CONTENTS

Rev. No. Pages

A ORGANIZATION HISTORY, VALUES & PRINCIPLES

A.1 Organization History
A.2 Vision Statement
A.3 Mission Statement
A.4 Quality, Health, Safety & Environment Policy
A.5 Customer Orientation
A.6 Human Resources - Philosophy & Approach
A.7 Behavioral Norms

B TALENT ACQUISITION - SP WAY OF STRATEGIC HIRING

B.1 SP Way of Recruitment Process
B.2 Project Recruitment (Upto to S3 Grades)
B.3 Recruitment & Mentoring of Trainees
B.4 Procedure for Walk-In-drive
B.5 Manpower Planning Procedure
B.6 Internal Job Posting Policy
B.7 Employee Referral Policy
B.8 Engaging Recruitment Consultant Process
B.9 Pre-employement Health Check Up Policy
B.10 Employee Antecedent Verification Policy

C NEW EMPLOYEE ASSIMILATION (INDUCTION)

C.1 Joining Process
C.2 Induction Process
C.3 Probation & Confirmation Process

D LEARNING OPPORTUNITY AND ORGANIZATIONAL

DEVELOPMENT INITIATIVES
D.1 Training & Development
D.2 Organizational Development Initiatives
D.2.1 Leadership Advancement Program (LeAP)
D.2.2 Accelerated Leadership Development Program (ALDEP)
D.2.3 EPGPM - NICMAR
D.2.4 Distance Learning & Part Time Studies
D.2.5 High Cost Training Programs
D.2.6 Supervisor Training Centre (STC)
D.2.7 Global Project Management Practice Leadership (GPMPL)
D.2.8 Education & Financial Support
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E PERFORMANCE MANAGEMENT
E.1 Performance Management System
E.2 Increment Policy
E.3 Promotion Policy
E.4 Performance Improvement Plan (PIP)

F AWARDS & CELEBRATION

F.1 Long Service Awards
F.2 Best Project of the Year
F.3 Best Region of the Year
F.4 Best IMS Auditor of the Year
F.5 Best Mentor of the Year
F.6 Best Trainer of the Year
F.7 Appreciation Award
F.8 Felicitation of Meritorious Employee Children
F.9 Annual Day Celebrations
F.10 HSE Reward and Recognition Policy
F.11 Quality Award

G REMUNERATION POLICY & COMPENSATION FACILITIES

G.1 Compensation Philosophy
G.2 Components in Compensation (Cost to Company)
G.2.1 Monthly Components
G.2.2 Annual Components
G.2.3 Deferred Benefits
G.2.4 Cadre Structure & Designation
G.2.5 Ready Reckoner - Cadrewise Perks
G.3 Benefits & Facilities
G.3.1 Company Leased Accommodation
G.3.2 Project Incharge Allowance
G.3.3 Hardship Allowance (OSLR)
G.3.4 Company Vehicle Schemes
G.3.5 Mobile Phone Policy
G.3.6 Corporate Credit Card Policy
G.3.7 Employee Social
G.3.8 Staff Accommodation & Facilities at site
CONTENTS

Rev. No. Pages

G.3.9 Annual Health Checkup

G.3.10 Group Mediclaim Policy
G.3.11 Group Personal Accident Insurance Policy
G.4 Project Based Employee
G.5 Transfer Policy
G.5.1 Job Transfer
G.5.2 Permanent Job Transfer
G.5.3 General Rules

H TRAVEL POLICY
H.1 Domestic Travel Policy
H.2 Overseas Travel Policy

I ATTENDANCE & LEAVE RULES

I.1 Attendance Policy
I.2 Leave Policy
I.3 Vacation Donation Program

J WELFARE MEASURES
J.1 Death Benevolent Scheme

K WORK ETHICS
K.1 Equal Opportunity Policy
K.2 Professional Integrity & Confidentiality of Company Information
K.3 Employee Code of Conduct Guidelines
K.4 Whistle Blower Policy
K.5 Serious Incident Reporting

L GRIEVANCES & DISCIPLINARY PROCEDURES

L.1 Unauthorized Absenteeism
L.2 Grievances Redressal
L.3 Prevention, Prohibition & Redressal of Sexual Harassment (POSH) at the work place
L.4 Model Standing Order
L.5 Disciplinary Norms
L.6 Disciplinary Actions on Occurrence of a Fatal Accident

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M EXIT FORMALITIES & FULL & FINAL SETTLEMENT

M.1 Notice Period
M.2 Exit Interview
M.3 Guidelines to Employees on Withdrawal of PF / Family Pension Accumulations
M.4 Retirement & Separation Rules
M.5 Full & Final Settlement Process
ORGANIZATION HISTORY,
VALUES AND PRINCIPLES
ORGANIZATION HISTORY,
VALUES & PRINCIPLES

A.1 ORGANIZATIONAL HISTORY

Shapoorji Pallonji And Company Private Limited is the flagship company of the Shapoorji
Pallonji Group, a global diversified organisation, delivering end-to-end solutions in the sectors of
Engineering & Construction, Infrastructure, Real Estate, Water, Energy and Financial Services.
Established in 1865, in India, the group’s presence is now in over 70 countries, across Europe, the
Americas and Australia, with a particular emphasis on the Middle East and Africa. The organisation’s
154-year-old legacy of scaling new heights is built on a trusted reputation of efficiently executing
complex projects, even in demanding situations and geographies.

The first among the many distinctive projects in India, where the Shapoorji Pallonji group is anchored,
is the Malabar Hill reservoir that brought piped water to Bombay for the first time in 1879. The group’s
strong capabilities in Engineering, Procurement and Construction, Design & Build, and the strive to
adopt the latest technologies in projects and solutions led to 492mW Solar PV projects
commissioned, promoting green energy, and construction of 100 Software Development Centres and
IT Parks, supporting the boom of the IT Industry in the nation. The group’s company Eureka Forbes is
the market leader in India, for water purifiers and vacuum cleaners for homes. Bhamashah Techno
Hub, India’s biggest start-up hub of 100,000 sq ft for over 700 entrepreneurs is built by Sterling &
Wilson, and globally, over 180 marine works were developed by Afcons Infrastructure.

Shapoorji Pallonji’s journey in sustainable engineering is due to a strong workforce of over 70,000
people who are focused on safety first, led by the motto of ‘Either Safe Work Else Refusal’ and guided
by over 400 safety champions. Several recognitions include National Safety Council of India conferring
10 Construction Safety awards in this year, to the organisation.

A commitment to enable opportunities of social and economic growth, is towards empowering

communities by promoting education and skill development, enabling access to nutrition, safe water
and healthcare, and social inclusion. The Shapoorji Pallonji group has served over 1.2 million
supplementary nutrition feeds, resulting in almost 70% infant beneficiaries made nutrition positive.
Catering to 1.2 million customer calls annually, is EuroAble, one of India’s largest state-of-the-art call
centres, manned and operated by a motivated team of 160 differently abled employees. The group
has planted nearly half a million trees in the last 7 years.

The Shapoorji Pallonji group has 17 major companies operating in 6 diverse business
segments:

Engineering & Construction - buildings, hospitals and healthcare facilities, data centers, institutional
structures, townships and industrial facilities | Infrastructure - including ports, hydro, roads, bridges,
tunnels, railways, metros and airports | Real Estate - Residential and Commercial | Water infrastructure
and Waste Water solutions | Oil & Gas infrastructure - including floating and fixed platforms and LNG
terminals | Renewable Energy - including solar, hydro, wind and storage solutions | Gas-based power
projects, substations & transmission lines, precision tools and consumer products.

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ORGANIZATION HISTORY,
VALUES & PRINCIPLES

A.1 ORGANIZATIONAL HISTORY

SP E&C
1) Today, SPCPL employs over 6,500 dedicated and qualified workforce.

2) Its Domestic operations are managed through a well-knit country wide network of Regional Offices
and enjoy a Pan-India presence.

3) Its major achievements include many firsts, such as:

• The first Indian construction company to enter the Middle East in the early 1970s to construct the
palace for the Sultan of Oman

• The first Indian construction company to earn the ISO 9000 Certification in year 1998 and then
certified for ISO 14001 and BS OHSAS 18001 in year 2012 from Bureau Veritas Certification

• The first Indian company to construct two, sixty-storied residential towers (The Imperial) in Mumbai

• Construction of the country’s largest township for the economically weaker sections of society, in
Kolkata, spread over 150 acres of land

• The first Indian Construction Company to implement a fully integrated ERP system

Construction Business also has a major presence in the overseas markets. It operates in Dubai, Abu
Dhabi, Qatar, Bahrain, Saudi Arabia, Kenya, Algeria, Ghana, Gambia etc. through a network of
Companies registered in each country, and managed by the holding Company - SP International, head
quartered in Dubai.

SPCPL
Engineering & Construction

SPCPL
Real Estate

SPCPL
Engineering, Procurement and
Construction Solutions

SP Infrastructure Capital Company Ltd.

Roads / Coal Mining / Ports / Power

SP Oil & Gas Pvt. Ltd.

Oil & Gas

SP Investment Advisors Pvt. Ltd.

Investment

A-2
 SP Finance Pvt. Ltd.
Finance

SP International FZE

SP Mideast LLC

Oman Shapoorji Co. LLC

AFCONS Infrastructure Ltd.

Infrastructure Projects

Sterling & Wilsons Ltd. /

Sterling Generators Pvt. Ltd.
Electromechanical, MEP Systems/DG Sets.

Eureka Forbes Ltd.

Water Treatment / Water Purifiers / Desalination Plants /
Security Systems / Air Purifiers / Vacuume Cleaners

Forbes & Company Ltd.

Shipping, Logistic, Machine Tools

Forbes Technosys Ltd.

Business Automation, Vending Machines

SD Corporation Pvt. Ltd.

Next Gen Publishing Ltd.

Publishing

Forvol International Services

Inbound and outbound tours, tailor-made
tours for Corporate Sector and ticketing

Gokak Textiles Ltd.

Textiles / Yarns

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ORGANIZATION HISTORY,
VALUES & PRINCIPLES

A.2 VISION STATEMENT

Fostering an environment that helps in the creation of

knowledge and its application to work, we seek to excel
in all our business activities and strive to build Shapoorji
Pallonji into a Creative Organization.

A.3 MISSION STATEMENT

Shapoorji Pallonji will be the company of first choice in

the Construction Industry. We shall be driven by our
commitment to Customer Satisfaction

A-4
A.4 QUALITY, HEALTH, SAFETY & ENVIRONMENT POLICY

We, at Shapoorji Pallonji - Engineering & Construction, believe that our long term business success
depends on our ability to continually improve the quality of services while protecting people and the
environment. Hence, we are committed to meet the effectiveness of our Quality, Health, Safety and
Environment (QHSE) Management System. To achieve this goal, our impetus will be towards following:

• Provision of safe working environment, prevention of injury, ill health and planning for enhanced
emergency preparedness.

• Minimizing adverse impact of our activities on the environment to prevent the pollution and to
preserve natural resources.

• Optimal utilization of men, machine, finance and other resources

• Devising planing systems for effective implementation

• Strong organizational support through human resource development

• Development of reliable vendors for a higher degree of Quality Assurance

• Complying with contractual requirements

• Communicating openly with stakeholders and making them aware on the QHSE aspects

• Compliance of applicable legal & other requirements

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VALUES & PRINCIPLES

A.5 CUSTOMER ORIENTATION

The Company depends for its survival on its Customers. The Company believes that everyone can
contribute to customer satisfaction. This policy lays down expectations in this regard from all
employees.

Guidelines & Norms

• Every employee in the organization, no matter in what function or level he / she is in, has a
responsibility towards the Customer.

• Everyone is expected to provide the best possible service to the next person in the chain so that
the ultimate service which we give to the customer is the best.

• Everyone is expected to see the person who requests his service as his Customer.

• In all situations, employees are expected to be courteous and responsive to the external as well as
internal customers.

• Every communication is to be acknowledged at the earliest even if a specific response or decision

may take a longer time.

• The deadline or target date for finishing a task or for giving a decision should be communicated
along with the acknowledgment.

• Anyone, who has a problem, whether within the organization or outside, must be heard and helped
out to the best of one’s ability.

• After action has been completed, a check for customer satisfaction must be undertaken, as far as
possible.

• Every employee should ensure that commitments given to the Customer are honored and we do
not try and short-change the Customer.

• In whatever we do, we should aim for highest quality and continuous improvement.

A-6
A.6 HUMAN RESOURCES - PHILOSOPHY & APPROACH

We strongly believe that values which we cherish need to be stated because they influence the
behavior of employees and gives us directions.

Our Human Resource endeavor will be to actively support all efforts towards improved profits, growth
and success. Success is not confined to only monetary profits but comprehensively covers quality &
excellence in all our operations, growth, customer goodwill and leadership in business. Such a well-
rounded success brings with it a sense of well-being and high self-esteem in all employees.

• We respect all people. Our Company extends courtesy and shows respect for all the groups it
deals with - customers, suppliers, government agencies and society at large

• We expect managers to be sensitive to the training and achievement needs of their employees and
to create an atmosphere where they can develop and grow. Mere attendance at any program does
not ensure any change in behavior unless the employee is open and ready to take risks in trying out
new behaviors, attitudes and ways of working

• Individual technical skills and competence are essential but people also need to learn to work
harmoniously in groups. If they do not, it is like a building with the best bricks which are not placed
together suitably, leading to an unstable structure. We believe that the primary job of a Manager is
to facilitate rather than control. The team that produces the best results is the one where the
manager actively supports its members in their performance

• We encourage teamwork between people, within a department and inter- department. The
Company’s interests must take precedence over any other loyalties

• We would like each individual to work with a positive attitude that encourages ideas and look upon
problems as opportunities and challenges. We are interested in results and not mere efforts or
excuses. We expect persons to be totally accountable for their area of work. When an individual
has done his best and still there is a mistake or a failure, we will not penalize. However, we are not
tolerant of the same mistake being repeated

• We would like that each individual be trusted and be governed by self-discipline rather than be
constantly monitored by external control. Self-regulation and discipline are very important

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VALUES & PRINCIPLES

A.7 BEHAVIOURIAL NORMS

OBJECTIVE
An organization is very often judged by the outside world on the basis of the behaviour of a single
employee. Each employee is an SPCPL ambassador; and thus has a responsibility to ensure that all
his / her actions contribute to enhancing the Company’s image. Hence it is necessary to spell out a
few essential behavioural norms.

NORMS
• Personal integrity is of paramount importance to us. We would like all our employees to totally
dissociate themselves with dishonest dealings of all kinds. We do not tolerate personal gratification
of any kind on the part of our employees from vendors, contractors or any other persons who have
or who propose to have business dealings with SPCPL other than customary small value gifts and
articles during festive season.

• It is expected that criticism about a person or a section of the organization is shared only with
people concerned, with a view to resolving the issue and not aired publicly to outsiders,
customers, suppliers etc., as this is likely to undermine people’s faith in the Company.

