Future Focus Employee Handbook

FFIHRM Page 1 of 49
Future Focus India Pvt. Ltd. Employee Handbook

CONTENTS

1.0 CORPORATE INFORMATION

1.1 Mission
1.2 Vision
1.3 HR Philosophy
1.4 Quality Policy

2.0 TITLE, APPLICATION

3.0 ORGANISATION CHART

4.0 HEAD OFFICE & BRANCHES

5.0 GENERAL WORKING CONDITIONS

5.1 Working Hours
5.2 Weekly Off
5.3 Attendance Register
5.4 Dress Code
5.5 Identity Cards
5.6 A Few Restrictions
5.7 Security
5.8 Business Cards
5.9 Network Access Policy
5.10 Confidentiality & Assignment
5.11 Restriction on other Business on Employment
5.12 Employee Communication

6.0 CLASSIFICATION OF POSITIONS & COMPENSATION
BENEFITS

6.1 Classification of Positions
6.1.1 Consultants
6.2 Annual Increment & Revision of Compensation
6.2.1 Authority to sanction
6.2.2 Annual Increment
6.2.3 Revision of Compensation
6.2.4 Annual Increment Date

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7.0 PERFORMANCE MANAGEMENT SYSTEM

7.1 Objectives of Performance Appraisal
7.2 Appraisal Process
7.3 Promotions

8.0 HUMAN CAPITAL PLANNING & RECRUITMENT

8.1 Recruitment
8.2 HR familiarisation programme (HRFP) & trainee
regularisation
8.2.1 Recruitment & selection procedure
8.3 Recruitment & selection procedure for regular employees

9.0 EMPLOYEE DEVELOPMENT

9.1 Employee Development
9.2 Training
9.2.1 Training Need Identification
9.2.2 Training Calendar & Budget
9.2.3 Training Planning
9.2.4 Training Delivery
9.2.5 Training Evaluation
9.2.6 Recovery of Training Costs

10.0 DOMESTIC TRAVEL POLICY

10.1 Objectives
10.2 Tour & Travel Policy
10.3 Policy on Local Conveyance

11.0 NATIONAL & FESTIVAL HOLIDAYS AND LEAVE

11.1 National & Festival Holidays
11.2 Work on National & Festival Holidays

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11.3 Leave & Permission
11.3.1 Purpose
11.3.2 Main features
11.3.3 Leave without pay
11.3.4 Maternity Leave/Paternity Leave
11.3.5 Compensatory Off
11.3.6 Encashment and Accumulation of Leave
11.3.7 Communication Channel
11.3.8 Maintenance of Leave Records
11.3.9 Leave Address
11.3.10 Liability for absence from duty beyond the period of
sanctioned leave
11.3.11 Permission

12.0 LOANS AND ADVANCES

12.1 LOANS
12.1.1 Permissibility
12.1.2 Purpose
12.1.3 Amount of Loan
12.1.4 Conditions

12.2 SALARY ADVANCE
12.2.1 Purpose
12.2.2 Amount of Festival Advance
12.2.3 Conditions

13.0 SOCIAL SECURITY MEASURES

13.1 Provident Fund Scheme
13.2 LIC EDLI Scheme
13.3 Employees State Insurance Scheme
13.4 Gratuity

14.0 STAFF WELFARE MEASURE

14.1 Mediclaim Policy
14.2 Group Life Insurance Scheme
14.3 Wedding Gift Policy

14.3.1 Purpose
14.3.2 Main Features & Process

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14.4 Gender Diversity and Inclusivity
14.5 Policy on Sexual Harassment of Employees
14.5.1 Policy
14.5.2 Scope and Effective Date
14.5.3 Complaint Redressal Committee
14.5.4 Redressal Process
14.5.5 Enquiry Process
14.5.6 Other Points to be considered

15.0 ACADEMIC PROJECT TRAINING (Summer/ In-plant/ Final)

16.0 EMPLOYEE SEPARATION

16.1 Exit Feedback
16.2 Notice Period Guidelines
16.3 Relieving Order & Service Certificate

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1.0 CORPORATE INFORMATION

1.1 OUR MISSION

To become the most admired & sought-after IT Technical Consulting &
Services organization for clients and employees in the industry

1.2 OUR VISION

Perseverance & commitment to the highest quality of Customer Service
delivered with sensitivity, awareness, individual pride and Company Spirit.

1.3 HR PHILOSOPHY

Focus believes that every employee has a distinct potential and company will
take all efforts to develop them further.

Company will strive to its best to provide a healthy environment for
employee participation, as well as mechanisms for individual and group
contribution, as opportunities for each Focusites self-actualization.

Company will encourage practice of good work values to make Focusites
grow into responsible corporate citizens and participate in corporate
excellence.

1.4 QUALITY POLICY

Our mission is to satisfy and exceed our customers needs and
expectations through Knowledge Services and IT solutions.
Our aim is to achieve organizational synergy through efficient and
effective utilisation of our physical and conceptual resources, and
strive for continual Improvement.

We shall accomplish this policy through the achievement of targets
set for Objectives pertaining to all the departments / functions

2.0 TITLE, APPLICATION

The policies compiled shall be called FUTURE FOCUS
INFOTECH - HUMAN RESOURCES MANUAL (FFIHRM)
and shall be applicable to all Focusites of Future Focus Infotech
Private Limited.

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3.1 ORGANISATION CHART

Organisation Chart indicating the Reporting Structure is as follows:

Board Of Directors
ManagingDirector&CEO
Regional
Managers
Manager -
(IT
Infrastructure)
Team

Future Focus Infotech Pvt. Ltd.
No. 3, II Street, Haddows Road,
Chennai-600006, India Organisation Chart

Team
Finance&
Accounts
Team
Commer
cial
Team
Sr.Manager -
Personnel &
Commercial
Document No.: CRT/GEN-00 Revision No.: Revision Date:

Page 1 Of 1

Focus AmericaInc.
Sr.
Manager
Marketing
Support
President
Team
Country
Manager
BCS
Personnel
&BSS
Team
J ointManagingDirector&CMO
J ointManagingDirector&COO
GM - Finance&
Accounts
Manager -
Accounts
Business
Relationship
Team
Country
Manager
Business
Strategies
\
VicePresident
(Special Projects) &
MR
Quality
Team Team
Sr. Manager -
Administration
Team
Team
NRC
Sr. Mgr
Manager -
Resourcing
(SBU
Wipro)
Team
Team
Sr. Project
Manager
(SDC)
Country
Manager
Delivery
Delivery
Manager
Delivery
Team
Lead
Delivery
Team
Project
Delivery
Managers
BCS
Team
Sr. Manager -
HR
Team
Manager
Corp. BCS
Manager
- BCS
Project
Manager
(Internal IT)
Manager- Business
Relationship(Sales/
AccountMgt.)

