HR MANUAL

PREPARED BY
MAYANK SHARAN GARG
DIV – A
ROLL NO. – 14
FBM – 2010-2012
 COMPANY PROFILE

MB Exports International is a Kanpur, India based export house engaged in the

manufacturing & exporting of leather garments, accessories, goods, bags to the
highly competitive markets of Europe & USA since 1990. The factory is SGS
Compliance approved. It’s a 100% exports oriented unit.

Major clients:

1. INTERCONTI PROJECTS
2. CHARLES VEILLON
3. SILVER STREAM
4. FRISCO
5. BEST SELLER
6. AULUNA
7. HOLLIES
8. ACKERMANN
9. MATALAN RETAIL LTD
10. BRODIE LEATHER
11. SOFT GREY
12. HANIL MANPOWER CO. LTD,
13.THE BETESH GROUP
14. EXCEL MERCHANDISING
15. OTTO INTERNATIONAL,
16.AMC–TKMAXX

The company deploys workforce of highly skilled & trained manpower that
includes shop floor supervisors, merchandiser, checkers, quality controller,
production controller & the managerial staff.

In the leather division the company can produce in Lamb, Cow, Goat, Buff,
Pig skins & Artificial Leather & Suede.
 We have made a tie up with a modern state-of-the-art tannery for finished
leathers (Indian & Imported).

PRODUCTION CAPACITY

 3000 to 3500 quantities per month.

(Garments)

> 10,000 to 15000 minimum quantities per month.

(Accessories, Home furnishing, Bags & Hard Goods etc Quantities depend upon
the Articles/ Styles)

PRESENT ORGANISATIONAL STRUCTURE

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Currently the factory has 17 permanent workers for production and the
rest are deployed through contractors. This strategy is used to minimize the
fixed cost as the production is very fluctuating and depends totally on
international markets and their demands.
 FUTURE ORGANISATIONAL STRUCTURE

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5 years down the line I will try to make the organizational structure more
planned and will divide the work properly among various departments.
I want to introduce some new departments like:
1. CUSTOMER RELATIONSHIP MANAGER -who will communicate with the
employees and keep both the parties upto date.
2. MERCHANDISER/DESIGER- who will design products for us and will keep
the showroom up to the mark.
3. IMPORT MANAGER- who will take care of the imports which the
company undertakes. The company buys raw leather from Saudi and sell
it in Indian markets.
4. HR MANAGER- The importance of HR manager has been very well told
and I think that its very important to have this manager.
 MANPOWER PLANNING

The company has been following and will be following Ratio Analysis for the
recruitment of workers as the production is very fluctuating. We recruit
contractors who are suppose to get the number of workers according to
the number of products.
The contractors are given a design and the per day production are given to
them. They have to make sure that they submit that number of product at
the end of each day.
Quality check is maintained by our employees. This helps us to maintain our
quality and therefore our company has a record of zero return of shipment.
Till date we don’t have even a single consignment which has been returned
by our buyers.

KEY FUNCTIONS OF IMPORTANT DESIGNATIONS

FACTORY MANAGER
1. Coordination among various departments
2. Maintaining customer relation
3. Handling grievances of workers.
4. Making sure that books of accounts are on place
5. Giving per day production targets to production manager.
6. Problem solving capability
7. Decision making capability
8. Ordering raw material

PRODUCTION MANAGER
 1. Checking raw material status
2. Dispatching raw material to the contractors as and when wanted
3. Making sure that production is on time
4. Looking after the contractors and their production.
5. Maintaing quality level.
6. Checking packaging.
7. Alloting work to different contractors and getting the product from them
on time.

SAMPLING MANAGER

1. Understanding the design from blue print.

2. Making sure that sample is developed in the best manner.
3. Matching colour combination
4. Maintaing quality
5. Sending the samples on time.
6. Coordinating with the sales manager

SALES MANAGER

1. Turnover limit
2. Profit margin
3. Low period between sampling and production
4. Maintaing files of contract

ACCOUNTS MANAGER

1. Maintaing all books of accounts

2. Keeping payrolls upto date
3. Dispatching salary and wages
4. Maintaing commisions
5. Maintaing factory expenses and keeping it upto date

MERCHANDISER/DESIGNER

1. Designing the product according to market trend.

2. Creating new designs.
3. Co-ordinating with the sampling manager for taking approvals on new
designs.
4. Communication with new customers who are looking for new designs.
5. Advising the company on latest variety and quality of raw material that
can be used.

HR MANAGER
1. Recruiting new staff as per company requirements.
2. Co-ordinating with various manpower agencies on day to day basis
for staff requirements.
3. Deciding upon the staff salaries.
4. Maintaining public relations for meeting the staff requirements of the
company.