• The supervisor must hold final responsibility for the failure of his / her subordinates in delegated
tasks and not make them scapegoats for his / her personal protection.

• Sensitive and strategic information, to which an employee has access, must be shared with
discretion so that it is not used against the overall interest of the organization.

• All entitlements permitted under the Company policy are expected to be used with a sense of
responsibility and not as a matter of right, irrespective of need. The higher the entitlement, the
higher is this responsibility.

• We are not against social drinking, but when it is done at Company functions or in Company transit
houses or other Company premises, it is essential that sobriety is maintained. Lack of concern in
this regard can cause unpleasantness and tarnish the Company’s image.

• The list of norms mentioned above is not exhaustive. In every situation all employees are expected
to use their own discretion in deciding on a course of action which would enhance SPCPL’s image
as a responsive and responsible organization.

A-8
TALENT ACQUISITION -
SP WAY OF STRATEGIC
HIRING
 Human Resources
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TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.1 SP WAY OF RECRUITMENT PROCESS

OBJECTIVE
• To achieve organization vision and business needs by hiring right people for the role within agreed
time frame

• Ensure standard and robust selection process across organization

• Ensure candidate delight and experience in line with best employer

APPLICABILITY
The Policy will be applicable to recruitment and selection of lateral hiring in Head office & Regional
offices. It is applicable from E001 cadre onwards only.

RESPONSIBILITY MATRICES
Turn Around Time (TAT) is calculated from date of receiving the requirement to offer letter is issued to
the candidate.

Responsibility - To initiate and close the vacant position in the indicative time frame:

Level TAT Responsibility

F/SU/TSS/SS/S/E 30 Days Regional HR

SM 60 Days Regional HR

C001 & above 60 Days HO / Regional HR

Rare – Critical Skills 90 Days HO HR

B-1
MANPOWER PLANNING
Regional HR will firm up annual manpower planning and review the same on quarterly basis for
recruitment. All vacancies due to resignations or retirements will again be reviewed & ratified by the
Regional Head / HOD's before initiating recruitment. The attempt of manpower planning / review of
position due to resignation or retirements is to optimize manpower and ensure enlarged role for the
existing employees. The process for manpower planning and quarterly review is given in sub section
B.5

FINALIZING JOB DESCRIPTION

A job description is intended to provide job applicants with an outline of the main duties and
responsibilities of the role. Job Description gives an explanation about the responsibilities of the role,
the reporting structure and required specifications such as qualifications or skills needed by the person
for the role. HR department along with Departmental Head prepare job description for every position,
giving details of key deliverables, reporting relationship and span of control. Job description format
attached as Annexure B.1.A1

SOURCING
Based on the job description, HR will search in its database for the relevant profile. If relevant profile is
not available, HR will use one or more sources as mentioned below as per situations

The following sources may be used for recruitment as per situations:

• Internal job posting (Details are given in sub section B.6)

• Employee referrals (Details are given in sub section B.7)

• Job Portals

• Resumes from data bank

• Job posting on career page of Company website

• Recruitment Consultants (Details are given in sub section B.8)

• Advertisement in print media

- Regional HR should take budget approval from Regional Head before releasing job
advertisements in newspaper.

- Regional HR to take approval of matter and advertisement from HO HR.

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B.1 SP WAY OF RECRUITMENT PROCESS

STANDARD INTERVIEW PROCEDURE

• All short-listed candidates may be called for personal interview. Interview call letters to be released
along with the employment application form to the candidates by the most effective method and
ensure that the candidate gets sufficient notice to attend the interviews. Candidate may be advised
to produce the original or photocopy of his/her testimonial in respect of age, qualification &
experience for verification at the time of interview. The HR associates need to get confirmation from
the candidate that she/he attends the interview at the scheduled date & time

• Under circumstances wherein the above option of personal interaction is not available interviews
can be organized through Telecom / VC / Skype etc.

• Advance intimation is provided to the interview panel regarding proposed interviews along with the
job description, interview schedule and resumes of the short-listed candidate

• Once the interview is over, all members shall internally discuss suitability of the candidate for the
position interviewed for and conclude their recordings in the Recruitment dossier as per the
Annexure B.1.A2 for positions in E001 cadre onwards and in interview assessment form
Annexure B.1.A3 for others

• For candidates interviewed for E002 and above positions, HR will fill the details of the candidates,
psychometric assessment, observations of functional interview in Recruitment dossier along with
Competency and Cultural fitment

• The HR associates in the panel to suggest the probable cadres that can be offered to the
candidate based on the salary profile and if the panel feels that the candidate is not up to that level
based on internal bench marks, the candidate is to be rejected

B-3
STANDARD SELECTION PROCESS

The interview process shall be finalized as per the following interview matrix

Grade Functional Assessment Final Interview Review / Final Decision

S001-E003 Project Incharge/ Project Regional HOD/ Function Regional Head

Co-ordinator/ Department HOD + HO HR
Head/ Regional HR

SM & above Regional Functional Head + Regional Director / Executive Director

HO Functional Head + Executive Director +
Regional Head + HO HR
Regional HR

Interview Panel
Every Region / HO HR will constitute and declare interview panel with following members. Two of the
panel members shall meet every candidate E001 and above. The panel ensure uniform standard of
recruitment across region.
• Regional Head
• Regional Functional Heads
• Regional HR Head

HR to ensure that interviewer is at least two cadres higher than the position for which candidate is
being interviewed. Project Managers/coordinators in probation period are not eligible for being
included in the Panel, except for the three positions mentioned above.

All panel members will be trained in interviewing skills and certified in recruitment process.

All interviewers are briefed about recruitment process, criteria for selection, along with reference guide
to ensure standardization and uniformity.

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B.1 SP WAY OF RECRUITMENT PROCESS

STAGE GATE RECRUITMENT PROCESS

1st Stage - HR Screening
• HR Department will do initial screening & short listing of resumes for the position based on
candidature mentioned in manpower requisition and job description

• All shortlisted candidates should fulfil the following criteria mentioned in standard SP candidate
profile. In case the profile is not matching to SP standard job profile, necessary reasoning may be
mentioned

Standard SP candidate profile:

Attribute Preference

Organization Candidates, from the construction companies especially the contracting

and Industry companies having relevant experience, will be preferred for technical position.
However, for supporting functions suitable profiles from across the industries will
be considered.

Work Experience A strong work experience across diverse roles is preferred. However, stability in
career is important hence candidates who have not changed jobs frequently will
be preferred. It is also expected that candidates should have spent at least two
years’ time in their present company before applying for the job.

Qualification Minimum qualification as mentioned in the job description has to be adhered. The
highest qualification as required in the role should be from a recognized institute in
India. There should be no gap in education.

Personality It is expected for the candidates to have a well-groomed personality and good
energy level.

Span of Control The candidates should be open for individual contribution and team handling roles
irrespective of their current span of control.

Location Mobility Candidate’s openness to relocate to locations wherever and whenever required as
per discretion of management is an important attribute.

• HR to conduct initial interviews of candidates for E001 onwards positions, either through video,
telephone or face to face before sending the same to 2nd stage of recruitment. HR will assess
behavioural skills and role fit at initial stage of recruitment.

• The short-listed resumes are sent to the head of the indenting department for shortlisting. HR will
ensure that the sufficient number of applications, depending on the availability, be provided for
shortlisting.
B-5
 nd
2 Stage - Functional Assessment
• HR associates finalizes the interview panel in consultation with indenting department and organize
functional assessment

• Gap between two employments if any, should be probed & recorded in the Application summary
along with the reasons by the HR associates. In case of valid reasons, fixation of cadre / pay
should be based on the post-qualification experience and not based on year of passing, to
discount the gap between employments

• The functional assessment will comprise of candidate’s capability to manage current & future
functional requirements along with leadership quality for future growth in the organization. The
interview panel will dwell in detail on functional competencies that are required for the job as
mentioned in the job description

• The interview panel will mention their comments in the Interview Assessment Form (Annexure
B.1.A3) for positions upto S003 and in “Recruitment Dossier” (Annexure B.1.A2) for position E001
onwards. The dossier will be signed by the interview panel

• Recruitment reference guide will be prepared for ready reference of interviewers. This will contain
standard SP profile, organizational culture profile, competency profiles for various positions. This
handbook will be updated from time to time

3rd Stage - Objective tools

In order to ensure more objectivity in assessment of candidates, following tools are being used for right
selection. However, the below mentioned tools are not mandatory but advisable for selection of
candidate and results alone shall not be used for rejection.

1. TECHNICAL ASSESSMENT
• Being an engineering and construction group, certain technical competencies are absolutely
essential, especially at levels operating at frontline i.e. F1 to E001 cadre. Recognizing and catering
to this requirement, following tools will be used for technical assessment, in addition to personal
interview.

• Assistant Engineer to Deputy Manager (S001 to E001): Online Technical test, designed to assess
technical knowledge.

• Foremen & Supervisors-Civil (F1 to SU4): Paper pencil Test comprising of 2 tests. One to assess
knowledge of unit and measurement and other question paper will be as per trade i.e. formwork,
reinforcement or finishes.

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B.1 SP WAY OF RECRUITMENT PROCESS

2. ORGANIZATIONAL CULTURE FITMENT

Organization culture can be defined as a chord that binds an organization and its employees. Many
times, the culture is a reflection of Top management ethos and beliefs. Culture is an intangible
guiding principle that translates the nuances of employee’s collective behaviors. Some of the
cultural indicators of our prevailing Organization culture are:
• Values based
• Structured but personalized
• Respect for traditions
• Process tolerance
• Work on mutual trust and relations

Behavioural Indicators for cultural fitment:

• High personal integrity and aware of one’s principles and values
• Has risk taking appetite at the same time has respect for adherence to processes
• Talks about his present and previous organizations with pride and respects tradition
• Understands hierarchies and has tolerance for processes deviations and decisions
• Performance and achievement driven
• Shall display client focus attitude

For candidate being recruited for E002 onwards positions cultural fitment will be assessed in
Organizational fitment part of psychometric test and for other positions the assessment will be done in
the personal interview.

3. ROLE FIT & MANAGERIAL ABILITY ASSESSMENT

Role fitment & Managerial fitment will be assessed using psychometric tools. Recommended tools are
given below, however, the same can be changed based on availability of advanced tools in future.

• Game based psychometric tool: This test is easy to administer. This gives a candidate profile fit
report for Role fit & Managerial ability. This is recommended for E002 & E003 cadre. Can be used
for senior cadres, from case to case basis.

• OPQ, Psychometric test: This is psychometric tool can be role or department specific, focusing on
core skills through a library of testing questions across a range of disciplines. This is recommended
for SM & above positions.

B-7
 th
4 Stage - Final Interview
1. Candidates who clears the functional assessment will be sent to Final interview.

2. The final interview will review the various stages of recruitment comments and reconfirm the
following,
a. Functional capability
b. Organization fitment
c. Potential for growth

APPOINTMENT OF RETAINERS
• Retainers are engaged occasionally by the Company to meet specific work exigencies generally for
short durations. Typically, profile of a Retainer is a senior professional with specialized expertise in
his area. Such a contract could be fulltime or on part- time basis.

• The terms of contract will be as per standard contract templates available with Corporate HR. All
such contracts will be routed through HR.

• Renewal of Retainership contract of professionals over 60 years of age shall be done maximum
once for tenure of 6 months or 1 year.

• Irrespective of level / designation, recommendation of appointment of Retainers would need a

written approval of Executive Director.

RE-HIRING OF EX-EMPLOYEES
This policy will not prohibit any former employee from applying to a position. But, employees who were
terminated or abandoned their job are not eligible for rehiring. Following will be general eligibility criteria
for considering any ex-employee for re-hiring:
• Possible Gap of 3 year to be maintained from the date of leaving the organization and rehiring.
• Performance Rating should be minimum A+ in last two years when he left the organization.
• Exit Interview should not have any adverse comment.
• The cadre should be kept same or maximum one cadre higher whereas salary fitment based on
average increment of the company/region

Any recommendation of appointment of ex-employees upto S003 cadre would need the approval of
respective Director and above E001 cadre from the Executive Director.

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B.1 SP WAY OF RECRUITMENT PROCESS

HIRING RELATIVES
With a view to streamline and further professionalize the company, it has been decided that the
employment in the company will be based on merit. Generally hiring of relatives is restricted. However,
in case of hiring of a relative, it is recommended to place in different Regions / Departments. Relatives
in this context would mean:
• Husband and Wife.
• Father, Mother, Father-in-law and Mother-in-law
• Brother, Sister and spouse of Brother and Sister
• Son, Daughter, Son-in-law and Daughter-in-law

Any recommendation of appointment of relatives would need the approval of Executive Director.

REFERENCE CHECK
• At the time of the interview, when the candidate fills the pre-employment form, HR must ensure
that the candidate provides at least two professional references, with recent telephone numbers
and email ids.

• HR to conduct reference check for SM and above positions before final round with Regional
Directors or Executive Director, either through written form, telephonic or through the concerned
search firm. Responsibility of reference check is as per the table below:

Source of Recruitment Responsibility of Reference check

Internet Sites HR

Consultants Consultancy Firm. Validated by HR

Advertisement HR

IJP Reference check Not Required

Employee Referral Policy HR

• Reference check of S001-E003 positions will be done before salary fixation in the reference check
format (Annexure B.1.A4)

• In the event of selection of any candidate, earlier worked with either SPCPL or any of the Group
Companies, a specific, reference check on his/her performance, reasons of leaving, integrity, last
drawn salary and cadre to be carried out prior to the appointment.

B-9
SALARY FIXATION AND OFFER
• HR will check internal parity by comparing qualification, experience and average salary in the cadre.

• However, this should not limit the selection process of getting good or best fit candidates,
deviations can be made for exceptionally good candidates. In such cases, prior approval of
Regional Head and Regional Director is required.

• Verification of Documents: HR will also conduct verification of documents, previous salary stack up,
and evaluation of perks and other benefits before fixing the salary. The HR associates verifies the
information declared by the candidate in the Employment Application Form with the original or
provisional documents produced by candidate.
• Name & Age as per class X certificate
• Marks scored in academics & class/grade
• Educational Qualifications
• Duration - Type of course (Full Time/Part Time/Correspondence)
• Year of Passing
• Institute/University and its recognition
• Experience based on service certificate (In absence of the same, verification based on any of
the following documents)
- Appointment letter with salary slips
- Provident Fund statement
- UAN of employees
- In case of overseas employment, appointment letter with entry and exit visa stamp
- Experience certificate issued by HR will only be valid.

• In case, candidate has not produced proof of his/her testimonial, HR associates to get the
confirmation from the candidate that she/he will be in a position to produce the documents in
original at the time of joining and the remarks to be endorsed in the Applicant Summary.

• Self-employment can be considered as valid experience provided the same is in the relevant field
for which the candidate is being interviewed. Documentary proof for such period of employment
must be produced by the candidate, such as service tax registration, bank statement, etc.
testimonials issued by client(s) is not considered as proof of working experience.