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4.0 HEAD OFFICE & BRANCHES

Focus has its Head Office and Registered Office at Chennai and has
branches at Chennai, Bangalore, Hyderabad, Mumbai, Delhi & Pune
and Chicago, USA as given below:-

CORPORATE OFFICE
Future Focus Infotech Pvt Ltd
3, II Street, Haddows Road
Chennai-600 006
Phone: +91 44 43931900
Fax : +91 44 28250892

SOFTWARE DEVELOPMENT CENTRE
Old No: 13, New No: 27/1
Kothari Bagh, Nugambakkam High Road
Chennai-600 34
Phone: +91 44 43934400

BRANCH OFFICES - INDIA
CHENNAI
Old No: 13, New No: 27/1
Kothari Bagh, Nugambakkam High Road
Chennai-600 34
Phone : +91 44 43934400

BANGALORE
Future Focus Infotech Pvt. Ltd
32, Brigade Road
Bangalore 560 001
Tel: +91 80 2532 1672, 2558 2903

MUMBAI
Future Focus Infotech Pvt. Ltd
202, Saurabh Co-Operative Housing Society Ltd
Opp. Crisil House, Andheri Kurla Road
Chakala, Andheri (East)
Mumbai 400 093
Tel: +91 22 2820 7185, 28207186

HYDERABAD
201, Ganga Estates Road
#1, Nagarjuna Circle, Banjara Hills

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Hyderabad 500 034
Tel: +91 40 40204930-41 (12 lines)

NEW DELHI
414, 4
th
Floor, Ansal Majestic Tower
Near P.V.R. Complex, Vikas Puri
New Delhi 110 018
Tel: +91 11 2854 7794, 6630 6855

PUNE
Office No. 38, First Floor, D-Block, Vastushree Complex
Hyde Park, Market Yard
Pune 411 037
Tel: +91-20-32507454, 64012155

KOLKATA
2
nd
floor, RDB Boulevard, Block EP & GP
Sector V, Salt Lake City
Kolkata - 700091
Tel: +91-033 40650052

US OFFICE
Focus America Inc.
600 E, Higgins Road
Suite 2F, Elk Grove Village
IL - 60007
Tel: +1 630 785 2446, 630 518 4882

FUTURE FOCUS INFOTECH FZE
Suite: Z-1, 19 Saif Zone.
P.O.:121848, Sharjah, U.A.E
Tel: +9 714 3464927
www.focusinfotechuae.com

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5.0 GENERAL WORKING CONDITIONS:

5.1 WORKING HOURS:

All Focusites would work from Monday to Friday.

The working hours would be 9.30 AM to 6.00 PM on all days. A 30-minute
lunch break is provided which can be taken at the Focusite's convenience.
While it is mandatory that all Focusites work for a given 8-hr shift, it may be
required, at times, that they put in additional hours, based on
project/assignment deadlines and requirements.

All Focusites are required to report to work on all regular working days.

Some functions require the presence of Focusites round the clock - seven
days a week. This will be organised by the heads in the respective
functions/departments. Focusites are expected to co-operate and work on
weekly off days/holidays during exigencies of work.

Normally Focusites would have to work on a regular shift. If, for some
reason, they have to work on other shifts, it will be communicated to them by
the respective Department Heads.

The allocation of the shift will be done by the Department Head. The shift
shall be changed every month. i.e. a Focusite who is on the A shift during a
particular month will be in B shift during the subsequent month.

5.2 WEEKLY OFF

Saturdays and Sundays will be the weekly off for the Focusites in the
General shift.

If Focusites work in shifts, they will avail their weekly offs on the above
days or on a day jointly decided by the Focusite and his/her Department
Head.

5.3 ATTENDANCE REGISTER

An Attendance Register is available at the reception where every employee
is required to sign. In case of an outdoor official duty, the immediate superior
should be intimated in advance.

Frequent late coming/poor attendance will impact performance and
eventually the career. In case of unplanned leave, information has to be
given to the supervisor, at the start of the day.

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5.4 DRESS CODE

Focusites are required to be dressed in formal attire while on duty in office or
while meeting a client.
For Gentlemen:
Mondays and Tuesdays:
Business formals, i.e., a full-sleeved shirt, formal trousers (aptly worn),
formal leather shoes and a tie.
Wednesdays and Thursdays:

Focusites may opt to wear full / half-sleeved formal shirt with tie, but formal
trousers and formal shoes (brown, black or tan) are a must
Fridays:

Focusites may opt to wear Jeans, a T-shirt with Collars, and Sport shoes.
However shorts, sundresses, slippers are not considered appropriate.
Slippers are not appropriate on any working days.
For Ladies:

Monday to Thursday:
Western business formals, Saree or Salwar Kameez / Churidar
Fridays:

Focusites may opt to wear jeans and a t-shirt or appropriate tops/blouses and
long skirts.
Rubber slippers are not appropriate on any working days.
Note: For all meetings with external agencies, formal Meetings, Training
Programmes and Business Tours only Business formals
Focusites meeting clients on business calls are advised to be always dressed
in formal attire, including a tie for men.
Jeans should not be faded, Stone wash or frayed
The Dress code is applicable for all Focusites excluding the Office Assts.

5.5 IDENTITY CARDS

All Focusites will be issued an identity card. This must be displayed at all
times in the premises and produced for inspection, whenever required.

The card is non-transferable and is to be surrendered when you leave the
services of the company. In case you lose the card, a duplicate may be
obtained from HR on payment of Rs.100/-. Loss of identity cards must be
reported immediately to HR department.

5.6 A FEW RESTRICTIONS

The software development office of FOCUS is a STPI unit, which means as
per the Govt. of India regulations, no outside media like disks, floppies,
tapes, manuals, books, etc. can be brought in or taken out with out proper
documentation and authorization by the Project Head. Non-compliance to
this is not only illegal, but also mean penalty.

5.7 SECURITY

The security personnel stationed at FOCUS office are authorized to check
the belongings/personal effects as also identity cards as and when required.
They could, at times conduct random checks on any employee if the need be.
Focusites are requested to co-operate with them.
Guests, if any are to be met within the designated places only, after
completing the formalities with the security.

5.8 BUSINESS CARDS

Managers and client facing Focusites will be provided with business cards.
Request for the same has to be placed through the Department Head, to the
HR department.

5.9 NETWORK ACCESS POLICY

FOCUS provides computing and communication facilities, including internal
network and Internet access, to Focusites solely for the work in the company,
in order to complete responsibilities assigned to them in the course of their
employment. In addition, judicious use of this facility is permitted to enable
the Focusites to become better informed and more productive at work. The
Focusites are expected to be aware, at all times that the network facilities are
the company's business tools and are to be used solely for the purpose of
achieving the company's business goals and objectives. However, the

company understands the need for sending/receiving personal mail to a
reasonable extent, not conflicting with the company's business interests.

5.10 CONFIDENTIALITY & ASSIGNMENT

In the course of employment with FOCUS, a Focusite may come across
information that is sensitive in nature. Such information would include
adaptation or variation of designs, drawings, process, methods, material
specifications, business plans, activities, commercial or technical information
of the company, or its customers, associates, prospects. All Focusites should
treat such information with strict confidence and should not disclose or
discuss or give such information to any one in the company or outside for
gain or otherwise.

In specific instances, on the insistence of the company's customers, Focusites
working on their projects may be asked to sign an additional IPR agreement
as specified by the customer.

5.11 RESTRICTION ON OTHER BUSINESS OR EMPLOYMENT

FOCUS expects its employees to devote their services exclusively to the
company. Unless agreed to by the Company, in writing, a Focusite cannot
indulge in any other business, employment or profession, or provide services
to any other individual, firm or corporate body.