IMPORT MANAGER

1. Have to source leather from international tanneries.

2. Make sure that the payment is as late as possible.
3. Have to also track the shipment.
4. Make sure the papers are on place.
5. Sell the raw leather in India as soon as possible.
6. No. of containers per month-target.
PURCHASE MANAGER

1. Have to coordinate with the production and sampling manager.

2. Have to make sure that raw material comes from the best place at the least
price.
3. Timely reach
4. Seeing machinery parts are bought and services are done at the least and in
the most efficient manner.
5. Maintain stock levels.

PERSONAL CLEANLINESS:

It is expected that all the employees must appear smart and brisk. Personal

Cleanliness includes the following:

a) Trimmed hair and nails

b) Clean shaven face
c) Clean dress preferably inserted
d) Wearing shoes
e) Wearing Identity Cards

Upkeep of personal cleanliness must be consistent and regular. It should not be

deviated at any cost.

Each employee must be a model in up-keeping of personal cleanliness.

 HOUSEKEEPING AND HYGIENE

The next important to Personal Cleanliness is good Housekeeping.

- A place for everything. Everything in its place.

- A dirty Department cannot produce quality product or service.

- An orderly environment promotes an orderly mind.
- Clutter hides problems.
- A clean work place exposes problems.
- Don’t throw any paper or waste or spit as you like.
- Don’t scribble anything on the office table, files, records and walls.
- At the close of the office hours, keep every thing in order so that it
facilitates your work next day morning in a smooth way.
- Use the toilets and wash basins in a clean manner and see that stains do
not get accumulated.
- File the papers in order. Keep the files in chronological order and thus keep
your work place clean.
- Keep the tools, machines and instruments in right place and use it in a
systematic
Way.

- Train the people as per company’s expectations in maintaining a good

housekeeping.
- Say and develop the habit of wishing others such as ‘good morning’, ‘ thank
you’.
- Smoking, liquor or chewing paan is not allowed inside the premises.

ATTENDANCE & PUNCTUALITY

 Remember, attendance record is the most important record of an employee.
It is expected that every employee must mark their attendance in the
respective attendance registers.

If any employee is on ‘official tour’ or ‘out-door duty’ he must fill up the

relevant form and get it approved from his Department/Section in-charge
concerned and submit it to the Accounts Dept. for marking attendance.
Absence of any official intimation will be deemed as ‘un-authorised absent’
and thus suitable disciplinary action will be taken against erring employees.

It is the duty of the employees to see that whether his attendance is marked
with his initials, or official tour/duty or Leave against each day. Any discrepancy
may be brought to the notice of Administration Section immediately. Salary is
calculated on the basis of attendance only which is completed in all respects

PUNTUALITY:

All employees are expected to be present 10-15 minutes in advance before his
actual working hours start. Late-coming is not allowed. However, keeping in
view of exigencies, Management allows not more than 2 late-comings in a
month with grace time of 15 minutes. Employees who come after allowance
time, will be allowed for duty with the consent of HODs concerned.

Half-a-day C.L. /E.L. will be deducted for each late-coming . However, if it

continues every month, concerned employee will be warned and suitable
disciplinary action will be taken against habitual late-comers.

GENERAL DISCIPLINE
- Absolute discipline is very important. Honesty is very important for self
Development.

- Gathering 2-3 members and discussing in common places like stair-cases,

toilets,
Roads in studio premises or corridors of the premises is not allowed.

- Gossiping or romours should not be encouraged.

- Any bad work habits or negative behaviour of any employee must be
brought to
The notice of Management immediately.

- Make the habit of Saving. For example, switching of electrical items when
not
- in use. Use water in a controlled way.
- Park your vehicle at the appropriate place and in order.
- Wear Identity card daily.
- Don’t waste your work time. Use it in a very effective and productive way.
- Don’t take any office material outside the gate without any official
approval.
- Don’t throw papers in the company premises as per your wish.
- Use stationery items very economically.

STATUTORY REQUIREMENTS:

Immediately after joining one has to complete the following statutory

compliances. Personnel Dept., will do the needful in the matter. They are:

1. Necessary forms are to be filled as per PF Rules

2. ESI Declaration form (for ESI members)
3. Nomination form as per Gratuity Act
 CHANGE IN RESIDENTIAL ADDRESS OR EMPLOYEE
PARTICULARS:

All employees must notify to the Personnel Department about their residential
addresses both Permanent as well as Present one. If any change in present
residential address, it must be informed to the Personnel Department
immediately. Telephone Number if any, may also be informed.

Any additional educational qualifications or addition/deletion in family

members may also

Have to be informed to Personnel Dept.

IDENTITY CARD:

Personnel Department will issue Employee Identity Card at the time of joining.
It is expected that all employees must wear the Identity card as a part of
discipline whenever they are in Company premises.

RECRUITMENT AND SELECTION POLICY

The search may be internal and/or external.

Any position that become vacant will be filled, on completion of a requisition form
by the immediate supervisor. Restructured on newly created positions will only be
activated upon approval from the board.

The success and adaptability of a Company depends upon the recruitment of

employees who are flexible, adaptable and committed to the success of our
company.