Revision: 00 B-10
Date of Release: December 2019
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SP WAY OF STRATEGIC HIRING

B.1 SP WAY OF RECRUITMENT PROCESS

OFFER LETTER

HR will send the documents of selected candidate to HO after taking approval from final authority for
Processing Offer Letter. As a final confirmation of our selection decision, an offer will be issued.
Standard format attached in Annexure B.1.A5 which shall cover the following.
• Position and Designation being offered.
• Place of posting.
• Date of joining
• Salary stack up with all benefits agreed.
• List of documents to be submitted by the candidate at the time of joining
• Hiring is subject to the candidate being found medically fit. Health check-up will be done as per
pre-employment health check-up policy. The same will be mentioned in offer letter.

Documents to be attached for issuing offer letter:

• Resume
• Applicant Summary form filled by candidate & passport photo
• Interview rating form
• Salary Stack up
• Recruitment recommendation Summary
• Last three month’s Salary slip from previous Organization
• Educational Qualifications SSC, HSC, Graduation & Post Graduation Degree Certificates
• Experience letter of previous organization & Appointment letter of current organization
• Technical test answer sheet with results
• For E001 & above level related profiling test reports

B-11
HEALTH CHECK UP
All offered candidates are required to undergo health check up to ensure that they medically fit for the
job. They need to submit medical report on or before the joining date. The details of the health
checkup is given in Sub section B.1.9

ANTECEDENT VERIFICATION
The organization will conduct antecedent verification by professional external agency based on the
documents, submitted by the employee at the time of joining. New joinees need to sign the consent
form for antecedent verification as part of joining process. Confirmation of an employee is based on
the clear antecedent verification report. In case any objections in antecedent verification, the
employees need to give proper explanation failing which organization reserve all right to take
appropriate actions including termination of the services. The detailed process is given in the Sub
section B.1.10

REIMBURSEMENTS OF EXPENSES DURING INTERVIEW STAGE AND POST

SELECTION
Expenses at the recruitment stage have been classified as expenses during the interview stage or post
selection of the candidate. All expenses to be submitted through a consolidated expense statement
are reimbursed only on production of bills/tickets. The quantum of expenses for the candidate is
categorized under the following heads.

• Travel / Accommodation Expense for Interview

Traveling expenses for attending the interview, may be reimbursed to senior outstation candidates
on request. Reimbursement will done as per domestic travel policy guidelines. The final decision
on travel reimbursement will be with Regional HR Head or HO HR Head.

All travel expenses are as per domestic travel policy in the cadre for which candidate is called for
interviews. The reimbursement of food/hotel/conveyance charges as per domestic travel rule.

• Joining Expenses

For senior level joining (C001 & above), Reimbursement of Joining Expenses (in cases wherever
required), is based on the discussions at the time of making the offer or before. The sanctioning
authority for joining expenses and for processing of joining expenses is HO HR Head. The
reimbursement may be assured for any or all of the following expenses as per the level specific
entitlements.

Revision: 00 B-12
Date of Release: December 2019
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B.1 SP WAY OF RECRUITMENT PROCESS

1. Accommodation to new employees

In exceptional cases, Company may provide accommodation for first 7 days to new employees to
help them settle down and search for suitable accommodation. Entitlement of stay would be
according to limits mentioned in the Domestic Travel Policy. The same will be finalized by Regional
HR in consultation with Regional HR Head / HO HR Head.

2. Reimbursement of Notice Pay of Previous Employer

It shall be the discretion of the Management to pick up the cost towards notice pay surrendered by
the new employee at their last organization, subject to discussion at the offer stage and approval of
HO HR Head. The new employee shall bear the tax implication of the same. New employee needs
to provide authorized document for the deduction or payment made to his previous employer.

3. Reimbursement of Cost of Transfer of Household Goods (In Case Of Location Change)

This shall not be applicable for relocation within city. The same shall be reimbursed as per the
guidelines given in Transfer Policy, subject to approval of HO HR Head.

4. Reimbursement of Travel Cost of Self & Family (In Case of Location Change)

Family would be defined as spouse & maximum 2 children. Only one time reimbursement may be
provided for the family for moving to the new location on production of tickets as per the
entitlement, subject to approval of HO HR Head.

Travel Entitlement for new employee will be as per guidelines given in Domestic Travel Policy. After
joining duties, a new employee will be given 4 days advance Privilege leave on need base to
relocate his family subject to approval of reporting manager and Regional HR Head.

B-13
ANNEXURE B.1.A1

Job Description Template

Shapoorji Pallonji And Company Private Limited

Functional Area Reports to Role

Role Title Location

Role Purpose

Key Accountabilties & Responsibilities

Key Relationships (Internal & External)

Nature of Relationship
Person(s) <Liaison / Working Relationship / Reporting
Relationship / Managerial (Direct or Matrix) etc.>

Internal:
- Respective Regional Departments
- Respective HO Departments
- Other Stakeholders

External:
- External Client
- Statutory Authorities
- Vendors & Subcontractors
- Other Stakeholders

Key Skills, Knowledge, Experience and Competencies:

(i.e. those (including qualifications) required to fulfill role

Scope of Role

Revision: 00 B-14
Date of Release: December 2019
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SP WAY OF STRATEGIC HIRING

ANNEXURE B.1.A2

Recruitment Dossier

Name of the candidate:

Position Applied for:

Location:

Part I: Candidate Details:

Referred by

Date of Application

Standard SP E& C profile attributes:

Check-list on the Standard SP E&C profile attributes.

Attributes Remarks Attributes Remarks

Company Industry

Total Experience Relevant Experience

Highest Qualification Overall Academic Performance

Stability in Career Open to relocate

Age Personality (Positive/Pleasant )

Team handling Exp Open for individual Role

Marital Status Number of dependents

Current CTC Notice Period

Remarks by Recruiter

Rating Definition

5 Exceptional Truly excellent; a clear strength; could be seen as example by others

4 Strong Highly effective; but still scope to fine tune further

3 Considerable Solid and steady in essential aspects; but can be improved

2 Basic Non-consistent and basic in some essential aspects, could be

1 Novice Limited demonstration of essential aspects, would clearly be a weakness

B-15
Part II: Initial Screening

Topic Absolute Score Remarks

Personality & Non-Verbal Communication

Communication & Interpersonal Skills

Team Work

Risk taking apetite

Performance and achievement driven

Total Score

Cultural Fitment Findings: (if assessed in personal interview)

Topic Absolute Score Remarks

Principles & Values

Resilience

Respect for traditions

Process Tolerance

Personal Integrity
Total Score

Part III: Potential of candidate:

a) Technical assessment: Aptitude test
Score Charts
Topic Absolute Score Remarks

Civil

Mechanical

Electrical

Aptitude

Total Score
Cut off score

Comments

Revision: 00 B-16
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b) Psychometric assessment: personality Tests

CEB-SHL Tool Finding Gaming Tool Finding

Factors Rating (High/ Factors Rating (High/
Medium /Low) Medium /Low)

Average rating on Role Fit

essential competencies
Managerial Abilities
Average rating on
desirable competencies
Organisational Fit
Overall Person-Job
Match rating Overall Fitment

Part IV: Functional Capabilities

Sr. No Functional Competencies Key Pointers Remarks

Part A: Interview Observation

Remarks on potential to Remarks on functional Remarks on suitability in
grow in function capabilities SP Culture

Keen to learn new functional areas Knowledge of the work process & Adaptability of the person in
contextual familiarity SP culture

Orientation to gain in depth Application of knowledge in problem Traits of the candidate reflecting
understanding by challenging solving and decision making SP values
principles
Knowledge & understanding on Willingness to join SP
Orientation & initiatives in analyzing analyzing data
complex problems situation for
improvement Knowledge & ability to operate
specific hardware/software

Rating : (Point scale) Rating : Rating :

Interviewer’s Name Designation Signature Date

B-17
ANNEXURE B.1.A3

Interview Assessment form (for positions upto S003)

Shapoorji Pallonji And Company Private Limited

INTERVIEW PANEL MEMBERS DATE

NAME st
1
2nd
POSITION
3rd
CRITERIA: 4: VERY HIGH 3: HIGH 2: AVERAGE 1: LOW
FACTORS 4 3 2 1 PERSONALITY TRAITS 4 3 2 1
JOB KNOWLEDGE Appearance & Bearing
Intelligence / Mental
MANAGERIAL SKILLS
Alertness
OWNERSHIP ATTITUDE Maturity/Self Control

POTENTIAL FOR GROWTH Personal Orientation

(Positive/Pleasant)
Initiative/Enthusiasm
QUALIFICATION Thoroughness/Attention
to details
Self Confidence
SOFTWARE KNOWN Communication/Cogency
Responsibility sekking
TOTAL
INTERVIEW PANEL
FUNCTIONAL REMARKS: Name
Signature
1
2
3
4
DATE OF JOINING
POTENTIAL REMARKS:
LOCATION

Current:
SALARY (CTC)
Offered:

GRADE

A (17-20) B (12-16) C (8-12) D (Below 8)

OVERALL RATING
Very Good Good Satisfactory Unsatisfactory
FINAL RATING Selected Shortlisted Databank Rejected

Revision: 00 B-18
Date of Release: December 2019
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TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

ANNEXURE B.1.A4

Reference Check Form

Date
Month Day Year

Application name: Position applied for:

Working relationship (Supervisor/Manager Months/Years
Reference contact name:
or Peer): Supervised/Known:

Management / Supervisory
Did he/she have any
If supervised, What level of employees
supervisory Describe management skills/style?
how many? did he/she supervise?
responsibilities?
Yes No
Work Performance (additional work/job related questions may be added)
What was applicant’s position and responsibility?

How was his/her overall performance?

(Job/Function knowledge, effective in the role assigned? (Proactiveness, Ownership attitude, Leadership skills)

Please describe his/her strengths.

Describe his/her conduct and interpersonal relations with subordinates, peers and senior management.

Was there any disciplinary issue in terms of punctuality & integrity?

Reason for leaving

Would you reappoint him? If no please elaborate

Signature Date:

B-19
ANNEXURE B.1.A5

Offer Letter Format

Date:
Mr.

Subject: Offer of Employment

Dear Mr. _______________,

This has reference to your application and the subsequent interview you had with us. We are pleased to offer you
the position of ______________________________. The position is in _______ cadre and based at _____________.

Your compensation details are as per the Annexure to this letter. Kindly return the duplicate copy of the offer letter
duly signed by you as a token of your acceptance.

Your offer is subject to your being found medically fit by the Company appointed Medical Examiner.

We look forward to your joining us on or before ______. You are requested to report at 10.00 AM at the
following address:

This offer of employment is based on the educational qualifications and experience declared by you in the
Employment Application Form. Please note this offer will automatically stand cancelled and withdrawn in case
you are not able to produce necessary evidence supporting the same.

This offer is subject to verification of particulars provided in your Resume as well as pre-employment form etc.,
submitted by you as per Company Policy. The Offer will be considered null and void in the event of any adverse
report.

This offer is valid in case you join on or before ____________. Your detailed Appointment Letter would be handed
over to you after your joining.

As the time of joining you are requested to submit the following documents for verification and record.

• Educational Certificates and Testimonials.

• Copy of PAN Card and 4 passport size photographs,
• UAN No. (Existing or create a new No. in case you don’t have).
• Address proof e.g. Ration Card / Electricity Bill / Landline Telephone Bills / House Lease agreement.
• Copies of experience / relieving certificates from current and all previous employers.

Thanking you,

Yours Sincerely,
For Shapoorji Pallonji And Company Private Limited

---------------------------------------
HO HR Head I accept the above Terms & Conditions

Revision: 00 B-20
Date of Release: December 2019
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TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

ANNEXURE B.1.A5

Offer Letter

Annexure (Offer Letter)

Name Department

Designation Region / Office

Cadre Location

COMPONENT per month per annum

MONTHLY PAYMENTS

Basic Salary

House Rent Allowance

Conveyance Allowance

Furnishing Allowance

Medical Allowance

MONTHLY INCOME

ANNUAL PAYMENTS

Leave Travel Allowance

Bonus / Ex-gratia Pay

ANNUAL INCOME

CONTRIBUTIONS

Company contribution to Provident Fund

TOTAL INCOME

Notes
1. Employees contribution to Provident Fund and other statutory deductions will be deducted from monthly income.
Both Company and employees contribution to Provident Fund will be credited to the Company PF Trust.

2. Gratuity is additionally payable as per the Payment of Gratuity Act.

3. Medical Hospitalisation Insurance for self, spouse and children as per Company Scheme.

4. Company has a Performance Bonus Scheme. You will be eligible to be a member of the same. Payout for the
same is not guaranteed and is based on Company and individual performance. This is in addition to the amount
indicated above.

5. Site Allowance where applicable is subject to posting at site as per policy guidelines.

B-21
B.2 PROJECT RECRUITMENT (UP TO S003 CADRE)

PROCEDURE
• On receiving the requirement from Project / functional manager, regional HR to decide on one or
more source of recruitment via Job Portal, Consultant, and Referral

• Suitable profiles should be sent to Technical Panel for Shortlisting

• Once the profiles are shortlisted by the indenting department the HR associates finalizes the
interview panel in consultation with the indenting department

• Technical test administered

• Interview panel will consist of Technical, preferably indenting HOD or his deputy and HR

• Salary Negotiation will be conducted with shortlisted candidates considering salary parity,
education qualification, and experience of candidates

• Once salary and cadre is accepted by the candidate, HR will prepare salary proposal and take
approval from Regional Head

Revision: 00 B-22
Date of Release: December 2019
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TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.3 RECRUITMENT AND MENTORING OF TRAINEES

OBJECTIVE
The policy aims to ensure that fresh talent recruited directly from the Campus, are adequately trained
not only with regards to job knowledge and skills but also with regard to development of an SP
identity, before they are assigned to various regions.

Fresh talents are normally inducted in the following categories:

• Graduate Engineer Trainee (GET)
• Diploma Engineer Trainee (DET)
• Post Graduate Management Trainees (PGMT)
• Supervisory Trainees for ITI

POLICY & PROCEDURE

• The requirement of number of fresh trainees to be recruited every year is decided by the
management in line with the Business plan. Colleges and institutes are identified by Corporate HR.
Educational institutions for campus hiring will be selected based on reputation of the institute and
our past experience of the aluminis hired from the institute

• Based on pre-determined criteria on the academic, the students are shortlisted for the campus
interview

• Students are selected for the final interview depending on their academic record and performance
in tests on Technical subjects, Analytical skills and English language. Based on these test scores
students are shortlisted for Group Discussion & Personal Interview

• Students are given a formal presentation about the company, SP Group, the Organization Culture,
Values, Products & Services, etc. as a part of the selection process

• Group discussions are conducted to assess communication skills, team skills and leadership
qualities of the students. Group discussion is a non-elimination round

• Students shortlisted based on the above criteria, attend the personal interview with the panelist
(Technical + HR) for final selection

• The final list of selected students is declared on campus

• Offer letter is issued to the selected students within one month of the campus recruitment

• Appointment letter will be issued after joining in the respective regions

• Recruiting fresh entrants or those with less than one year outside experience directly on the job will
be avoided

• The training duration is typically one year, and the emphasis is on ‘on-the-job’ training
B-23
• Training is designed to ensure adequate opportunity to develop well rounded functional knowledge
& skills, help the trainees identify their areas of interest and make meaningful career choices.