During the employment with the Company, and for a period of upto one year
after the cessation / termination of employment with the Company, for any
reason, you shall not, either on your account or for the account of any person
other than the Company:

i) Solicit, induce, and attempt to hire, or hire any employee of the Company (or
any other person who may have been employed by the Company during the
term of your employment with the Company)
ii) Solicit business or relationship in competition with the Company, from any
of the Company 's customers, suppliers or partners or any other entity with
which the Company does business
iii) Assist in such hiring or solicitation by any other person or business entity or
encourage any such employee to terminate his or her employment with the
Company
Or
iv) Encourage any such customer, supplier or partner or any other entity to
terminate its relationship with the Company

5.12 EMPLOYEE COMMUNICATION

No Focusite is authorized to give any lecture or speak at any public meeting
with regards to the Company's affairs or on matters and subjects, which may
affect the Company.

All Focusites are expected to adhere to Companys communication
guidelines, before making commitments to any individual/ Organization. In
the event of a revenue loss incurred by the Organisation due to the any such
wrong commitments given explicit or implied, the Company reserves the
right for recovering such losses from the concerned Focusite.

6.0 CLASSIFICATION OF POSITIONS & COMPENSATION
BENEFITS

6.1 CLASSIFICATION OF POSITIONS

For administrative reasons, Focusites are grouped under various Job Titles
and are placed in different grades according to their qualifications, training,
experience and the skills required in different positions, as detailed below:-

Cadre Grade Team Designation
Managing Director
J oint Managing Director E Strategic
Vice President
GM
DGM, AGM
Country Manager
Regional Manager
Project Manager
Leadership
Team
D Tactical
Senior Managers
Managers
Project Leaders
Assistant Managers
Management
Team
C Operational
TeamLeader
Senior Executives
Executives
SystemEngineer/ Systems
Administrator
Software Engineer
TeamMember
Executives B
Management Trainee & Trainees
Junior Executive
J unior Executives
Assistants
A
Operational
Office Assistant


6.1.1 CONSULTANTS

Focusites who join Focus under Consultant Category will serve for a specific
period and will be designated as CONSULTANT. On completion of the
fixed period, Focus may consider on regular rolls subject to vacancies.

6.2 ANNUAL INCREMENT & REVISION OF COMPENSATION

6.2.1 AUTHORITY TO SANCTION

Annual Increase and Revision of Compensation will be recommended and
forwarded by Head of Department to Head (HR) as per the Performance
Appraisal System. This will be scrutinized and analysed by HR and the same
will be forwarded to MD for approval. On approval, Head (HR) shall
communicate the same to the Focusite with a copy to the MD, concerned
Head of Dept. and personal file.

6.2.2 ANNUAL INCREMENT

Annual Increase in Compensation is awarded through Increments to the
Focusites in the respective grade in which he/she is placed. Normally, the
range of Annual Increase will be based on their Performance Appraisal and
Targets / Objectives achieved during the previous Twelve Months.

6.2.3 REVISION OF COMPENSATION

The Management at its discretion, duly recommended by the Heads of
Department, may consider higher increment than the stipulated percentage
mentioned above. While considering higher percentage, the Focusites
qualification, skills, experience and comparable compensation in the relevant
industry will be taken into consideration.

6.2.4 ANNUAL INCREMENT DATE: 1
st
of April, each year shall be the
Annual Increment Date from level to level for all Focusites.

Annual Increment shall be based on the Performance Assessment and
Appraisal Committees Recommendation. HR shall tabulate all the
recommendations and submit the same for the Committees remarks.

For Example: -

Cases
Objectives for
the Period
Review
Process
Increment with effect from
A J oined on 1
st
April
2010 or an existing
employee
1
st
April 2010 to
March 2011
1
st
April 2011 - Full Annual Increment as
per % increase decided by the Management
B J oined on 1
st
J une
2010
1
st
J une 2010 to
March 2011
March -
2011 1
st
April 2011 Pro-rata Increment (for 10
months only) as per % increase decided by
the Management

7.0 PERFORMANCE MANAGEMENT SYSTEM

7.1 OBJECTIVES OF PERFORMANCE APPRAISAL

The intent of the Company is to harness and nurture the skills of the
Focusites while catering to the individual aspirations and organizational
goals through a process of continuous feedback, appraisal and training. It
helps in the assessment of his/her training needs and in identification of areas
for his/her future development.

The performance appraisal process gives Focusites clarity on their function
and role.

The appraisal will also seek to evaluate the Focusites on certain
competencies, necessary for performing on the job, and the objectives set by
them at the start of the review period.

The appraisal is not only a mechanism to evaluate, but also to develop. It
gives the Focusite a holistic self- perspective, an opportunity for self-
reflection and guides him/her in the right direction.

The Performance appraisal will be one of the important mechanisms used in
deciding promotions and Career path.

7.2 THE APPRAISAL PROCESS

In all its forms, appraisal should be owned by both, the appraisers and the
appraisees, as part of the psychological contract. Perhaps, this is ideal, but
one that, in the context of performance management, needs to be addressed.

Performance appraisal is an objective assessment of an individuals
performance against well defined benchmarks

Focusites on joining are required to discuss with their reporting authority /
HOD to fix Key Result Areas (KRAs) in a one page Objective Setting
Form, initially for the probation period. This may be used while evaluating
the Focusite for confirmation. Thereafter, the Focusite may again

reset/revise his / her KRAs/Objectives as per Performance Management
System. This will help, both, the Focusite and the reporting authority / HOD,
in evaluating his / her performance in the Annual Appraisal.

The HR Dept. will normally send the Annual Appraisal Form to all the
Focusites, during the first fortnight of March. The appraisal process should
be an open discussion, where Focusites will be encouraged to share their
views on all issues, relating to it. The appraiser will give the final rating, only
after the discussion.

The Performance review would be specific to a Focusite's job description and
how successful he/she had been in meeting his/her Targets / Objectives. If for
any reason, certain other external factors, beyond one's control had
influenced performance levels, such issues should be discussed and targets /
ratings revised accordingly.

The appraisal will also seek to rate the Focusites on certain critical attributes,
important for their performance on the job.

The appraisal will also recognize any special achievements/special
contributions and make a note of any major lapses, if any.

The appraiser will also do an overall assessment of the Focusite. He will
summarize the area of strengths, and areas where the Focusite needs to
improve. The assessment should not be confined to past performance alone.

There is also the need for assessing the potential of an employee for future
performance, particularly when the employee is tipped for assuming greater
responsibilities.

7.3 PROMOTIONS

The organization believes that performance is the key to an Organisations
growth. In order to promote a culture of recognizing performance and
providing Career growth for Focusites, Promotion to the next level in the line
function are given to deserving Focusites. Promotions across functions are
also encouraged, which will ensure lateral opportunities for employees.

Apart from this, if a vacancy arises due to resignation, the position will be
filled up either internally through promotions or lateral advancements or
through external recruitment.

