • Maternity Leave will be governed by the provisions of the Maternity Benefit Act of the ESI Act, as applicable. The statutory provisions provide for the Maternity Leave upto 3 calendar months (12 weeks). • A woman employee shall be entitled to Maternity 23
Benefit provided she works for not less than 80 days in the 12 months immediately preceding the expected date of delivery. • Additional period of absence is permitted subject to maximum to 1 month for illness arising out of pregnancy. 5.4 Paid Holidays • A total of 10 days will be observed as paid holidays in a year. • Deputed employees will be eligible for the holidays followed in the deputed company. 5.5 Attendance Guidelines • Every time an employee works shorter duration the short minutes will be added and if the employee reaches 240 short minutes in a month then automatically ½ day Casual Leave will be deducted from the employees Casual Leave balance. If there is no Casual Leave balance then the same will be deducted from the Privilege Leave balance. • Every time an employee is late the late time will be added and if the employee reaches 120 minutes late in a month then automatically ½ day Casual Leave will be deducted from the employees Casual Leave balance. If there is no Casual Leave balance then the same will be deducted from the Privilege Leave balance. 5.6 Leave Administration • All new entrants joining the organization will get their hand-print registered on the Biometric System. ( NA to deputed employees) 5.7 Working Hours • Company‟s Head Office at Mumbai (SP Centre) will observe the following timings: 24
Working Hours
10.00 am to 6.30 pm
Weekly Offs
Saturday and Sunday
Lunch Break
30 minutes
• HO and Group Centre will work with a +/- 60 mins flexi timing. • Please note that deputed employees will work strictly accordingly to the working hours and weekly offs applicable to the deputed company only.
5.8 Travel Policy • Employees eligible to travel by air are requested to plan in advance so as to take advantage of concessional fares of airlines. • All travel requisitions will need prior approval of the HOD. A travel requisition duly approved must be forwarded to the Admin Department. • Our Group Company - Forvol International can be contacted for booking of airlines. Contact numbers: 022-61941107, 61941109.
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• All other expenses incurred during travel can be reimbursed additionally by producing the original bills attached to the voucher and submitted the same to the Accounts. • In Local Travel: rules are same as mentioned above. 5.9 Whom to contact in case of queries Sr. No.
Name
Dept.
Coverage
Extension No.
1
Devendra Karambelkar
Accounts
Salary Issues
6749 0279
2
Vaibhav Sawant
Admin
Leave Issues
6749 0392
3
Viraf Dastoor
PF
PF Issues
6749 0479
4
Deven Dhamecha
PF
PF Transfer
6749 0461
5
Kantilal Waghela
Group Mediclaim
Mediclaim Policy
6623 3595
6
Subhash Bhaskaran
IT
SPARK
6749 0115
7
Manish Kumar Jha
Group HR
Young Manager – SPOC
9820461053
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6. Special SP Websites & Magazine Every Shapoorji Pallonji employee has access to two internal websites and a magazine. They are a repository of knowledge about the Group. 6.1 SPARK • „SPARK‟ or Shapoorji Pallonji Archive of Research and Knowledge is a repository of useful information about the company. • After logging into SPARK with your unique ID and password, you can access Articles, Safety Information, Technical Brochures, HR Corner as well as latest updates on the happenings in SP. • You can access SPARK at www.spspark.com 6.2 The 150-Years Website • To celebrate 150 Years of our glorious existence, we have created a special website which contains complete information about the SP Group, a Chairman‟s Speak, and lots of interesting information about the events planned during this special year. • The website address is: www.shapoorjipallonji150years.com • Don‟t forget to register on the website and gain access to the world of SP! 6.3 We@SP Magazine • We@SP is the quarterly in-house publication of SPCPL. It was launched in April 1999 with the objective of reaching out to the employees as an avenue of Knowledge Management - a forum for an open exchange of ideas / information, business news and major happenings in the organization. • We encourage all employees to regularly contribute articles to the magazine to make it engaging and interactive. 27
7. Annexures The Shapoorji Pallonji Leadership Essentials Framework
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ADP Forms
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32
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Be a Leader with the Leader….
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Shapoorji Pallonji And Company Private Limited SP Centre, The Courtyard, 41/44 Minoo Desai Marg, Colaba, Mumbai – 400 005 www.shapoorjipallonji150years.com
Disclaimer: This Quick Reference Guide is proprietary and confidential information of Shapoorji Pallonji. No information from this book should be published without the company‟s prior written consent. The handbook is an internal document and should be used for internal reference only.
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