• Structured training approach is followed wherein the trainees are exposed to various modules
covering our processes and technologies. Each trainee is evaluated and counseled periodically on
his / her learning and progress by Corporate HR.

• The company regards these training schemes as major sources of quality manpower and
considerable amount of time, money and resources are invested.

• As a practice, all trainees will be posted at project sites.

• A unique feature of the GET training is the “GET Project presentation”. Group of GETs are given
various projects for a threadbare analysis & study, covering all stages from tendering till project
completion.

• Each Region selects their best team and sends them for the company level final presentation to HO
to a panel of senior management team. The best two teams are selected as the winner and the
runner-up and is given a citation and cash prizes. Each batch of GETs look forward to this annual
event and winning the competition is regarded as a coveted achievement.

• Candidates at the time of joining will produce a Medical fitness certificate alternatively will be
required to undergo fitness check with company’s empanelled hospital.

TRAINEE INDUCTION PROGRAM

HO HR & RO HR will design and conduct the Induction of all fresh entrants. The trainees will go
through a systematic induction program where they would be given relevant information on all aspects
of the company such as History of the company, Vision & Mission, Values & Culture, Organization
Capabilities & Processes, Products & Services, etc.

After the common induction, the trainees will be assigned to various Regions / Departments / Sites
where they will undergo further induction on the Region, Projects, People and the work schedule.

ABSORPTION IN SERVICE
On satisfactory completion of the training period, trainees are absorbed on the regular rolls of the
Company. There will be a formal performance evaluation prior to absorption / confirmation.

Revision: 00 B-24
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.3 RECRUITMENT AND MENTORING OF TRAINEES

TRAINEES MENTORING PROGRAM

Mentoring is a potent tool for employee learning & development where the mentor invests time, energy
and personal know–how in assisting the growth and ability of the mentee. Mentors provide exceptional
learning experiences for their mentees and work together to discover and develop the mentee’s talent
and potential. Each of our trainees are assigned to a mentor, who is a senior employee in the
organization.

Policy & Procedures

Mentoring is a relationship in which someone more experienced, helps another to discover more about
themselves, their potential and capabilities. Mutual respect and trust is the essence of a successful
mentoring process.

Each Location / Region will identify Mentors preferably from cadre E003 & above. For Supervisor
Trainee, a Senior Supervisor (SU4 and above) may be allotted as a Mentor. Besides having a fairly
successful career in SPCPL, the Mentors are expected to be effective and interested in developing
others. The success of mentoring largely depends on selecting the right mentors.

All fresh entrants will be attached to a Mentor. Ideally the number of Mentees per Mentor should not
exceed three.

In selecting the Mentors, direct reporting relationship will be avoided, except in certain categories, in
order to build openness and maintain confidentiality. Regional Heads & HODs are expected to review
the mentoring process, but will not become active Mentors.

Mentor will be available to the Mentee, as and when required. There could be formal or informal
meetings individually.

Mentor will guide the mentee on his experiences of making a successful career in the organization. He
will act as a sounding board for the various anxieties and queries the mentee may raise from time to
time.

Though the mentor is a role model for the mentee, it is essential that the mentees are encouraged to
develop their own style to suit their personality and context.

Mentor’s role is to listen, ask questions, and probe for facts / career choices, and to act as a source of
information, experience, contacts and opportunities from other sources from which the mentee can
benefit. The Mentor should not be giving instructions, but rather guide technically, give inputs and
personal insights to help the mentee form his or her own views and develop different perspectives.

B-25
Selecting the Mentors - Traits to look for
• Individuals who are interested in and willing to help others.
• Those who have had a positive experience in their career progression within the organization.
• Those who have maintained current / up-to-date technical knowledge / skill.
• Those who have demonstrated effective coaching, counselling, facilitating and networking skills.

Mentoring Process in SPCPL for fresh entrants

All fresh entrants into the organization will be attached to a Mentor from the day of joining for a
minimum period of one year

Each mentor shall take the ownership in the success and stability of the Mentees assigned to him.
This is a major organization development responsibility and shall be accorded high priority.

Mentor Reward Program

The Mentor is performing a crucial role of organization development by nurturing and developing
young / new entrants to make a long and successful career in the organization. There must be
adequate appreciation of this contribution. In recognition of this, one mentor from the GET Training
program will be selected as the “Mentor of the Year” for the entire company, and will be felicitated at
the Annual day function at HO.

Revision: 00 B-26
Date of Release: December 2019
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SP WAY OF STRATEGIC HIRING

B.4 PROCEDURE FOR WALK-IN DRIVE

PROCEDURE
• Regional HR to decide on source of mass hiring via job portal/ social media /print media
advertisement etc.

• In case of print media approval of contents to be obtained from HO HR and budget approval from
Regional Head.

• HR to organize suitable venue for interviews. Care to be taken for provision of basic facilities to
candidates.

• Regional HR should arrange multiple technical/functional panels considering the number of

vacancies available

• Interview panel should consist of technical and HR member.

• Candidates will fill Pre-Employment Applicant Summary

• Functional interviews are taken by the technical panel.

• HR will meet shortlisted candidates and finalize.

• Selected candidates are taken forward for salary negotiation immediately or later as per discretion
of HR.

• Candidates who had appeared for an interview with SPCPL and in one year rejected will not be
interview in any Region.

B-27
B.5 MANPOWER PLANNING AND PROCEDURE

OBJECTIVES
• Forecasting future manpower and skill sets requirements based on business trends.
• Assessing deficit or surplus manpower.
• To recruit and maintain manpower on certain bench strength for new projects.
• To ensure production is carried out uninterrupted for want of manpower.
• Optimum utilization of Human resources.

SCOPE
• To lay down the guideline for manpower planning for new sites
• To lay down the process for approval on increase of staff strength at project and regional level.

MANPOWER PLANNING FOR NEW PROJECTS

• On receipt of LOI and after plant code is generated, Regional HR will forward the tender manpower
provision of the new project to HO HR for creation of org chart in OM module which will remain
operative till the approval of PSE manpower. Wherever PSE is yet to be closed minimum number of
staff should be mobilized as per site requirement.

• Mobilization will be from within the region, if no manpower is available then the possibilities for
transfer from other regions will be explored. If manpower is not available for mobilization from within
the organization, then the fresh recruitment will be undertaken only on approval from HO.

• Immediate mobilization and standard manpower approval for new project, based on the project
value is as appended below

Project Value Project In Execution Team Planning / Support Services Total Nos.
Charge (Engineer + Commercial / (HSE, Quality,
Supervisor) Contract Stores, PNM,
Admin, etc.

Upto 500 Cr. 1 5 2 5 13

500 Cr.-1000 Cr. 1 6 4 5 16

1000 Cr.-1500 Cr. 1 12 6 6 25

Revision: 00 B-28
Date of Release: December 2019
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B.5 MANPOWER PLANNING AND PROCEDURE

• Accordingly, Organization chart will be created in SAP Organization Management (OM) module by
HO HR based on the above. Further, based on the PSE and projected SPR of the project, the
project manpower will be mobilized by the Regional HR. Necessary additions on approval will be
made in the SAP OM Module

MOBILIZATION TEAM
Every region should have a dedicated mobilization team for new projects its objective is as follows:

Objective
• To ensure just in time availability of manpower for mobilization
• To ensure that initial activities of new project is not delayed

Composition of Mobilization Team:

• One No. Construction Manager
• One No. Construction Engineer
• Two No. Civil Supervisor
• One No. Administration Officer
• One No. Stores officer
• One No. Surveyor
• One No. Planning Engineer
• One Lab Tech
• One HSE Officer

Process
• Region should identify manpower of mobilization team from existing manpower

• The PMs and HODs of the mobilization team need to be informed well in advance and should have
consensus/clarity on the role/responsibility of the mobilization team

B-29
MANPOWER APPROVAL AND POSITION CREATION
• PSE manpower provision will govern the manpower deployment at project site. However, if this
manpower is not available within the organization then fresh hiring may be initiated subject to
manpower approval from Regional Director.

• Regional HR Head will prepare project wise quarterly manpower plan along with rolling plan for one
more quarter based on regional SPR (projection for next three months). This will be submitted for
approval of Regional Directors/HO HR. format attached (Annexure B.5.A1)

• Executive Director / Regional Director will approve the maximum number of manpower to be
deployed at regional Office and at Project Site.

• Regional HR will fill up the vacancies as per the approved figure/numbers. Mobilization will be as
per Regional heads discretion/decision.

• HO HR will update the organogram in OM Module as per approved positions.

MANPOWER DEPLOYMENT AT EXISTING PROJECTS

• Manpower approval from Regional Director based on SPR will be the base document for
manpower deployment at Project Sites.

• Regional HR to follow the monthly deployment plan / schedule of the projects.

• Close monitoring of SPR of all Projects before further deployment. Ideally, if SPR is below desired
level no further manpower is to be deployed at Projects, except for business exigencies.

• Calculations of total manpower requirement as per monthly deployment plan vis-à-vis available
manpower of existing projects need to done by Regional HR.

• Post above calculation, if excess manpower is found, Region need to declare them as surplus
manpower for transfer to other Regions.

• If there are deficit in manpower

- Firstly, Regions need to deploy surplus manpower of another Region.
- If manpower is not available in another Region. Regions may initiate recruitment process as per
approved quarterly manpower numbers.

Revision: 00 B-30
Date of Release: December 2019
 Human Resources
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TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.5 MANPOWER PLANNING AND PROCEDURE

QUARTERLY MANPOWER APPROVAL PROCESS

• Regions will forward the details of Projects, with value of projected revenue, SPR and projected
SPR for next Quarter as per Annexure B.5.A1

• Regional Director will approve the total number of manpower to be deployed at the Region in the
next Quarter Based on the SPR/ Business need.

• Final approval of these figures will be obtained from Executive Director by HO HR. Then the regions
can hire/mobilize manpower

• Regional office organogram will be reviewed by the director annually or as and when required.

In case of resignations at Regional Office/Project Site, HO HR will allow recruitment as replacements

without any further approval.

PROJECT ORGANIZATION STRUCTURE

Finalizing Organogram of Regional Office and Project Sites & deleting vacant positions from SAP:

• All Regional Office / function should have approved organogram and all project should have
organogram as per PSE. The manpower requirement in PSE is provisional and subject to approval
by Regional Directors based on Regional SPR/EPR.

• Regional HR will freeze all the positions in SAP and map vacancies in individual projects and
regional functions based on Regional directors’ and ED’s approval.

• Except the approved vacant positions all other vacant position of all projects and Regional Office
will be delimited by HO HR.

• All org. units and positions of Projects and Regional Office will be created by HO HR within two
working day of requisition from Region.

Organization chart will be prepared by HO in OM module as per PSE manpower provision of new
project, only after receipt of PSE manpower from RO HR. For new projects, HO HR will initially create
the Org. Chart based on Tender Provision and once the PSE is approved the same shall be forwarded
to HO HR by Regional HR for necessary modifications / corrections in Organization chart of OM
Module.

B-31
ANNEXURE B.5.A1

Quarterly Manpower Approval Format

TOTAL 2 1 SR. NO.

Name of Project Site
Value of the Project (Rs. Cr.)

Yearly Manpower Plan

PSE Manpower Provision (Nos.)
Original SPR
Budget for the previous year (Rs. Cr.)
Actual Revenue for the previous year (Rs. Cr.)
Actual SPR for previous year
Budget for the current year (Rs. Cr.)
SPR for the current year
Manpower Number for the year
Revenue

PROJECTED
Headcount Apr
Headcount May

Q1
Headcount Jun
SPR
Final Approval Nos.
Actionable Points
Actual Revenue of Q1
Actual SPR of Q1
Revenue PROJECTED

Headcount Jul

Q2
Headcount Aug
Headcount Sept
SPR
Final Approval Nos.
Actionable Points
Actual Revenue of Q2
Actual SPR of Q2
Revenue
PROJECTED

Q3

Headcount Oct
Headcount Nov
Headcount Dec
SPR
Final Approval Nos.
Actionable Points
Actual Revenue of Q3
Actual SPR of Q3
Revenue
PROJECTED

Headcount Jan
Q4

Headcount Feb
Headcount Mar
SPR
Final Approval Nos.
Actionable Points
Revision: 00 B-32
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.6 INTERNAL JOB POSTING POLICY

OBJECTIVE

To offer opportunity for internal candidates for their career growth and advancement through internal
job transfers across HO/ Regions / Line of Businesses within SPCPL.

To optimize use of existing manpower by relocation and redeployment for balancing between surplus
groups and needy groups thereby reducing job loss.

ELIGIBILITY
All regular employees.

POLICY & PROCEDURES

• All job openings in the company will be internally advertised. These job postings will be made
electronically through internal job postings (IJP) (Annexure B.6.A1)

• Job postings will contain detailed job description and all other relevant data about special skills,
location, etc. An interested employee may apply for the same keeping his/ her current
HOD/Regional HR Head informed about the same

• Only if the right candidate is not available internally, recruitment from outside will be permitted

• It is expected from the existing department to release an applicant once selected elsewhere. HR, in
consultation with the Executive Director, will mediate in case of a disagreement, in the overall
interest of the organization as well as the career prospects of the employee

• There will be no changes in the designation/ salary on moving between regions and also between
businesses

• SAP recruitment module will support the IJP platform as per the above policy

B-33
ANNEXURE B.6.A1

Internal Job Posting

COMPANY :
POSITION :
Cadre :
DEPARTMENT :
LOCATION :
REPORTING :
DATE OF POSTING :

Qualification

Contact
HR Person

Apply on
or
before

Note: Interested employee may send CV on approval of his / her current HOD.

Approved by:

Revision: 00 B-34
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.7 EMPLOYEE REFERRAL POLICY

OBJECTIVE
To attract competent candidates through the reference of existing employees and to encourage the
process by a monetary reward.

PROCEDURE
• This policy is applicable to recruitment being carried out at all the locations of SPCPL for all regular
positions.

• HR will publish all vacancies through mass mailers.

• Employees can send resumes of suitable candidates to HR by e-mail or hard copy. It is necessary
that the employee knows the referred candidate professionally to be eligible for the referral reward
which will be verified by HR.

• Employees working in HR or in decision making capacity in the selection process will not be
covered by this scheme.

• Only those candidates introduced to the company for the first time will be covered under the
scheme. If the CV of the candidate is already available with the company, such cases will not be
eligible.

THE SCHEME
• If the referred candidate is selected and joins SPCPL, the employee who has referred the case will
be paid a referral reward, after six months of the candidate’s joining.

• Selected candidate should be on SPCPL roll for at least six months.