8.0 HUMAN CAPITAL PLANNING & RECRUITMENT

HUMAN CAPITAL: HR Department will ascertain the human capital needed
for each financial year in consultation with the HoDs. HoDs after studying the

requirement with justification will forward the same to Head (HR). MD/ Head
(HR) may approve / disapprove the same after assessment, through the HC
requirement plan.

8.1 RECRUITMENT

OBJECTIVES

To have a uniform recruitment process.
To ensure that staffing needs are met on time.

MODE OF RECRUITMENT

The search for suitable candidates will be conducted both internally and
externally

Applications for the concerned positions will be obtained through

a) Referrals
b) Job Portals
c) Consulting Services Group (IT Requirement)
d) Newspaper Advertisement.
e) Manpower Search Consultants
f) Internal Recruitment

a) Referrals

Recruitment through employee referrals is encouraged.

b) Job Portals

The various Job Portals like Naukri, Jobs Ahead etc., to which FFI,
subscribes will be a major source of Applications.

c) Consulting Services Group (IT Requirement)

The human capital requirement of Focus Software Projects team and
Internal IT, will be catered by the CSG (All Locations). The requirement will
be broadcasted by the respective HoD to the Functional Manager/NRC
Manager, as Internal Customers, in the HCRSS a format similar to the one
prescribed for CRSS in the Candidate Selection procedure under CSG
process.
The validated profiles will be sent to the HoDs for the Technical Round and
will be forwarded to HR for the HR Round, Verification & Closure.


d) NEWSPAPER ADVERTISEMENT

Advertise in selected national newspapers and industry specific magazines to
ensure a wide targeted readership.

The advertisement will contain a brief about the company, details of the
position, its job responsibilities, required qualification and experience,
compensation and benefits and the time limit for responding to the
advertisement.

e) MANPOWER SEARCH CONSULTANTS

Manpower search consultants may be retained for some key positions. The
decision to engage search consultants will rest with the MD.
In case of the requirement being sourced by an external consultant or CSG,
the HRD will send specifications for the profile in a format similar to the one
prescribed for CRSS in the Candidate Selection procedure under CSG
process.

f) INTERNAL RECRUITMENT

The procedure for internal recruitment shall be:

HRD will work according to the approved annual human
capital requirement plan and fulfill the requirements accordingly. HRD
will also be working towards fulfilling the positions that arise due to
separation.
The requirement may be fulfilled by lateral transfer of the existing
employees. This may also be initiated by the HoD, for his/her department
members and forward it to the HR dept, if found suitable. The Focusite,
on qualifying for the position, will then be given a lateral transfer; on
approval and the same will be recorded in their personal data file.
In the normal course, the HRD will scrutinize the requirement of the job
and check if the requirement matches the job specification, job objectives
and the role expectations before taking it forward, with the respective
HoDs.
The HRD will source the CVs, in accordance with the HCRSS created for
the requirement.
HRD shall do the initial screening and forward suitable CVs
received from the sources, specified above to the FH/Manager of
respective departments.
The FH/Manager may send short-listed CVs to the HRD, who
may organize candidate interview by nominees of the FH.

The Interviewers will record all necessary details in the
Interview Evaluation form for each candidate and sign it with
recommendation for selection or rejection. There are two more Interview
Evaluation forms, available one each for Business Relationship and
Resourcing positions. The interviewer may choose the Interview
Evaluation form as found appropriate.
Competent authority (MD/J MD/HoD/RM) will accord their
approval in the form.
On receipt of approved Interview Evaluation Form, the HRD
will process it and the Offer Letter will be issued to the selected
candidate based on the recommendations.
Based on the offer, the new employee will join FOCUS, and
on joining, will submit all the documents as mentioned in the offer letter.

8.2 HR FAMILIARISATION PROGRAMME (HRFP) & TRAINEE
REGULARISATION

OBJECTIVES

To anticipate and ensure that Human Capital needs are met on time
To encourage Fresh Graduates/Post Graduates, to get trained in the FFI
business processes, with the intention of absorbing them as Focusites,
after the successful completion of the HRFP, if a requirement exists
To have a uniform process for the freshers to get regularized as employee
of Focus, if found suitable
This process could also be utilized to make a final evaluation of the
candidates suitability to the job

8.2.1 RECRUITMENT & SELECTION PROCEDURE:

a) INTERVIEW: The concerned Manager/HoD will conduct the
preliminary interview, in terms of the candidates suitability for the role and
recommend her/him for the HR Familiarisation Programme, to the HR dept.
The candidates suitability for the role envisaged will be assessed by the
Head/Manager (HR), before the letter for the HRFP is released.

b) OFFER FOR THE HRFP: Based on the recommendation of the HoD,
the date of commencement and the duration of the HRFP will be informed to
the Candidate. On the date of commencement of the HRFP, the trainee will
be issued the hard copy, once all the joining formalities are completed. A
separate file will be created for the HRFP candidate and the documents
specified in 8.3f (pts. 4-7), will need to be submitted for the commencement
of the personnel file.

c) DURATION OF THE HRFP: The HRFP, generally, will be for a
duration of one month. On completion of the months familiarisation, the
candidate will be evaluated on the learning acquired and the suitability to
make her/him a regular trainee. Normally, no extension is allowed, since the
purpose of the programme is to make a quick evaluation of the suitability of
the candidate, for employment, and not for, the HRFP replacing the regular
process, by which trainees are inducted into the company. If the candidate is
not found suitable within a week, he/she would be eased out of the system.

d) TRAINEES: On successful completion of the HRFP, the candidate will
be recommended for a regular training programme, for a duration of 3/6
months, with a stipend, which would include the statutory benefits, as
applicable. Please ref. table under 8.2.1 (h)

The candidate will need to fill up the Employment Application form,
nomination forms for ESI/PF, bank application form and the Department
Head/Manager will have to furnish the joining slip, as part of regularizing the
Trainee. A letter confirming the training arrangement will be issued by the
HR dept, after the forms stated are completed and submitted.

e) THE BENEFITS AS REGULAR TRAINEE: The trainee will be
eligible for the statutory benefits as given in the table in 8.2.1 (h) and will be
covered under the Mediclaim policy of FFI. Their stipend will be processed
through the regular payroll process.
f) REGULAR EMPLOYMENT: On successful completion of the
training period, the Trainee Evaluation form, will be duly completed by the
reporting authority, with the required approval by the reviewer and sent to
the HR dept., for regular employment. In the event of a recommendation to
extend the training, it would be extended by another 3 months. There will be
Focusite Date of Joining as
Trainee
Completion of 3 months Regularising the
Trainee w.e.f
A Between 1
st
to 30
th
of the
calendar month
Ex. DOJ 12
th
May 2010

11
th
Aug 2010

1
st
Sep 20010
Focusite Date of Joining as
Trainee
Completion of 6 months Regularising the
Trainee w.e.f
A Between 1
st
to 30
th
of the
calendar month
Ex. DOJ 12
th
May 2010

11
th
Nov 2010

1
st
Dec 2010

no further extensions. The date for regularizing of the trainee will be as
follows:

g) PROBATION & CONFIRMATION: The probation period will be as
applicable for the regular employees (ref. 8.3, in the Recruitment policy).
h) QUALIFICATION & COMPENSATION: The qualification and
compensation criteria for each of the categories, effective Aug 2011 are as
follows:

NB: The remuneration mentioned is only indicative and is subject to change
without notice.