RECRUITMENT AUTHORIZATION PROCEDURE

Authorization

All authorization procedure detailed below must be completed prior to the

commencement on any recruitment procedure.

a) Prior to the employment of any employee the Employment

Authorisation Form must be completed.
b) The employment of all individuals for budgeted positions within
company must be authorised by the Department Head and Factory
Manager and/or Partners.
c) Employment of Personnel to the position of Manager of Departments
will require the authorisation of the Factory Manager.
Procedure

a) The Department Manager will complete the Employment

Authorisation form.
b) The Department Manager is responsible to ensure correct
authorization procedures have been complied with.
c) The Department Head will provide the Human Resources Officer with
a fully authorised Employment Authority Form and instruct
commencement of Recruitment.
d) The Human Resources Officer will control that the correct
authorisation has been obtained. When all is in order they shall
commence the recruitment process.

Newly Created or Restructured Positions

Authority shall be vested in the Partners to consider request for the activation of
a newly created or restructured position.

a) Activation of a position shall be allowed by the submission of an

Employment Authorisation Form by the Department Manager to the
Human Resources Officer.
 b) Once the need to fill a vacancy has been identified, the Department
Manager will submit a motivated recommendation to the Board for
the activation of the position.

c) Internal Advertisements shall be sent via e-mail or other means to all

employees by the Human Resources Officer, while external
advertisements shall be placed in specified local newspapers.

Employment Procedure

a) The Human Resources Officer shall receive all applications for

employment and shall acknowledge receipt thereof in writing. All
applicants for employment shall be addressed to the Human
Resources Officer.

b) The Human Resources Officer shall sort all applications that meet the
minimum appointment requirements as advertised, and then
forward these applications to the Department Manager concerned,
together with a full list of all applications received.

c) The Department Manager, in consultation with the Human Resources

Officer, shall draw up the shortlist of candidates for interviewing.

d) The Human Resources Officer shall invite the short listed candidates
for interviews, and will ultimately make a recommendation to the
Chief Executive Officer for appointment.

e) MB EXPORTS NTERNATIONAL shall bear subsistence and travel and

travel expenses of short listed candidates from places other than the
duty station. A summary of the interviews shall be prepared by the
Human Resources Officer and kept for record purposes.
 f) The Human Resources Officer shall ensure that Reference Check on
shortlist candidates is done, and then the employment offer in
consultation with the relevant Department Manager to the selected
candidate which upon acceptance shall be followed by an
appointment letter signed by the Factory manager or his/her
delegate. Once the selected candidate has accepted the
employment offer, the Human Resources Officer shall send regret
letters to all the unsuccessful candidates.

EMPLOYMENT INTERVIEW PANEL

The Employment Interview Panel shall be provided with the ground rules of and
procedures for interviewing (by the Human Resources Officer) prior to the actual
commencement of interviews.

The Panel shall consist of the following persons:

a) The Department Manager concerned

b) The Human Resources Officer
c) For Management Positions the Managing Prner/Partners as well as a
selected Factory Manager shall attend

AGE
Company shall, in terms of section 42(b) of the Labour Act 1992 Act 6 of 1992),
not employ any person under the

age of (16) years.

APPOINTMENT
Letters of Appointment: The formal letter of appointment will bear the signature
of the Factory manager. The letter shall require the signature of the appointee
before the appointment is considered effective.

Job Description: On appointment, an employee shall be given a job description.

This shall specify the scope and terms of reference for their position. Each
member of staff is expected to devote their time and attention to their work and
not engage in activities that may conflict with company’s interests or negatively
affect their performance. Job Descriptions shall be reviewed yearly.

Duration of employment: Unless otherwise stated, employment for all staff shall
be on permanent basis subject to satisfactory completion of the probation period
and availability of funds.

PERSONAL DATA
On acceptance of an appointment, the new staff member is required to complete
the Employee Personal Data form .

Any changes in personal status shall be reported promptly to the Human

Resources Manager by completing a fresh Personal Data Form. Staff records and
related correspondence shall be treated confidentially at all times.

INDUCTION
All new staff shall undergo induction training to assist them in the process of
becoming integrated to the institution within the shortest time possible. The
respective immediate supervisor in collaboration with the HR Officer shall conduct
induction training.

APPRAISALS
CURRENT APPRAISALS

Currently the company does not review appraisals and it is entirely on my father’s
decision.

FUTURE APPRAISAL STRATEGY

a) review performance of the staff against assigned tasks and

responsibility
b) identify the areas of weaknesses and provide positive feedback to
the staff on their individual and team performance;
c) identify the areas of strength in each staff
d) identify staff who can be developed to take up increased
responsibilities
e) identify the staff training needs
f) create a basis for rewarding superior performance
g) plan for the following year

A critical incidence method is used. The senior is suppose to take down points in a
diary regarding their respective juniors of their good and bad work(s) and at the
end of the month the bonus and other increments are decided accordingly.