• Temporary, Project based, Trainees and Retainership appointments will not be eligible for this
reward.

Referral reward is based on the seniority of the candidates referred, and the current rates of reward is
as below:

Cadre F, SU, TSS, SS : 5,000/-

Cadre S : 7,500/-
Cadre E : 10,000/-
Cadre SM : 15,000/-
Cadre C : 20,000/-

Employees may claim the reward by submitting the form (Annexure B.7.A1) post approval from
Regional Head.
B-35
ANNEXURE B.7.A1

Employee Referral Form

Name Department Date

Month Day Year
Designation Region

This refers to our Employee Referral Scheme. The following candidate/s referred by me
has /have joined the organization as below:

Sr. No Name Location Designation Cadre Date of Source Amount of

Joining (Personal/Professional) Referral
Please Specify

Total

Hence I would like to avail of the following referral reward.

• 5,000/- (F,SU,TSS,SS Cadres)
• 7,500/- (S Cadres)
• 10,000/- (E Cadres)
• 15,000/- (SM Cadres)
• 20,000/- (C Cadres)

Kindly issue my reward Cheque for In words

In favor of .

Signature of Applicant Signature of Head HR Signature of Regional Head

Revision: 00 B-36
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.8 ENGAGING RECRUITMENT CONSULTANT PROCESS

• Positions to be shared with only empanelled recruitment consultants.

• For adding a new recruitment consultant, pre-approval from HO HR will be required before sharing
the position.

• Approval from Regional Heads will be required before outsourcing positions to the consultants.

• In case same candidate is referred by two consultants for the same position, the candidate referred
by consultant first will be considered.

• Recruitment consultant to share recruitment/offer history of candidates, shortlisted, rejected earlier

by other regions or candidates who declined offers or did not join before.

• However, the amount paid for search assignments for higher levels will be negotiable & case
dependent and shall be approved by HR Head at HO.

B-37
B.9 PRE-EMPLOYMENT HEALTH CHECK UP POLICY

OBJECTIVE
The main objective of Pre-employment health check-up is to determine and evaluate the general
health condition of the applicant and to assess and screen individuals for risk factors that may limit
their ability to work efficiently and without any risk to him or others.

APPLICABILITY
Pre-employment Health check-up is compulsory. Each & every selected candidate after interview shall
undergo pre-employment medical examination. This shall also be applicable for trainees hired through
campus recruitment.

PROCESS FOR PRE-EMPLOYMENT CHECK-UP

• The respective Regional HR must inform the selected candidate about pre-employment health
check-up is mandatory and it should be done within seven days of receiving the offer. Details of
medical test need to be done must be send along with offer letter.

• Once the candidate has accepted the offer he needs to go for a pre-employment medical
examination and the offer stands valid subjected to clearance of medical check-up by company
appointed Doctor.

• Selected candidate shall undergo medical test as per the appointment. Candidates are requested
to carry this letter issued by HR at the time of test.

• Post check-up formalities:

- The check-up reports shall be directly delivered by the Centre to the respective HR Dept.
- Respective HR team shall keep track of all the pre-employment medical check-ups.
- The result of medical test (FIT / UNFIT) must be communicated by respective HR to the
candidate through email.

5. In certain exceptional cases wherein the candidate is not in a position to undergo medical
examination at designated centers, he/she shall get the medical examination done with the prior
approval from respective HR Department. After completion of test candidate shall submit the
medical certificate to respective Regional HR. Exception shall not form a precedent for
bypassing the medial examination through empanelled agency.

Tie-up with Agency

HR Dept. shall enter into a Contract with an agency that will be providing the Pre employment medical
check-up services. RO’s which are already having tie-up with local reputed agencies / hospitals may
continue to utilize their services.

Revision: 00 B-38
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

B.10 EMPLOYEE ANTECEDENT VERIFICATION POLICY

OBJECTIVE
The purpose of this policy is to have a detailed background verification of candidate’s that includes
previous employment history, qualifications, experience and other credentials which are connected to
his employment.

APPLICABILITY
This policy shall be applicable to all the positions hired in Deputy Manager (E001 Cadre) & above.

SPECIFICS OF BACKGROUND VERIFICATIONS

Background Verifications shall consist as follows:

• Employment verification - Verification of previous employment of the candidate

• Educational verification - Verification of education qualification of the candidate

• Criminal verification - Police or court record verification on the background of the candidate to
verify involvement in criminal activities

• Address verification - Confirmation of the stated address of the candidate through a

physical visit

• Verification - Feedback on the candidate through professionals provided by the candidate

• Database verification - verification through India specific and Global databases to forward any
negative records on the candidate to the Company

DOCUMENTATION AND PROCEDURES

Documents

SPCPL shall provide the following hard copy / scanned Copy documentation to tied-up Agency:

• Duly filled Candidate Application Summary Form with required education, address & employment
details

• Final year marks sheet or consolidated mark sheet and final or provisional degree certificate.

• Documents pertain to previous employment such as Experience certificate, Salary Slip and
Appointment letter etc.

B-39
Procedure

• In case of E001 and above appointments, respective HR Department shall initiate Background
verification process on the same day of joining of the candidate. For appointments upto E001,
background verification will be done on sampling basis, once in a year.

• Respective HR Department shall obtain prior consent in from Annexure B.10.A1 from the
concerned employee and explain the process before initiating background check.

• If in the Background verification reveals that employee was having any serious misconduct in his
earlier employment or any criminal records, respective HR Head shall discuss with the employee
about the findings and inform him/her that management may take suitable action.

• In case of any negative findings in background screening, Corporate HR Head shall take
appropriate action in consultation with the Management.

• Disqualification of a candidate based on information discovered in the Background verification is

not subject to grievance or appeal by the candidate.

CONFIDENTIALITY
• The documents with respect to Background verification shall strictly remain confidential. The
access to the data shall be limited to authorized person decided by HR Head from time to time.

• Authorized contact list, to whom reference check information can be disclosed shall be provided by
HR Department.

TIE-UP WITH AGENCY

HO HR Department shall enter into a Contract with an agency that will be providing the services on
Pan India basis.

INVOICING & PAYMENT PROCESS

The designated agency shall raise and submit the invoices to the H.O. and respective Regional Offices
on monthly basis (i.e. by 10th of every month). The steps to be followed for processing payments are
as follows:

Sr. No. Activity Timeline

1. Regional HR shall scrutinize / verify the invoices and forward it to 5 days

their respective Accounts Dept.

2. Regional Accounts Dept. to process the invoices and issue cheque / 7 days
electronic transfer (NEFT / RTGS)

Revision: 00 B-40
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

ANNEXURE B.10.A1

Background Verification Form

PERSONAL DETAILS

Name of Applicant
Surname
Middle
First

Place of Birth Date of Birth (dd//mmyy)

Sex Nationality

Father's Name Passport No. SSN No.

(Mandatory for US Address)

Home Phone Office Phone Middle

RESIDENTIAL ADDRESS

Permanent Address

City State Pin Code Phone No.

Residing Since (Mandatory) Residing Till (Mandatory)

Nature of Location: Rented / Owned / Others

RESIDENTIAL ADDRESS

Current Address

City State Pin Code Phone No.

Residing Since (Mandatory) Residing Till (Mandatory)

Nature of Location: Rented / Owned / Others

B-41
 EDUCATION RECORD

EDUCATION RECORD (Start with the latest/highest qualification: please attach photocopies of the documents)
All fields are mandatory

Name & Address of Name & Address of Type of Dates Attended Roll Number /
School / College / University its affiliated Degree/ Registration Number/
Institute Diploma Exam Seat Number
obtained. From To
State "F" for
fulltime and
"P" for part-
time within
breckets

EMPLOYMENT RECORD
If you are still employed in this organization, please fill in the date before which you would not like the verification
to be initiated in the "To" column. If you are not sure or would like to intimate this date later, please write 'Still Employed'

Employer 1 Employee From (mm/yy) To (mm/yy)

ID
Full Name

Address Phone Number

City State Country Postal Copy

Job Title Reason of Leaving

Designation Final Salary (Annual CTC)

Supervisor Name & Title HR Manager Name

Supervisor's Phone Number HR Manager Phone Number

Revision: 00 B-42
Date of Release: December 2019
 Human Resources
Policy Manual
TALENT ACQUISITION -
SP WAY OF STRATEGIC HIRING

EMPLOYMENT RECORD

Employer 2 Employee From (mm/yy) To (mm/yy)

ID
Full Name

Address Phone Number

City State Country Postal Copy

Job Title Reason of Leaving

Designation Final Salary (Annual CTC)

Supervisor Name & Title HR Manager Name

Supervisor's Phone Number HR Manager Phone Number

References: Please give details of 3 references, preferably not related to

Particulars Reference 1 Reference 2 Reference 3

Name

Organization

Position

Address (Location)

Telephone

Relationship

B-43
Information Release Form

To Whom It May Concern

Please print

I
Last name First name Middle name

I hereby authorize (The Company) and/or or their authorized representatives and contractors to verify
information presented on my employment application/resume and to procure an investigative report or
consumer report for that purpose.

I hereby grant authority for the bearer of this letter to access or be provided with full details

• of my previous employment record held by any company or business for whom I previously
worked. This information should include the dates of employment; the nature of the position held,
[details of my salary upon departure] and an appraisal of my performance, capabilities and
character. In addition, please provide any other pertinent information requested by the individual
presenting this authority. I hereby release from liability all persons or entities requesting or supplying
such information.

• of my qualification/degree (copy of my certificates attached)

• information in respect to my character from the records maintained by local authorities

Signature Date: dd / mm / yyyy

Revision: 00 B-44
Date of Release: December 2019
 Human Resources
Policy Manual

B-45
NEW EMPLOYEE ASSIMILATION
(INDUCTION)
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

C.1 JOINING PROCESS

OBJECTIVE
Every new employee who joins Shapoorji Pallonji should feel comfortable and welcomed to the
organization. HR ensures that the new employee’s joining formalities are done in a systematic manner
and necessary support is forthcoming.

ON BOARDING
All new entrants in the organization will join in their respective Regional Offices or Head Office. On the
day of joining they will meet the concerned HR staff to facilitate completion of all joining formalities,
including transfer of Provident Fund, filling of nominations forms, etc.

PRE-JOINING
• HR will decide different touch points during pre-joining period

• For any new employee at Regional Office or HO, HR associates will identify the workstation
/cubical/ cabin as per entitlement and availability of the same

• For new employee joining at the Project Site, Project Manager & Site Admin to be intimated about
the New employee at least 3 days in advance for necessary arrangements pertaining to Staff Mess
& other facilities

• For new employee joining at Project Site, the Travel plan to be intimated to the Admin Department
at least 2 days before to make necessary travel arrangements

JOINING
• HR associates to welcome the new employee to the organization

• HR associates to give a brief introduction about the organization

• New employee will be provided with Joining Kit (consisting of joining forms, Company Dairy, Pen,
Quality, Health, Safety & Environment Policy, Welcome note from HR Head / Executive Director) –
Refer (Annexure C.1.A1)

• Verification of the duly filled up forms and collection of necessary documents to be done by the HR
associates

• Registration of new employee in attendance management system and explain attendance system
and leave rules

• Bank Account Opening for the new joiners are to be facilitated on the day of joining by the HR
associates

• Lunch to be organized for new employee by the Company on joining day

C-1
• New employee to be given the Travel ticket, in case the candidate is deployed at outstation
projects

• The joining process needs to be completed by the end of the first day

JOINING KIT
HR will keep the Joining Kit ready along with the copy of the offer letter made to the new employee.
The Joining Kit will consist of the following documents:
• Joining Report Form (In triplicate) (HR #C/ JR1)
• Employee Data Form (HR# C/ JR2)
• Provident Fund & Pension Scheme Membership Form (HR# C/ JR3)
• ESI Membership Form (If applicable) ((HR# C/ JR4)
• Gratuity Nomination Form (HR# C/ JR5)
• Payment of Wages Nomination Form (HR# C/ JR6)
• Group Mediclaim Policy Nomination Form (HR# C/ JR7)
• Bank Account opening Form (Available with Accounts)
• Undertaking - Confidential information (HR# C/ JR8)

The HR associates , on the day of joining itself will ensure that all joining formalities are completed by
the new employee. All the fields in the Joining Report and the details in the Joining Kit are mandatory
and should be completed.

Every new employee will fill the “Joining Report Form” in triplicate, which will be used by the HR
associates to generate the ERP No. for the new employee. This form has to be signed by the
employee, HOD, the concerned Regional HR Head and the HO HR associates before it is sent to
Accounts for inclusion in the Payroll.

POST JOINING
• HR to intimate all internal stake holder about the new hire
• Issuance of Identity Card within 15 days
• Support for opening of Salary account
• Provide IT set up where ever required as per eligibility
• Provide all necessary support to settle down
• Induction as per requirement of the position
• Appointment letter will be issued within 15 days of joining or submission of all documents as per
recruitment policy. Subsequent to post joining formalities, HR will prepare Personnel file for every
new employee. All the documents shall be maintained in the personnel file
Revision: 00 C-2
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

C.1 JOINING PROCESS

PERSONNEL FILE
The HR associates who is doing the joining formalities will be responsible to ensure that the following
documents are available for preparing the personnel file of the employee:

• Updated CV of the employee

• Employee Data Form

• Interview Rating Form

• Recruitment Recommendation Summary

• Applicant Summary

• Copy of Appointment letter duly accepted by the employee

• Medical Reports

• Three passport size photos

• All scanned document copies as listed in the joining kit

• Reference check reports

• SSC / HSC certificate for date of birth

• Degree / Diploma certificate & Testimonials for Educational qualifications

• Relieving certificate from last employer, where applicable

• Passport, if available

• Permanent A/c Number (PAN) & Aadhar card

• Certificates of employment from all previous employers

One copy of each of these documents, after verifying with the original and duly certified by the
concerned HR Manager shall be retained in the Personnel file of the employee as per Annexure
C.1.A2

UPDATION OF PERSONAL FILE

• Employees must regularly update HR on any change in personal records such as Upgradation of
educational qualifications, changes in address, telephone number, marital status, number of
dependents or changes in dependents and / or change in nominees for PF, Gratuity etc

• The concerned employee shall send a written application to respective HR through the HOD for
update of the personal records of the employee. All update requests must be supported by valid
documents

• A return mail confirming the update would be sent by the respective HR to the employee
C-3
PROVIDENT FUND MEMBERSHIP FORM
All new employees must fill the membership form for Provident Fund as per the prescribed form. It
must be filled completely with details of previous employer’s PF & Family pension membership
numbers and details of nominees of the new employee

ESI MEMBERSHIP FORM (IF APPLICABLE)

Where the new employee is coverable under the ESI scheme, the concerned HR associates has to
ensure that the ESI form is filled and completed by the new employee. ESI membership registration is
done on-line and hence it is essential to capture all relevant details on the day of joining of new
employee.

HR will advise the new entrant, where applicable.