8.3 RECRUITMENT & SELECTION PROCEDURE FOR REGULAR
EMPLOYEES:

a) INTERVIEW: The HoD, will conduct the preliminary round of
interview, in terms of the candidates suitability for the role.

b) FINAL INTERVIEW : On receipt of the Interview Evaluation Sheet
duly recommended and forwarded by the HoD, final interview will be
conducted by Head/ Manager (HR) and the candidate will be assessed in
terms of his/her fitment in the organization in all respects including
compensation.

Note: TRAVELLING ALLOWANCE : Outstation candidates called for
interview shall be reimbursed as per the Travel Policy applicable to the
Sl.
No
Category Qualification Remuneration
per month
Statutory
benefits
1 a Graduation,
Any Discipline
Rs. 5000/-
1 b Engg. Degree Rs. 5500/-
1 c
HRFP (Out of
Pocket Expenses) PG, Any
Discipline/
MBA
Rs. 6000/-
NA
2 a Graduation,
Any Discipline
Rs. 9000/-
2 b

Regular Trainee
(Stipend) Engg. Degree Rs. 9500/-
2 c Mgt. Trainee
(Stipend)
PG, Any
Discipline
Rs. 10,000/-
ESI & PF
3 a Graduation,
Any Discipline
Rs. 11,000/-
3 b Engg. Degree Rs. 11,500/-
ESI & PF
3 c
Permanent
Employment after
the successful
completion of the
Training period
(Salary).
PG, Any
Discipline
Rs.12,500/-
ESI & PF

respective position for which he / she is called for interview in respect of
journey from the place of residence to the place of interview and back by the
shortest route. This will be duly checked and verified by HR Department
before passing the claim. This reimbursement will be made by Cheque/Cash
to the candidate within 15 days from the date of interview.
c) MINIMUM GUARANTEED EMPLOYMENT PERIOD
AGREEMENT:
All Trainees/ Mgt. Trainees will sign an agreement for 2 yrs and recovery
amount will be Rs. 50K.
All Executives (Jr. to Sr.) will sign for a period of 1 yrs. and recovery
amount will be Rs. 25K.
For other positions, on request, the agreement will be initiated and amount
will be in accordance to the duration.
In the case of the employees who for some reason are unable to complete the
minimum guaranteed period, there will be a recovery of the amount prorated
to the no. of months that has to be served.
For example, if an employee has served 1.6 months, of the 2 years of her/his
agreement, she/he will have to pay Rs.12,500/-
Any exception will have to be recommended by the FM/FH to the Mgt. and
the same has to be approved by any one of the Directors.
d) OFFER OF EMPLOYMENT: Based on the recommendation of the
HoD, the Head (HR) will plan the offer of appointment for the candidate(s)
recommended in the order of merit. Offer Letter / Appointment Letter
intimating the selection will be sent to the successful candidate(s). The
candidate(s) will be offered sufficient time to consider and accept the offer.
In case the offered candidate(s) do not accept or response is not received
from the candidate (s) for whom offer was sent within the stipulated time, the
offer will be cancelled and the candidate intimated accordingly. Thereafter,
the next candidate(s) in the order of merit will be offered the position(s).

e) REFERENCE CHECKS: A reference check will be conducted for the
candidate, within a week of her/his joining Focus. If the reference check is
found unsatisfactory, the employment will be reviewed and if it is found
fraudulent, the employment process will be abrogated forthwith.

f) JOINING FORMALITIES: While joining the candidate will be required
to fill up the Employment Application forms, nomination forms for ESI/PF,
Gratuity, Pension, etc.

At the time of joining, the candidate will be required to produce original and
submit copies of the following:

1. Relieving Letter from the Current Employer
2. Pay-slip from your Current Employer

3. Experience Certificates of all Earlier Employments
4. Educational Certificates from Std.10
th
Onwards
5. Passport size photographs 5 Nos.
6. Photo Identity Proof and
7. Address Proof

g) INDUCTION: Every candidate selected after the final interview will
receive an Offer letter on joining, and the employee would be referred to as
Focusite.

A specific induction programme will be organized by the HR department for
the new entrants, generally, within sixty days of joining the company. The
date and schedule of the Induction program will be circulated by the HR
department. The Department head / Functional Manager will handle the
Induction programme, for the new Focusites, in the other locations, if the
employee, is unable to attend the induction programme organized by the HR
dept.

The concerned HoD will induct all Focusites into the systems and procedures
of the organization.

h) PROBATION / CONFIRMATION: On joining, the Focusite will have
to undergo a three / six months probation period, as the case may be.

The Probation period may also be waived off at the discretion of the HoD
after discussing with Head (HR).

The Dept. Head will be informed, 15 days in advance, about the Focusite
whose confirmation is due along with the Probation Evaluation Form.
He/She will advice the HR Dept. on the confirmation of the Focusite, based
on the achievements of the objectives that were listed at the time of joining.

In case of probation extension (max 3 / 6 months) as recommended by
HoD, the same shall be endorsed in the Probation Evaluation Form and filed
in the personal file and a letter on extension of probation will be issued to the
Focusite.

i) CONFIRMATION DATE:

Confirmation Date will be reckoned as follows for administrative reasons.
For Example: -
Focusite Date of Joining Completion of
3/6 months
Confirmation
w.e.f
A Between 1
st
to 30
th
of the
calendar month
Ex. DOJ 14
th
July 2011
13
th
Oct 2011 1
st
Nov 2011

B Between 1
st
to 30
th
of the
calendar month
Ex. DOJ 19
th
July 2011
18
th
Jan 2012 1
st
feb 2012

j) PAYROLL PROCESSING & SALARY DISBURSEMENT: The
attendance period for the purpose of payroll for any month will be the 26
th
of
the previous month to the 25
th
of the current month.

Each Department will send the Attendance/LOP Details in respect of
Focusites working in the department on or before 25
th
of the Salary Month.
Salaries for the month will be processed between the 28th and 29th of every
month by the Personnel Dept.

The approved leave applications, which have not yet been forwarded, need to
be sent to eleave@focusite.com, on or before the 25th of every month.
Any leave applications, received after the 25th of the month, will be
considered as Leave on Loss of Pay (LOP) and the deduction will be effected
in the same months salaries.

Except in emergencies, all the other leave taken must be by prior approval
and these approved leave applications, should be sent to
eleave@focusite.com, immediately.

Any discrepancies, in the LOP statement or leave balances for a particular
month, may be sorted out, within the 15th of the subsequently month, before
the commencement of the next salary processing. It may not be possible to
make any changes with retrospective effect, beyond this timeline.

Any exception has to be approved by Management

h) PAYMENT OF SALARY: Salary will be paid on the last working day
of the month for which the salary becomes due for Focusites who are on the
direct rolls of the Company.


As stated in the HR Philosophy, the Company recognizes the distinct
potential of Focusites and would like to create processes to sustain, nurture
and develop for the benefit of the employees development as well as
achieving companys business performance/targets.


In line with the above philosophy, every Focusite goes through a
performance evaluation process along with his / her immediate supervisor to
identify the following:-

Performance Achievements
Skills and Competencies that require further development.
Training needs, both functional and developmental.

The process helps both the management and the employee to understand the
Key job responsibilities, set targets, plan to meet development needs, etc.

9.2 TRAINING

Training is an ongoing process in the company. The training process
comprises the following:

a. Training need identification
b. Training Calendar & Budget
c. Training Planning
d. Training delivery
e. Training evaluation

9.2.1 TRAINING NEED IDENTIFICATION

Broadly the training needs are identified based on two factors:-

a) Business needs and knowledge & skills required to fulfill the business
needs.
b) Individual & Group development needs.

9.2.2 TRAINING CALENDAR & BUDGET

A Training Calendar will be prepared along with the Training Budget by HR
for approval by MD. Each Focusite will attend minimum 3 man-days in a
calendar year in which he / she needs to be trained.

9.2.3 TRAINING PLANNING

Both the individual and group training plans are worked out and scheduled.
In case of internal training programmes, session-wise course design and
course material are prepared, faculty resources are identified for the modules.
In the case of the external training programmes, HR department liaises with
training institutions and updates the database on training programmes.

9.2.4 TRAINING DELIVERY

For the internal courses, HR interacts with the departments for nominations
and conducts the course with internal / external resources. Also, ensures the
provision of required course material, hard and soft training aids while
delivering the programme.

The Company also invests in employee competence development, by
sponsoring Focusites for public training programmes. It is intended that the
trained Focusite will then impart the training received, to others in the
department and thereby contribute to enhancing efficiency and effectiveness
within the system.

Code of Conduct for all sponsored training initiatives: Focusites
nominated for sponsored training programmes are our Ambassadors and
this is not to be treated as an informal event.

Hence, Focusites are expected to ensure that they:
1. Have sufficient business cards, to exchange, if provided with the same.
2. Are attired formally or as per the dress code as specified in the
programme guide.
3. Take notes as they may be called upon for Knowledge Transfer (In-
House)
4. Are always 5 minutes before schedule.
5. Handover their responsibilities for the period, to relevant Focusite(s) and
keep others informed appropriately, by E-mail.

This, being a development initiative, will require that:
1. A report on the programme with clear time bound knowledge transfer
objectives is sent to the reporting authority, with a copy to the HR
department.
2. A knowledge transfer plan to the relevant members of the location/
department is sent to the HR department.
3. A copy of the complete set of programme materials, received by the
Focusite, along with the notes, made during the programme, are sent to
the HR department, for the other In House developmental programmes.

The investment in these sponsored developmental initiatives is primarily to
harvest a Return on Investment. The benefits of this programme, both, for the
Focusite, as an individual and for the organisation are expected to be in
evidence, through intense training efforts, towards enabling the team to
develop the desired competence. Needless, to add, we expect such
contribution from Focusites, to be available for many successful years.

9.2.5 TRAINING EVALUATION

HR Department will design evaluation systems, review course contents,
course methodology, delivery and impact of training.


The feedback will be used for improvements in the programme processes, as
well as future patronage of programmes delivered by outside institutions.

9.2.6 RECOVERY OF TRAINING COSTS

To optimize the utilization of the Company sponsored training programmes,
the concerned Focusite, will ensure that she/he serves Focus, for a minimum
period of 6 months from the date of attending the Training programme. In the
unlikely, eventuality, of separation from Focus, within six months of
attending the programme, the investment (as applicable), will be recovered
from the Focusite, during the final settlement.

10.0 DOMESTIC TRAVEL POLICY

10.1 OBJECTIVES
To ensure that guidelines are properly provided to employees while
travelling on business to domestic or overseas locations
To lay down standards of expenditure allowance depending upon
employee levels
To specify authorization levels for approval of travel
To facilitate monitoring of travel related expenses

10.2 TOUR & TRAVEL POLICY

1. Travel Plan needs to be prepared and a prior approval has to be taken from the
respective Reporting Officer, in the Travel plan form.

2. Once the travel plan is approved, the concerned Focusites can send the request for
booking tickets along with the approved Travel form.

3. Admin Department will book the ticket and forward the ticket to the concerned
Focusite.

4. Depending on the location, the concerned Focusite to send their request to the
respective local Admin Executive, for booking tickets. In the absence of a local
Admin representative, the corporate team will support in arranging the tickets.

5. Travel Eligibility:
Executives Junior/Senior Executive Train 3rd AC
Assistant Manager Managers Senior
Managers
Train 2nd AC or 3rd AC.
Flight Travel Based on
Business needs


6. Eligibility for Room Stay

Executives Junior/Senior Executive Rs.1200/- per day inclusive of Boarding
and Lodging
Managers Assistant Manager Senior
Manager
Rs.2500/- per day both inclusive of
boarding & lodging

7. Travel Advance request can be forwarded to Admin dept with the approval of the
respective Reporting Officer. If required, the Travel Advance amount can be credited to
concerned Focusites Axis Bank Account

8. On completion of travel, the filled travel expense form to be submitted along with the
supporting original bills and the same needs to be forwarded to the respective Reporting
Officer along with Tour Report, for approval.

9. The respective Reporting Officer will approve and forward Travel Expenses
Statement to Admin Dept subject to the receipt of the Tour Report.

10. The Reporting Officer will retain the Tour Report for her / his record and for future
reference.

11. Admin Dept will arrange for reimbursement and the same will be credited to the
concerned Focusites Axis Bank Account

10.3 Local Conveyance

1. For Local conveyance reimbursement, Standard Client Visit Form needs to be
submitted in the beginning of the year (Standard Client visit form Attached)

2. Local Conveyance Eligibility:

Executives Junior/Senior Executive Rs.2.75 per Km
Managers Assistant Manager Senior
Manager
Rs.7/- per Km (For the usage of Four
Wheeler) If the Manager is not using a 4
wheeler, then either the 2 wheeler
allowance will apply. If a taxi / auto is
used, then the claimable amount will not
exceed Rs. 7/- per Km


3. Every Week the concerned Focusite will be submitting Weekly Client visit Plan
form to the respective Reporting Officer.

4. Respective Reporting Officer will approve Weekly client Visit form.

5. Based on the approval, concerned Focusite will be visiting Clients Office or any
other location

6. On the completion of the week, concerned Focusite needs to submit the Weekly
client visit claim form with the weekly report to your Reporting Officer

7. The respective Reporting Officer will approve the Weekly client visit claim form for
reimbursement

8. The weekly client visit claim should be as per the approved Standard Client Visit
Form

9. The weekly Client visit claim amount will be reimbursed from local petty cash
through the concerned Admin executive

11.0 NATIONAL & FESTIVAL HOLIDAYS AND LEAVE

11.1 NATIONAL & FESTIVAL HOLIDAYS:

Focus will declare in each calendar year, four National Holidays (Republic
Day, May Day, Independence Day and Gandhi Jayanthi) and 6 Festival
Holidays.

11.2 WORK ON NATIONAL & FESTIVAL HOLIDAYS:

In order to meet the urgent business requirement, the Company may require
any employee to work on National & Festival Holidays and, for such work,
he will be compensated in accordance with the Company Rules as laid in the
Leave Policy.