NEW EMPLOYEE CODE

When the new employee fills the Joining Form as mentioned above, the HR Associate will generate the
ERP No. from the system and fill in the form as well as inform the ERP No. to the employee. This
number will have to be quoted for all future transactions by the employee.

TEMPORARY ACCOMMODATION FOR NEW EMPLOYEES

New employees who join from outstation to be provided help in settling down. Therefore such
employees may be provided temporary accommodation either in Company’s Guest House or in any
Hotel as per the Domestic Travel policy entitlement, of the employee for a limited period not exceeding
fourteen days on ‘bed & breakfast’ basis.

IDENTITY CARD
The Company has implemented in all its Project location & Offices a Biometric attendance process.
The HR associates will issue a “Identity card” to the new employee. All employees are expected to
display the Identity card while in office.

OFFICE SPACE / DESK TOP PC / LAPTOP

The HR associates will organize suitable office space for the new employee at his / her place
of posting and also arrange Desktop PC or Laptop as per the requirement of the job / position. It
is the responsibility of the new employee to keep the company property in proper and safe condition.

Revision: 00 C-4
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

C.1 JOINING PROCESS

E-MAIL FACILITY
The HR Associate will arrange for creation of e-mail id for all new employees after generating the ERP
No. through the IT Department, as applicable and intimate the same to the employee. The new
employee upon creation of his / her e-mail id will be able to get SPARK access.

VISITING CARDS
HR Departmental representative will arrange for Visiting cards, wherever applicable, for the new
employee and make the cards available at the earliest. Employees who have to represent the
company to outside world will be eligible.

OFFICE STATIONERY
HR / Departmental representative will arrange for the necessary stationery for the new employee on
the date of joining.

INTRODUCTION OF NEW EMPLOYEE

HR / Departmental representative will introduce the new employee to all the colleagues in the
Department over a brief tea meeting, along with the HOD.

C-5
C.2 INDUCTION PROCESS

INITIAL INDUCTION AT HEAD OFFICE AND REGIONAL OFFICE

FOR LATERAL HIRES
After completion of joining formalities all the new recruits will undergo a structured induction program.
HR associates will give details about the Organization, Region, Projects, Organogram at the Function
/ Regional Office. For senior positions such Project Managers and HODs, HR may device an induction
schedule with time frame. During induction, as per time frame of said schedule, the new employee will
spend time at various departments of HO/ Regional Office and interact with all the employees
including HODs / Functional Heads to have an overall understanding of the processes and practices of
all departments. For Employees joining in E003 and above cadre, initial Induction will be of 2 days with
scheduled interaction with all HODs.

Once the induction is complete at all Departments of Regional Office / HO, the new employee will be
joining at the Project Site or Department.

INDUCTION OF ALL SM AND ABOVE CADRE EMPLOYEES AT HO

The employees recruited in SM and above cadre across all regions will undergo an induction at HO for
2 days. HO HR will prepare a program for such induction scheduling appointments with the Directors
and Functional Heads. HO HR will intimate the Regional HR about the same.

GROUP INDUCTION
After the Departmental/Regional induction, but within a period of two months, all employees joined at
a particular RO/location will undergo a Group Induction. The focus will be more on Organizational level
inputs with emphasis on our Organisation Culture, Beliefs, History & Evolution, Business Philosophy,
People, Process capabilities, Opportunities, Future plans, etc.

HR will ensure that Group Induction is done in all locations every two month.

ORGANIZATION ANNOUNCEMENT
For levels of General Managers and above, a formal announcement will be made across the
organization with a brief introduction of the new employee by the Business Head. This will be
coordinated by HR.

Revision: 00 C-6
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

C.3 PROBATION & CONFIRMATION PROCESS

OBJECTIVE
The probation period is a period for understanding about the Organization, its processes and people
for the new employee and to start functioning in his role. A formal performance assessment and
feedback process will be followed for confirmation in service.

ELIGIBILITY & COVERAGE

All new employees joining the organization in cadres upto and including C001-A will undergo a
probation period of 6 months. Employees in Cadres C002 and above may be recruited directly as
confirmed employees.

POLICY
• The Departmental head and colleagues need to be sensitive and supportive to the new member of
the team. The probationer must be constantly encouraged to learn and the immediate superior
must keep in regular touch with him.

• Soon after the formal induction, the HOD will set targets for the new employee in consultation with
him, and in achieving the same emphasis will be laid on team effort and collaboration.

PROCEDURE
• The probation period is normally for a period of 6 months from the date of joining. Those who join
between the 1st and 14th will be confirmed effective 1st and those who join between the 15th and
the last day of the month, will be confirmed effective 15th.

• A Confirmation appraisal form will be utilized for “Confirmation appraisal” process (Annexure
C.3.A1)

• The HR associates will study the appraisal and will revert to the HOD and to the employee,
wherever necessary.

• The HR associates will also be available for joint counseling, if necessary.

• The appraisal discussions and the submission of “Confirmation appraisal form” is essential for the
process of confirmation. While HR will ensure appraisal discussion and confirmation in time, the
process necessitates a formal appraisal meeting between the manager and the employee.

• Engineer Trainees and Management Trainees have a training period of one year and will be
confirmed based on the Confirmation appraisal discussion and feedback.

• 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:
a) The performance of the probationer is not upto the expected level.
b) A mis-match between probationer’s values and organizational values.
c) Any disciplinary issue.
C-7
• The confirmation letter will be handed over personally by the HOD along with the immediate
superior.

• After getting a reasonable opportunity and feedback, if the performance of the probationer fails to
meet the expected standard, the services will be terminated.

CONFIRMATION INCREMENT
All confirmations between April and December will be administered an increment, subject to following
performance ratings:

A, A+, A++ 5% of CTC

Those getting confirmed during January to March will be covered for revision along with the annual
revision due effective 1st April.

Revision: 00 C-8
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

ANNEXURE C.1.A1

Joining Kit

HR will keep the Joining Kit ready along with the copy of the offer letter made to the new employee.
The Joining Kit will consist of the following documents:

• Joining Report Form (In triplicate)

• Check List for Induction

• Employee Data Form

• Provident Fund & Pension Scheme Membership Form (Form 2 & Form 4)

• ESI Membership Form (If applicable)

• Gratuity Nomination Form

• Payment of Wages Nomination Form

• Group Mediclaim Policy Nomination Form

• Bank Account opening Form

• Vision Mission statement

• Quality, Health, Safety and Environment policy

• Undertaking - Confidential information

• Antecedent verification consent form

C-9
ANNEXURE C.1.A2

Joining documents check List - New Joining

Name Site

Cadre Date of Joining ERP No.

Sr. No. Item Remark

1 Copies of Educational Certificates

2 Copies of Experience Certificates
3 Relieving Letter from last employer
4 Photo
5 PAN Card copy
6 Aadhar Card copy
7 Address Proof
8 Signed copy of Appointment letter
9 PF Form 2 (Nomination)
PF Form 11 (PF & Pension Scheme)
PF Form A (SPCPL)
PF Form 13 (Transfer of PF)
10 PF statement of Previous company Cancelled Cheque &
Saving account number
11 Gratuity Nomination – Form – F
12 Payment of Wages – Form – 1
13 Medical Certificate
14 Confidentiality Undertaking
15 Bank Account Opening Form
16 E-mail ID
17 Office Space
18 Lap Top / Desk Top
19 Visiting Cards
20 Office Stationery

HR Dept. Region

Revision: 00 C-10
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

ANNEXURE C.1.A3

Regional Induction Checklist

Date
Month Day Year

Name Site

Cadre Designation

TASK REMARKS
Welcome Letter
Medical Fitness Report
Joining Forms
PF Form-11
Bank Account Opening
Vision & Mission Statement
Organizational History & Roadmap (Induction Presentation)
Ongoing Projects
Regional/ HO HOD’s INTRODUCTION
Introduction to Internal Portals (SPARK, SKILLPORT, ESS)
LUNCH

C-11
ANNEXURE C.1.A4

Site Induction Checklist

Date
Month Day Year

Name Site

Cadre Designation

TASK REMARKS
INTRODUCTION
Intimation to Admin about joining of new employee
before a week
Allotment of Office Space (Workstation/Engineers room)
Issuing of ID Card
Access to SP mail
Guest House arrangements
Introduction to PM/ Department Head
Introduction to Site staff
HSE INDUCTION & PPE
PROJECT BRIEF
(Scope of work, Contract terms and conditions,
Project milestones and schedule, Productivity norms)
Role and Responsibility
QUALITY
(Quality Objectives & Plan, Method statements,
IMS Orientation)
Processes of Material Management

Revision: 00 C-12
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

ANNEXURE C.1.A5

On Boarding Feedback Form

Date
Month Day Year

Name Site

Employee Code Designation

Instructions: Respond to each question by selecting 1 of the 5 options that indicates the degree to which you
agree with that statement. Please be candid in your evaluation and make any additional comments you wish
at the end of the questionnaire. (Pre-hire communication with hiring team was satisfactory.)

Strongly Agree Agree Neutral Disagree Strongly Disagree

Overall, I was satisfied with the hiring process and joining formalities.

Strongly Agree Agree Neutral Disagree Strongly Disagree

Overall, I was welcomed by my manager/supervisor on my first day.

Strongly Agree Agree Neutral Disagree Strongly Disagree

On the day of joining at my work place was assigned to me. (applicable to office staff)

Strongly Agree Agree Neutral Disagree Strongly Disagree

IT resources (including Desktop/Laptop, phone and email id and others if required) were ready for use within
my first week of joining.

Strongly Agree Agree Neutral Disagree Strongly Disagree

Accomodation, if availed was ready for occupancy & well maintained

Strongly Agree Agree Neutral Disagree Strongly Disagree

My supervisor provided me with a clear and concise explanation of my duties and job expectations.

Strongly Agree Agree Neutral Disagree Strongly Disagree

My supervisor discussed my KPIs with me.

Strongly Agree Agree Neutral Disagree Strongly Disagree

My colleagues and managers ensured that I get all the necessary support I needed during my onboarding
period.

Strongly Agree Agree Neutral Disagree Strongly Disagree

I am satisfied with the overall "Onboarding Orientation" that I have received.

Strongly Agree Agree Neutral Disagree Strongly Disagree

Please write down any comments or suggestions on how we can improve our process

Thank You for Your Participation

C-13
HR#C/JR1

Joining Report
(To be filled in by New Entrants & Transferred Employees)
1000 GF 08008
ERP No.:

To: HR Department, Mumbai

This is to confirm that I have joined (*) Shapoorji Pallonji And Company Private Limited, as per the
following particular s:

Name in Full:

Grade:

Date of Birth:

Designation:

Date of Joining (*):

Appointment / Transfer Letter Ref & Date:

Name of the Project / Department:

Name of the Regional Office / Location:

Employment Status Probation Regular Trainee Temporary Retainership Project Based

Previous Company’s Provident Fund A/c No:

Previous Company’s Family Pension Fund A/c No:

Bank Name
Bank A/c No. Current Saving
In case of Transfer, (Region to Region), Please fill up the following:
(*Employees transferred from one Region to another shall give the date of joining at the new Region & not the
original date of joining the Company)

1. Region from where transferred:

2. Project / Location from where transferred:

3. Last Date attended in the previous location:

Name & Signature

EMPLOYEE PM/RGM/HOD RO - HR HO - HR HO - ACCOUNTS

Revision: 00 C-14
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

HR#C/JR2

Employee Data Form

1000GF08009
PHOTO
SHAPOORJI PALLONJI AND COMPANY PRIVATE LTD.
Corporate HRD (E&C)

PERSONAL DATA
Note: To be filled by the Employee in his / her own handwriting
Surname First name Middle name Previous name, If any

Sex Date of Birth Marital status Religion Nationality Tick the category’ you
M/F DD MM YY belong to
OBC / BC / SC / ST / NT
Passport No. Passport Expiry Date Countries Travelled OPEN
OTHERS
MEDICAL DETAILS LANGUAGE KNOWN
Blood Group Major illness/operation Language Speak Read Write
Height (cm) undergone in last 3 yrs.
(Indicate
whether fluent,
Weight (kg) fair or poor,
Power of Lens underline
mother
Left Eye Date of Operation
tongue)
Right Eye No. of days Hospitalized
Physical Disability, If any
ADDRESS DETAILS
Present Address Permanent Address

State State
Pin code Pin code
Tel/Cell Tel/Cell
E-mail E-mail
Name Address
Emergency Relationship
Contact Tel / Cell
E-mail State
FAMILY BACKGROUND (Details of parents / spouse / children)

Name Relationship Occupation Dependent Date of Birth

(Y/N)
Father
Mother
Spouse
Son / Daughter
Son / Daughter
Son / Daughter

C-15
 EDUCATION QUALIFICATIONS (Starting with SSC)

Qualification Branch of Study Year of Name of Name of College/ Class/ *F/P/

passing School University Grade C/D

(* F-Full time, P-Part Time, C-Corrspondence, D-Distance Learning)

EXTRA CURRICULAR ACTIVITIES
Activity / Sport Year Level of participation Position held Prizes won

MAJOR TRAINING UNDERGONE

Name of the Training

Duration Year Institute / Organization Place Certificates Awarded
Course

PAPERS PUBLISHED / PRESENTED

Title Name of the Seminar / Paper presented / Published Date

SCHOLARSHIPS / MERIT AWARDS

National State / University / Board College / School

Revision: 00 C-16
Date of Release: December 2019
C-17
Industry Designation Reporting to Duration of Service
Function/ on leaving
Company Industry Type Classification
Department Name & From To
* (@) On Joining On Leaving Designation Date Date
(INDUCTION)

Previous Experience Details

NEW EMPLOYEE ASSIMILATION

*Industrial - Factories, Power Stations, Treatment Plants, Buildings - Commercial, IT, Malls, Residential, Hospitality, Health Care, Roads & Infrastructure Projects;
Others. @Contracting Firm, Developer, Client, PMC; Others.
Policy Manual
Human Resources
PROFESSIONAL MEMBERSHIP

Duration
Institute Name Status of Membership for positions held if any
From To

GENERAL INFORMATION

Have you ever been employed by us or any of our Subsidiary / Associate Companies? If yes, give details:

Is any of your relatives employed by us Name Position / Company

or by any of our Subsidiary / Associate
Companies?

Declaration under Section 314 of the Companies Act 1956 as amended 1974

Hereby declare that I am not connected with any of the Directors of the company as his partner or his relative as
defined under Section 6 of the Companies Act 1956.

OR
I hereby declare that I am Partner/Relative of Mr. /Ms. a Director of the Company.

I declare that the information given above is true to the best of my knowledge. Any false or incorrect information
furnished above will result in disciplinary action being taken against me including removal from the service.

Date Place Signature of the employee

For office use only

(To be verified by Regional HR associates ) (To be signed by Corporate HR)

All documents have been verified by the undersigned

and they are in line with what employee has mentioned.

Signature: Signature:

Name: Name:

Revision: 00 C-18
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

HR#C/JR3

SHAPOORJI PALLONJI AND COMPANY PRIVATE LIMITED

EMPLOYEES’ PROVIDENT FUND
Form ‘A’ (Form of Agreement & Declaration)
P.F.A/C No. : MH/BAN/19844/EXM/
P.S.95 A/c No.:MH/BAN/19844/EXM/

I HEREBY DECLARE THAT I have read the Rules & Regulations of the SHAPOORJI PALLONJI AND
COMPANY PRIVATE LIMITED. EMPLOYEES’ PROVIDENT FUND. And I agree to be bound by them
and the amendments made therein from time to time.
(To be filled in by Office) Dated_______Day of _________________________________20___

NAME:
(Mr./Miss/Mrs.)
Fathers/Husbands
NAME:
SURNAME:

PERMANENT ADDRESS*:

LOCAL ADDRESS*:

Date of Birth:

Date of Appointment:

Date of Joining:

Qualification: Designation:

I am a member of’ **
Provident Fund - Yes / No

Family Pension Fund Scheme - Yes / No

Signature of Employee
Witness (1) Full Name

Address

Occupation Signature

Witness (2) Full Name

Address

Occupation Signature

C-19
Rubber Stamp Containing

Name & Address of Regional Office

Authorised Signatories

Note: THIS ENTIRE FORM SHOULD BE FILLED IN BLOCK LETTERS EXCEPT FOR SIGNATURES

* Address means Residential Address and not the Address of the Place of Work.

** Here mention the name of Provident Fund in which the applicant is a member of any Provident Fund
before joining For SHAPOORJI PALLONJI AND COMPANY PRIVATE LIMITED.

Revision: 00 C-20
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

FORM NO.11 (EPF)

Employees’ Provid
THE EMPLOYEES’ PROVIDENT FUNDS SCHEME, 1952 (PARAGRAPH
DECLARATION BY A PERSON TAKING EMPLOYMENT IN AN ESTABLISHMENT ON WHICH EMPLOYEES’

1) NAME MR. MS. MRS.

(PLEASE TICK)

2) DATE OF BIRTH D D M M Y Y Y Y 3) GENDER MALE FEMALE TRANSGENDER

(PLEASE TICK)

4) RESIDENCE TELEPHONE NUMBER

MOBILE NUMBER

5) EMAIL ID (IF ANY)

6) FATHER’S NAME / MR.

HUSBAND’S NAME

7) RELATIONSHIP IN RESPECT OF (6) ABOVE FATHER HUSBAND

(PLEASE TICK)

8) WHETHER EARLIER A MEMBER OF THE EMPLOYEES’ PROVIDENT FUND SCHEME, 1952?

(PLEASE TICK) YES NO FROM D D M M Y Y Y Y TO D D M M Y Y Y Y
9) WHETHER EARLIER A MEMBER OF THE EMPLOYEES’ PENSION SCHEME, 1995?
(PLEASE TICK) YES NO FROM D D M M Y Y Y Y TO D D M M Y Y Y Y

IF RESPONSE TO ANY OR BOTH OF (8) & (9) ABOVE IS YES, THEN MANDATORILY FILL UP THE PREVIOUS EMPLOYMENT DETAILS AT (10,11 & 12)
9-A
a) I was last employed in

(Name, Full Address & Tel. No. of the Establishment)

and left service on:

b) I was / I was never* a member of Provident Fund

(Name of PF Tryst or Address of EPFO Office by whome the Provident Fund Accounts of the previous establishment is maintained with)

and my Provident Fund Scheme, 1952 Account number was

(Number to be prefixed by the Company Code Number)
I was / I was never* a member of Pension Scheme, 1995
(Number of the EPFO Office by whom the Pension Scheme 1995 Accounts of the previous establishment was maintained with)

and my Pension Scheme, 1995 Account number was

(Name of the EPFO Office by whome the Pension Scheme 1995 Accounts of the previous establishment was maintained with, if allotted a separate one)
c) I have / I have not* withdrawn the benefit accruing from The Provident Fund Scheme, 1952
d) I have / I have not* withdrawn the benefit accruing from The Pension Scheme, 1995.
e) I am a holder / I am not a holder* of Scheme Certificate.
f) I am drawing / I am not drawing* Monthly Members Pension under EPS 95.
g) I have / I have not* contributed to the social security programme in (Name of Country) from
to which has / has not entered into a Social Security Agreement with India.

* Strike out whichever is not applicable.

PREVIOUS EMPLOYMENT DETAILS

10) THE DETAILS OF THE UNIDERSAL ACCOUNT NUMBER (UAN) / PREVIOUS PF MEMBERSHIP ID:
UAN

PREVIOUS PF MEMBERSHIP ID REGION CODE OFFICE CODE ESTABLISHMENT ID EXTENSION ACCOUNT NUMBER

11) DATE OF EXIT FROM PREVIOUS P.F. D D M M Y Y Y Y

MEMBERSHIP ID (DD/MM/YYYY)

12) (A) IF SCHEME CERTIFICATE IS ISSUED FOR THE PREVIOUS EMPLOYMENT, THEN SCHEME CERTIFICATE NUMBER:

(B) IF PENSION PAYMENT ORDER (PPO) IS ISSUED FOR THE PREVIOUS EMPLOYMENT, THEN PPO NUMBER:

C-21
ent Fund Organization
34 & 57) & THE EMPLOYEES’ PENSION SCHEME, 1995 (PARAGRAPH-24)
PROVIDENT FUND SCHEME, 1952 AND / OR EMPLOYEES’ PENSION SCHEME, 1995 IS APPLICABLE
(PLEASE GO THROUGH THE INSTRUCTIONS)

OTHER DETAILS

13) INTERNATIONAL WORKER YES NO

(PLEASE TICK)

IF THE REPLY TO (13) ABOVE IS YES, THEN ENTER THE DETAILS IN 13(A), 13(B) AND 13(C):

13 (A) COUNTRY OF ORIGIN INDIA OTHER THAN INDIA (IF YES, PLEASE MENTION NAME OF THE COUNTRY)
(PLEASE TICK)

13 (B) PASSPORT VALID FROM D D M M Y Y Y Y TO D D M M Y Y Y Y

13 (C) PASSPORT NUMBER

14) EDUCATIONAL QUALIFICATION ILLITERATE NON-MATRIC MATRIC SENIOR SECONDARY GRADUATE POST GRADUATE DOCTOR TECHNICAL/PROFESSIONAL
(PLEASE TICK)

15) MARITAL STATUS MARRIED UNMARRIED WIDOW/WINDOWER DIVORCEE

(PLEASE TICK)

16) SPECIALLY ABLED YES NO IF YES, TICK THE CATEGORY

(PLEASE TICK)
LOCOMOTIVE VISUAL HEARING

17) KYC DETAILS

a) NAME OF BANK

b) BANK ADDRESS

PIN CODE

c) BANK A/c. NO.

d) I.F.S.C. CODE

e) INCOME TAX PERMANENT

ACCOUNT NUMBER (PAN)

f) AADHAAR CARD NO.

g) KYC DOCUMENTS ATTACHED (SELF ATTESTED) (PLEASE TICK):

AADHAR CARD or
BANK PASS BOOK BANK CHEQUE P.A.N. CARD PASSPORT
(Refer Point No. 18 C)

RATION CARD VOTER ELECTION CARD E.S.I. CARD DRIVING LICENCE

MANDATORY FIELD / ATTACHMENT

NOTE: PAN, AADHAAR AND CORE SAVING BANK ACCOUNT NUMBER ALONG WITH IFSC CODE IS MANDATORY. YOU ARE HOWEVER ADVISED TO PROVIDE ALL KYC
DOCUMENTS AVAILABLE WITH YOU IN ADDITION TO MANDATORY KYCs TO AVAIL BETTER SERVICES. SELF-ATTESTED PHOTOCOPIES OF THE DOCUMENTS MUST BE
ATTACHED WITH THIS FORM AND SELF ATTESTATION SHOULD BE DONE ON THE RIGHT HAND BOTTOM SIDE. THE SELF ATTESTED BANK ACCOUNT DOCUMENT WILL
EITHER A COPY OF THE BANK PASS BOOK OR AN ORIGINAL CANCELLED CHEQUE CONTAINING ACCOUNT HOLDERS NAME. ACCOUNT NUMBER I.F.S.C. CODE AND NAME
AND ADDRESS OF THE BANK EMPLOYEES HOLDING AN UNIVERSAL ACCOUNT NUMBER PLEASE NOTE THAT THE BANK ACCOUNT DOCUMENT SHOULD BE THE SAME AS
GIVEN PREVIOUSLY TO THE EX-EMPLOYER FOR THE PURPOSE.

(P.T.O)

Revision: 00 C-22
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

FORM NO.11 (EPF)

18. UNDERTAKING

A. I CERTIFY THAT ALL THE INFORMATION GIVEN ABOVE IS TRUE TO THE BEST OF MY KNOWLEDGE AND BELIEF.
B. IN CASE, EARLIER A MEMBER OF EPF SCHEME, 1952 AND / OR EPS, 1995.
(I)I HAVE ENSURED THE CORRECTNESS OF MY UAN / PREVIOUS PF MEMBERSHIP ID.
(ii) THIS MAY ALSO BE TREATED AS MY REQUEST FOR TRANSFER OF FUNDS AND SERVICE DETAILS IF APPLICABLE FROM THE PREVIOUS ACCOUNT AS DECLARED ABOVE TO THE PRESENT
F ACCOUNT. (THE TRANSFER WOULD BE POSSIBLE ONLY IF THE IDENTIFIED KYC DETAILS APPROVED BY PREVIOUS EMPLOYER HAS BEEN VERIFIED BY PRESENT EMPLOYER USING
DIGITAL SIGNATURE CERTIFICATE).
(iii) I AM AWARE THAT I CAN SUBMIT MY NOMINATION FORM THROUGH UAN BASED MEMBER PORTAL.
C. I HEREBY DECLARE THAT I DO NOT HAVE THE AADHAAR CARD AND ON ACQUIRING THE SAME, I SHALL IMMEDIATELY FORWARD THE SELF ATTESTED COPY OF THE SAME TO P.F. DEPT
AT S.P.C.P.L. COLBA, MUMBAI. STRIKE OUT IF NOT APPLICABLE ELSE WRITE

DATE SIGNATURE OF MEMBER

19. TO BE FILLED IN BY H.R. DEPT.:

E. R. P. - EMP. No.: D.O.J. BASIC SALARY AT THE TIME OF JOINING Rs. P.M.

VERIFIED THE PARTICULARS IN THIS FORM AND FOUND CORRECT.

NAME: SIGNATURE:
SHAPOORJI PALLONJI AND COMPANY PRIVATE LIMITED REGIONAL AUTHORISED SIGNATORY.

ANY ALTERATIONS / CHANGES IN THE

Instruction for filling

A Form to be filled in ENGLISH and in BLOCK LETTERS and in all its entirely. Signature of Employee / Member is required wherever cancellations / alterations occur. It is preferable to
use a fresh form in case of several cancellations / alterations. Declaration once given and accepted as valid cannot be subsequently changed.

B Each box, wherever provided, should contain only one character (alphabet / number/ punctuation sign) leaving a blank box after each word.

C. This form shall be examined by the Provident Fund Authorities at the time of inspections.

D. The item-wise instructions to fill up the form are as follows: (in which the words 'You', 'Yours' means the concerned Employee / Member who has to fill this form).

1 In Item No.1 - Please tick the Title (Mr/Ms/Mrs.) and write full name in the form (preferably as per PAN). It is reiterated that each box

2 In Item No.2 - Please provide Date of Birth in the form (DD/MM/YYYY).

3. In Item No.3, - Please Tick the relevant Box to indicate the Gender of the Employee / Member.

4. In Item No.4 - Please provide Employee's / Member's Residence Telephone Number and also mention the Mobile Number on which formal communication can be established and
necessary information can be provided through S.M.S. to the member.

5. In Item No.5 - Please provide E-Mail ID on which formal communication can be established and necessary information can be provided through email to the Employee / Member.

6. In Item No.6 - Please provide Employee's / Member's Father's / Husband's Name in full. It may please be noted that the Title (Mr.) should not be entered again in the boxes provided
to write full name.

7. In Item No.7 - Please tick the relevant box in item No.6 based on Item No.7 indicating the relationship i.e. Father or Husband. \

8. In Item No.8 - It is mandatory to tick 'YES' if you have previous membership of the Employees' Provident Fund Scheme, 1952 otherwise 'NO'. If 'YES' Please fill form and o date.

9. In Item No. 9 - It is mandatory to tick "YES" if you have previous membership of the Employees' Provident Fund Scheme, 1995 otherwise 'NO'. If 'YES' Please fill form and o date.

Please fill all the points covered in Item No. 9-A (a), (b), (c), (d), (e), (f) & (g). If this is your first job, Please write N.A. in all these items, as they are not applicable to you.

9-A (a) in this item, Please write particulars (viz. Full Name, Address & Telephone Number) of your previous employer prior to joining our Organization. Please also write the date you left
service of your previous employer.

Item No. 9-A (b), (c), (d), (e), (f) & (g) please strike out i.e. draw a horizontal line across what is not applicable in your case. Please do not use tick ( ü ) mark, oblique (/_ or stroke (\).
Please fill required information in wherever Blank space (__________), is provided.

If you have ticked 'YES' in any or both of Item No. (8) & Item No. (9) in this form, please follow point 10, 11 & 12 to fill up the previous employment details at item No. 10,11,12,
otherwise follow 12 onwards. This is very important and should be entered with utmost care as the number of services including tagging of various member IDs with UAN and its
portability are dependent on these details.

C-23
 20 DECLARATION BY PRESENT EMPLOYER

A. THE MEMBER Mr / Ms. / Mrs. HAS JOINED ON AND HAS BEEN ALLOTTED,
P. F. MEMBER ID MH / BAN / 19844 / X / AND PENSION SCHEME 1995 A/c. No. ,H / BAN / 19844 / X /
B. IN CASE THE PERSON WAS EARLIER NOT A MEMBER OF EPF SCHEME, 1952 AND EPS 1995:
• (POST ALLOTMENT OF UAN) THE UAN ALLOTTED FOR THE MEMBER IS
• PLEASE TICK THE APPROPRIATE OPTION:
THE KYC DETAILS OF THE ABOVE MEMBER IN THE UAN DATABASE
HAVE NOT BEEN UPLOADED
HAVE BEEN UPLOADED BUT NOT APPROVED
HAVE BEEN UPLOADED AND APPROVED WITH DIGITAL SIGNATURE CERTIFICATE.
C. IN CASE THE PERSON WAS EARLIER A MEMBER OF EPF SCHEME, 1952 AND EPS. 1995:
• THE ABOVE MEMBER ID OF THE MEMBER AS MENTIONED IN (A) ABOVE HAS BEEN TAGGED WITH HIS / HER UAN / PREVIOUS MEMBER ID AS DECLARED BY MEMBER.
THE KYC DETAILS OF THE ABOVE MEMBER IN THE UAN DATABASE HAVE BEEN APPROVED WITH DIGITAL SIGNATURE CERTIFICATE AND TRANSFER REQUEST HAS BEEN GENERATED
ON PORTAL
THE DIGITAL SIGNATURE CERTIFICATE OF ESTABLISHMENT HAS BEEN REGISTERED WITH EPFO, AND HE MEMBER IS ALSO INFORMED TO EITHER FILE PHYSICAL CLAIM (FORM-13) OR
APPLY THROUGH ONLINE TRANSFER CLAIM PORTAL (OTCP) FOR TRANSFER OF FUNDS HIS / HER PREVIOUS ESTABLISHMENT.