11.3 LEAVE

11.3.1 PURPOSE

To give Focusites an opportunity, within limits, of paid leave from work to
attend to personal matters or to undergo medical treatment.

To give Focusites an annual break to sustain enthusiasm and energy levels.


11.3.2 MAIN FEATURES

There will be 3 categories of Leave w.e.f. 1
st
Jan 2011. They are as follows:
1. Casual Leave 12 days, PA
2. Sick Leave 6 days, PA
3. Earned Leave 13 days, PA
CASUAL LEAVE (CL):

All the employees shall be eligible for one-day casual leave per month

Casual leave shall be availed in the Calendar year (Jan-Dec) itself. It cannot
be accumulated and carried forward to the next year.

Casual leave shall be availed for a minimum of half a day and a maximum of
3 days at a stretch.

Casual Leave can be either prefixed or suffixed to holidays. If it is availed by
prefixing and suffixing before and after holidays, such holidays will also be
considered as leave and will be deducted from the leave account

SICK LEAVE (SL):

All permanent (confirmed) employees shall be eligible for Half day Sick
leave per month.

A maximum of 2 consecutive days leave may be taken without Medical
certificate. Any further leave without a medical certificate will be treated as
Loss of Pay irrespective of the sick leave credit available. If the leave taken
exceeds 5 working days because of illness, then the Focusite, has to produce
a fitness certificate, besides the medical certificate, before resuming duty.
Sick leave shall be availed in the Calendar year (Jan-Dec) itself. It cannot be
accumulated and carried forward to the next year.

EARNED LEAVE (EL):


EL should be well planned and availed with advance notice giving sufficient
time to make alternate arrangement.

All permanent (confirmed) employees can avail Earned leave. For every 20
days worked, an employee will earn one-day leave

It can be accumulated and carried forward which shall not exceed more than
26 days.

Earned leave can be surrendered and en-cashed once in a year, leaving
minimum 15 days in credit. The leave can be en-cashed in the month of
January, of the previous year.

The Earned Leave is en-cashed at the rate of Basic salary only.

Earned leave shall be availed for a minimum of 1 day and for a maximum of
15 workings days at a stretch

Earned Leave can be either prefixed or suffixed to holidays. If it is availed by
prefixing and suffixing before and after holidays, such holidays will not be
considered as leave and will not be deducted from the leave account.

Note: Two types of leave should not be clubbed.
All leave should necessarily have prior approval of the Reporting authority.
Any leave taken without prior approval or if leave taken is not regularized,
post facto, it will be treated as Leave without Pay.

In the case of leave exceeding 5 working days, the concerned reporting
authority should forward the leave application, with her/his recommendation,
to the HR dept., for special Management approval. The HR Dept. will inform
the sanction of the leave, to the concerned Reporting authority. The Focusite
concerned, may be permitted to proceed on leave only after the receipt of
such sanction.

The number of leave a Focusite is entitled to will be prorated, based on the
date he / she joins the organization during the current calendar year. If he /
she joins on or before the 15th of the month, he will be entitled to that
month's leave, as applicable.

The leave shall be sanctioned by the reporting authority, subject to the leave
availability.

The company reserves the right to recall a Focusite who is on leave, if the
exigencies of service so warrant.


11.3.3. LOSS OF PAY

A Focusite who is on unauthorized leave will be termed to be on Loss of pay.

Focusites are not encouraged to go on unauthorized leave since it will be
considered as a breach in discipline and appropriate disciplinary action may
be initiated against them.

11.3.4. MATERNITY LEAVE

All women Focusites are eligible for Maternity leave as per the provisions of
the Maternity Benefit Act. 1961.

Eligibility on completion of a minimum of 80 days of service at FOCUS, as
defined in The Maternity Benefit Act, 1961, prior to proceeding on Maternity
Leave.

Woman Focusite will be granted, on application, Maternity Leave for 12
weeks, i.e. 84 days during confinement. The leave application, supported by
a Certificate issued by a Registered Medical Practitioner shall be presented
before proceeding on Maternity Leave. This facility will be available for the
birth of the first two children only.

Maternity Leave would be granted for a maximum of 90 days. Weekly off
days and holidays falling in between would also be counted as leave.

The childs Birth Certificate shall be produced by the woman Focusite
concerned at the time of joining duty after availing the Maternity Leave.

Maternity Leave for a period not exceeding six weeks may also be granted in
case of miscarriage or abortion provided the application for leave is
supported by a Certificate from a Registered Medical Practitioner.

PATERNITY LEAVE
All men Focusites are eligible for Paternity leave of three days for the birth
of the first two children.

11.3.5 COMPENSATORY OFF

It will apply only in instances, when work is consciously scheduled on a
holiday or overnight (not counting night shifts) because of client's
requirements and demands.

The Comp-off should be availed within the same calendar month for the days
of a holiday or night worked on. If the Comp - off is not availed within the

stipulated time, it will lapse. Only work scheduled that is estimated to be of
over 6 hours duration and performed to the satisfaction of the reporting
authority will be reckoned for a Comp - off. The reporting authority must
authorize the Comp - off. This will apply to all Focusites.

Compensatory Off should be applied in e-leave format and sanctioned before
proceeding on leave by HOD for onward transmission to HR Department.

11.3.6 ENCASHMENT AND ACCUMULATION OF LEAVE

The minimum leave balance of 15 days to be maintained in their EL account.

The maximum of 26 days of EL can be accumulated/ maintained in the EL
account.
Any excess leave to be availed during the Calendar year Jan to Dec or it will be
automatically en-cashed, in January, the subsequent year

11.3.7 COMMUNICATION CHANNEL

Focusite wanting to apply for leave or wanting to intimate of an already
taken leave, will fill up the e-Leave Application copy and forward ait to their
respective superiors (reporting authority), by e-mail. This leave application
will be approved/disapproved by the respective superior and forwarded to
Eleave Group ID.

11.3.8 LEAVE ADDRESS

Focusite is required to intimate his / her leave address in the leave application
when he / she is going out of station / headquarters.

11.3.9 LIABILITY FOR ABSENCE FROM DUTY BEYOND THE PERIOD
OF SANCTIONED LEAVE

Whenever a Focusite remains absent beyond the period of leave granted or
extended, the department concerned shall immediately report such instances
to the HR Department.

A Focusite who does not report for duty within 3 days of the expiry of
her/his leave as mentioned above, and also does not keep the appropriate
reporting authority, duly informed, will be treated as having left the
Companys service, on his own accord, from the date he / she was due to
return to duty.

11.3.10 PERMISSION

A Focusite can avail permission of 2 hours, twice per month, with the
approval of the HOD. The duration of the permission will be half-an-hour
minimum to the maximum of 2 hours. The approved permission should be
sent to the HR dept. for records. The permissions which exceed 2 hours will
be accounted as half day leave.

12.0 LOANS AND ADVANCES

12.1 LOANS

12.1.1 PERMISSIBILITY: Focusites who have put in atleast 2
years of continuous service.

12.1.2 PURPOSE : The purposes for which loan can be given
include :-

a) Medical expenses including hospitalisation for self, spouse, children and
dependent parents.
b) Marriage for Self, children or dependent brothers / sisters.
c) Construction of House/ Flat
d) Education expenses for self, spouse or children
e) To buy vehicle for own use.
f) Any other cause with the approval of the Management.