DATE: For Shapoorji Pallonji And Company Private Limited

SHAPOORJI PALLONJI AND COMPANY PRIVATE LIMITED

Corporate HRD (E&C)
Authorised Signatory

FORMAT OF THIS STRICTLY PROHIBITED.

up Declaration Form

10 Please fill Universal Account Number (UAN) and Previous employment P.F. Membership ID in Item No. (10).
• UAN is 12 digit number which has been allotted by EPFO and provided to the EPF member through employer. To check whether you have been allotted UAN against your PF
member ID, please go to the UAN Mmeber e-sewa on EPFO website: www.epindia.gov.in and click on know your UAN status.
• Previous employment P.F. member ID is to be furnished in the boxes as:

REGION CODE \ OFFICE CODE ESTABLISHMENT ID EXTENSION ACCOUNT NUMBER

For instance, the number MH/BAN/12345/123 has to be entered as:

MH BAN 12345 000 123

and the number MH/BAN/12345/123 has to be entered as:

MH BAN 12345 000 123

11 In Item No.11 - Please fill Date of Exit (i.e. Date on which member has ceased to work in the previous establishment) from the previous employment.

12 Please provide the details of Scheme Certificate in Item No. 12 (A) and Pension Payment Order in Item No. 12(B), if the same have been issued to the member for the previous
membership, else leave it BLANK.

13 Please tick the relevant box in Item No. 13. If you are international worker then fill the boxes 13 (A), 13 (B) & 13 (C) i.e. please provide country of origin in 13 (A) Passport Number in
13 (B) and validity period of Passport in 13 (C).

14 Please tick the relevant Box for educational qualification in Item No.14.

15 Please provide marital Status by ticking the relevant Box in Item No.15.

16 Please tick the relevant box for handicap status in Item No.16 If response to this item in YES, please tick the relevant category in the adjacent box.

17 (a) to (d) it is mandatory to mention your Core Saving Bank Account Details in Item No. 17 (a), (b), (c) and (d)
(e) It is mandatory to mention your Income Tax Permanent Account Number (PAN) in Item No. 17 (e).
(f) Mention your Aadhaar Card Number in Item No. 17 (f) .
g) Please tick in the relevant boxes relating to K.Y.C. Documents you have attached with this form in Item No. 17 (g).
It is very important to note that KYC details are required to provide better services to the members and hence details of maximum number of documents should be provided in the
Item No. 17.

18 Please put your signature in the space provided with date. Please submit the filled up form to your present employer. If you have entered you AADHAAR CARD details in Item No. 17
(f), Please strike out point no. 18.C. Else write DO NOT HOLD.

19 To be filled in by H.R. Department after complete verification of entire Form.

20 The present employer is required to take necessary action as explained in detail on EPFO website under UAN services and fill up the necessary details with his signature, designation
and seal in the space provided. Shall be certified and filled in by PF Department H.O.

C-24
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

FORM 2 (REVISED)

HR#C/JR3
FORM 2 (REVISED) For Office use only
NOMINATION AND DECLARATION FORM FOR
UNEXEMPTED/EXEMPTED ESTABLISHMENTS
Declaration and Nomination Form under the Inward No.
Employee’s Provident Funds & Employees’ Pension Scheme
(Paragraph 33 & 61(1) of the Employees’ Provident Fund Scheme, 1952 Group No.
& paragraph 18 of the Employees’ Pension Scheme, 1995)
Office At

1. Name (In Block letters):

2. Father’s / Husband’s Name:

3. Date of Birth: 4. Sex: (Male/Female)

5. Marital Status: 6. Provident Fund A/c. No. MH/19844/EXM./

(married/unmarried/widow/windower) Pension Fund A/c. No. MH/19844/EXM./

E.D.L.I. A/c. No. MH/19844/EXM./EDLI/

7. Address:
Permanent

Temporary

PART-A (EPF)
I hereby nominate the person(s)/cancel the nomination made by me previously and nominate the person(s), mentioned below to
receive the amount standing to my credit in the Employees’ Provident Fund, in the event of my death:

Total amount If the nominee is a

or share of minor, name &
Nominee’s
accumulations relationship & address
Name of the relationship Date of
Address in Provident of the guardian who
Nominees with the Birth Fund to be paid may receive the
member
to each amount during the
nominee minority of nominee

1 2 3 4 5 6

1. *Certified that I have no family as defined in para 2(g) of the Employees’ Provident Fund Scheme, 1952 a should I
acquire a family hereafter the above nomination should be deemed as cancelled.
2. *Certified that my father/mother is/are dependent upon me.

*Strike out whichever is not applicable Signature or thumb impression of the subscriber
(P.T.O)
C-25
 PART-B (EPF)

Para 18
I hereby furnish below particulars of the members of my family who would be eligible to receive widow/children Pension in the
event of my death.

Name & Address of the family member Relationship

Sr. No. Date of Birth
Name Address with member

1 2 3 4 5

* Certified that I have no family, ‘as defined in para 2 (vii) of the Employees’ Pension Scheme, 1995 and should I acquire a
family hereafter I shall furnish particulars thereon in the above form.
I hereby nominate the following person for receiving the monthly widow pension (admissible under para 16 (2) (a) (I)& (ii) in
the event of my death without leaving any eligible family member for receiving pension. )

Name & Address of the nominee Date of Birth Relationship with the member

Date

*Stirke out whichever is not applicable Signature or thumb impression of the subscirber

CERTIFICATE BY EMPLOYER

Certified that the above declaration and nomination has been signed/thumb impressed before me by Shri/Smt./Kum.
employed in my establishment after he/she has read
the entries/entries have been read over to him/her by me and got confirmed by him/her.

Place
Signature of the employer or other Authorized
Officer of te establishment

Designation
Name & Address of the Factory/Establishment or Rubber Stamp thereof.

Revision: 00 C-26
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

HR#C/JR4

ESIC MEMBERSHIP FORM

EMPLOYMENT DETAILS

Name Date of ERP No. Location

Joining

PERSONAL DETAILS
Are you
Marital Residence Mobile
Date of Birth Gender Disabled?
Status Number Number
(Y/N)

Present Address Permanent Address State Pin Code E-mail ID

FAMILY DETAILS

Relationship Whether
Name Date of Birth with the residing with If NO, state the place of residence
Employee the eomployee
(Y/N)

DETAILS OF NOMINEE

Relationship
State & Pin Mobile
Name with the Address Tel Number
Code Number
Employee

C-27
HR#C/JR5

Form ‘F’
Nomination Form under the Payment of Gratuity
To,
The Head HR,
Shapoorji Pallonji And Company Private Limited ERP No.
Corporate HRD (E&C),

Name of the Employee: Mr. /Ms.

• I hereby nominate the person mentioned below to receive the Gratuity payable after my death as also the
Gratuity standing to my credit in the event of my death before that amount has become payable or having
become payable has not been paid and direct that the said amount of Gratuity shall be paid to the nominee
• I hereby certify that that the person nominated is a member of my family within the meaning of clause (h) of
Section 2 of the Payment of Gratuity Act 1972.
• I hereby declare that I have no family within the meaning of clause (h) of Section 2 of the said Act
(a) My Father / Mother / parents is / are not dependent on me.
(b) My husband’s father / mother / parents is / are not dependent on me.
• 1 have excluded my husband from my family by a notice dated to the Controlling Authority in the terms of the
provison to clause (h) of Section 2 of the said Act..
• Nomination made herein invalidates my previous nominations

NOMINEE’s Details
Name of the Nominee
Relationship with the employee
Date of Birth / Age
Proportion by which the Gratuity will be shared 100%

STATEMENT
Name of the Employee
Sex Date of Appointment
Marital Status Religion
Permanent Address

Place - Mumbai

Date Signature of the Employee

Witness (The nomination signed before me)
No. Name Signature
1 Mr.
2 Mr.

Revision: 00 C-28
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

HR#C/JR6

Form 1
Nomination and Declaration under the Payment of Wages Rules 2009

Name of the
Mr./Ms.
Employee
Date of Birth ERP No.
Marital Status Sex

Permanent Address Temporary Address

Pin Code Pin Code

I hereby nominate the person mentioned below to receive any amount due to me from the employer, in
the event of my death.

Nominee’s Details
Name

Relationship Amount of Share 100%

Date of Birth

Nominees Address

1. Certified that I have no family and should I acquire a family hereafter, the above nomination shall be deemed as
cancelled.
2. Certified that my father / mother is / are dependent upon me.
3. Strike out whichever is not applicable.

Date: Signature of the Employee

Certificate by the Employer

Certified that the above Declaration and Nomination has been signed before me by Mr./Ms.

For SHAPOORJI PALLONJI AND COMPANY PRIVATE LIMITED

HR ASSOCIATE

C-29
HR#C/JR7

Group Mediclaim Form

Name of the Employee:

ERP No: Date of Joining:

Cadre: Designation:

Regional Office: Project/Site:

Details of Employee & Family Members to be covered under The Group Mediclaim Policy:
Relation with the
Name Date of Birth *
Employee *

SELF

Wife / Husband

Son / Daughter

Son / Daughter

Father

Mother

*Please refer to the Note mentioned below

Employee’s Signature (Human Resources)

Note:
• Only Spouse & Two Children upto the age of 23 years are covered in this policy.
• Parent’s coverage is applicable from Cadre E003 and above.
• Maximum entry Age limit: 90 years.

Revision: 00 C-30
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

HR#C/JR8

Date:
To
CEO
Shapoorji Pallonji And Company Private Limited

Dear Sir,

SUB: UNDERTAKING - CONFIDENTIAL INFORMATION

I note that as per Company Policy, following are to be ensured while I am in the employment of the Company and
after cessation of my employment with the Company.

1. I shall not divulge or utilize any confidential information belonging to the Company or any of its associate
companies (including confidential information as to the formulae, processes and manufacturing methods, and
confidential information as to the business and affairs of the Company) which may have come to my
knowledge during my employment with the company or any of its associate companies, and that I shall, after
my employment, take all reasonable precautions to keep all such information secret.

2. I shall not, without the consent of the company, retain or make originals or copies of letters, reports, drawings,
calculations, specifications, formulae, licenses, agreements or other documents of whatever nature belonging
to the Company or any of its associate companies or notes thereof, nor retain samples of specimen in which
the Company or any of its associate Companies may be or may have been interested in and which have
come into my possession by reason of my employment. If, on cessation of my employment, I am in
possession of any originals or copies of letters, reports, drawings, calculations, specifications, formulae,
licenses, agreements or other documents of whatever nature belonging to the company or any of its associate
companies, or notes thereof, I shall deliver the same to the company, without being asked.

3. All Authorization / Power of Attorney, whether joint or several, issued by the Company in my favor shall stand
revoked effective from date of my leaving. I shall therefore, immediately arrange to return all such documents /
authorizations, both originals and copies, to my immediate manager.

4. I shall not divulge any information / data on the Project / s being exempted by the Company, where sharing of
such information / data is precluded by a non-disclosure agreement with our clients.

5. I shall follow all HSE rules regulations, processes and will not work in an unsafe manner jeopardizing self,
others or company property

Yours faithfully,

(SIGNATURE OF EMPLOYEE)

EMPLOYEE NAME: DEPARTMENT:

ERP NO. : LOCATION:

C-31
ANNEXURE C.3.A1

Performance Appraisal Form

Employee Name Dept. / Site

Designation Date of Joining Location

Emp. No. Emp. Cadre Evaluation (Please Tick) Probationary

Name of Appraaser/s Annual

Review Period From

To

PERFORMANCE RATING

A++ The Employee has achieved exceptionally high standards of performance consistently.
An acknowledged performer with high visibility across the Company. Has very high growth potential.
A+ Consistent high performer with high level of energy, initiative and contributions.

A Performance is as per role expectations and satisfactory. Belongs to the majority group of employees.
Performance partially meets expectations. Demonstrates some job knowledge/skills, but additional
B+ training/ commitment is required. PIP to be initiated.
Responsibilities of the position have not been met. Employee does not demonstrate the necessary
B job knowledge/skills required for the position.

SECTION I - SELF APPRAISAL: Describe in brief your major achievements during the year. Rtg Scale
Keep the KRA formfor reference. (To be filled in by the Appraisee. Attach sheets if required. ) 'B' to 'A++'

SELF APSR

Shapoorji Pallonji
Revision: 00 C-32
Date of Release: December 2019
 Human Resources
Policy Manual
NEW EMPLOYEE ASSIMILATION
(INDUCTION)

ANNEXURE C.3.A1

Appraisee Appraiser
SECTION II - QUALITATIVE PARAMETERS Rtg Rtg

1 Quality and Quantity of output

2 Depth of job knowledge & domain expertise
3 Initiative and willingness to take additional responsibilities
4 Attitude towards work/organization
5 Ability to create work systems and automate routine tasks
6 Ability to get along with team
7 Ability to get work done through others
8 Customer Orientation
9 Result Orientation/Ownership - Setting & fulfilling commitments.
10 Initiative to improve and learn
11 Communication Proficiency - Written & Oral
12 Innovation & Creativity
13 Cost consciousness, Control of wastage
14 Ability to develop on given ideas and go into details
15 Ethics / Values / Safety Awareness / Integrity

Please ( )
SECTION III - EMPLOYEE FEEDBACK
Yes No Not Sure

1 Are you clear about your Role & Responsibilities?

2 Do you have the tools & technology support to meet work expectation?
3 Do you feel you have a good growth prospects in SP?
4 Does your manager provide regular, specific feedback on your performance?
5 Does someone at work care about you as a person?
6 Do you feel empowered to perform in your current role?
7 Are your skills well-utlilized?
8 Are you feeling challenged in your current role?
9 Are you aware about the short-term & long-term plans of the organization?
10 Please name two most critical aspects from your own work area where improvement is
required?

SECTION IV - DEVELOPMENT PLAN (To be filled by Appraiser only)

Strengths Areas of Improvements

Training Needs (Please refer to the Training Calendar & identify specific programs):

Comments by Corporate Functional Head, Final Recommendations:

wherever applicable:

Rating

Employee Appraiser Reviwer / HOD Human Resources Corporate

Name & Signature Name & Signature Name & Signature Name & Signature Name & Signature

NB: Please complete the separate KRA form and attach with this appraisal (Mandatory for Cadre E002 & above)
C-33 Promotion recommendation will have to be filled up in a separate form.