12.1.3 AMOUNT OF LOAN :

The Loan amount is restricted to Gross Salary for four months or Rs.25,000/-
(Rupees Twenty Five Thousand Only) whichever is less.

12.1.4 CONDITIONS :

1. Loan will involve an interest charged @ 12.5% p.a. (as prescribed by the
Govt.) calculated from the date of payment of loan.
2. An application need to be made in the Personal Loan Request Form
through the HOD.
3. The application should include necessary documentary evidence to
support the requirement of loan.
4. The management reserves the right to reject any application without
assuring any reason thereto.
5. The loan will take atleast a weeks time to distribute after receipt of
application along with necessary details / clarifications.
6. The recovery of the loan will be through equated monthly installments,
deducted from the salary.
7. The Focusite has to give a blank, undated cheque, duly crossed, favouring
Future Focus Infotech Pvt. Ltd., as a security, which will be used for the

recovery of the unpaid loan, in the unlikely event of a default on
repayments.
8. This blank cheque, duly cancelled, will be returned to the Focusite
concerned, in the month after repayment of the last EMI.
9. The Loan will have to be repaid in the least number of monthly
installments, and in any case, not exceeding the maximum permissible
number of 12 monthly installments.
10. Without assuming this facility to be a matter of right, a Focusite may be
permitted a loan only once in two years.
11. By and large, the policy guidelines on disbursement of loans should be
adhered to, without any deviation, and furnishing all the required
documentation and financial sureties required.
12. Exceptions, for exemplary reasons, can be considered, on special
application to the MD, duly endorsed by the Location Head or the
Department head.
13. On all matters pertaining to exceptions, the MDs decision will be final.
14. The Management reserves the right to recall the entire loan at any time
during the tenure of the loan without assigning any reason for such recall.

12.2 SALARY ADVANCE :

12.2.1 PURPOSE : The purpose of this is to take care of any exigency.

12.2.2 AMOUNT OF ADVANCE :

The Advance is restricted to 50% of Net Monthly Salary.

12.2.3 CONDITIONS :

1. Salary advance will be deducted from the salary, in the same month.
2. An application need to be made through the HOD.
3. The management reserves the right to reject any application without
assuring any reason thereto.
4. The advance will take atleast a weeks time to distribute after receipt of
application.
5. The Management reserves the right to recall the entire advance at any
time during the tenure of the loan without assigning any reason for such
recall.

13.0 SOCIAL SECURITY MEASURES:

13.1 PROVIDENT FUND SCHEME

All Focusite who have been recruited for any permanent position can become
a member of the PF Scheme.

The rate of contribution by the Focusite will be as per rules in force, which is
currently 12% of basic pay. Similarly out of the company contribution of
12% of basic pay, 8.33% upto Rs.6,500/- of salary is contributed towards the
Employees Pension Scheme 1995 under the EPF Act and the balance to the
Provident Fund Account.

In addition, if the Focusites so desire, they may make Voluntary
Contributions to the Provident Fund, subject to a maximum overall
contribution from their side of 20%. Such additional voluntary contributions,
however, will not be matched by the Company.

Amount deducted from the Focusites along with the company contribution
will be remitted each month to the Regional Provident Fund Office, Chennai,
through State Bank of India in the respective PF Account.

Focusite on resignation is required to submit a withdrawal form (in case they
would like to withdraw). This will be forwarded to PF Office only after 60
days from the date of resignation.

Focusite on resignation are required to submit their transfer form (in case of
transfer to the prospective employer)

13.2 LIFE INSURANCE CORPORATION OF INDIA - EMPLOYEES
DEPOSIT LINKED SCHEME UNDER PF

With effect from 1
st
January 2004, the company has covered Focusites under
Provident Fund category, with the Life Insurance Corporation of Indias
Employees Deposit Linked Scheme (LIC EDLI Scheme), with the consent of
the PF authority. The premium for this is directly paid by the Company.

Uniform coverage for each member under the LICs EDLI Scheme, is a sum
assured of Rs.1,32,000/-, irrespective of the number of years of service,
whereas under the PF EDLI Scheme, the members are covered for a
maximum sum assured of Rs.1,32,000/-, based on the no. of years of service
rendered by the members and also the contribution accumulated.

13.3 EMPLOYEES STATE INSURANCE SCHEME
Focusites, who earn a Gross Salary of less than Rs.15,000/ month, are
covered under the "THE EMPLOYEES' STATE INSURANCE ACT, 1948".
The Employee and her/his family are covered under the scheme, which gives
the following benefits:
(a) Medical benefit

(b) Sickness benefit
(c) Maternity benefit
(d) Disablement benefit
(e) Dependants Benefit
(f) Funeral Expenses
Under this scheme, the Employee's contribution at a rate of 1.75% of the
Gross Salary and the employer's contribution at a rate of 4.75% of Gross
Salary will be deducted from the CTC and remitted to the Employee State
Insurance Corporation.
13.4 GRATUITY

Gratuity shall be payable as per the provisions of Gratuity Act on
superannuation or resignation or in case of death-while-in-service of
permanent incapacity due to physical or mental infirmity.

Except in the case of death or permanent disability, gratuity is admissible
only after 5 years from the date of joining on regular employment.

Gratuity will be calculated as 15 days of the Basic Pay for every completed
year of service or part thereof for six or more months, subject to a maximum
of Rs.3.5 lakhs, whichever is less provided the employee has put in a
minimum period of 5 years continuous service.

14.0 STAFF WELFARE MEASURE

14.1 MEDICLAIM POLICY:

This policy is applicable for all the Focusites who are regular employees,
including Trainees, effective February 2007.

New joinees would be covered under the policy after one month of their
joining.

This Mediclaim policy helps employees to cover the expenses incurred
during Hospitalization to the extent of the Sum Insured.

The claim would be settled, only if the employee is admitted as In-patient for
a period of 24 hrs or more.

The Mediclaim card will be issued to all the employees, which would
facilitate availing the cashless facility. This facility could be availed with all
the hospitals listed with the TPA.

In the circumstance of inability to avail the cashless facility, the employee
may pay the amount and the reimbursement could be claimed, within 30 days
of hospitalization. The discharge summary, Original bills and the claim form
needs to be submitted to the HR dept., within 30 days from the
hospitalization. The claim will then be processed by the Insurance Company
and the reimbursement will be made to the claimant, to the extent of claim
approved by the Insurance Company.

Personal Accident Benefits:

As a value addition for the Mediclaim coverage, every Focusite is now
insured in the unfortunate event of an Accidental Death, on the job.

In the unfortunate event of an accident, it is recommended that the cashless
Mediclaim facility should not be used; instead it is better to pay the expenses
incurred and claim all the accident insurance benefits, as a reimbursement.

14.2 GROUP LIFE INSURANCE SCHEME:

This policy is applicable for all the Focusites who are regular employees,
including Trainees.

All Focusites are covered under the Group Life Insurance Scheme, with a
uniform coverage of Rs.37,000/-.

In the event of the death of the member, the dependent of the Insured, will
get the sum assured, whilst in service, prior to the terminal date.

14.3 WEDDING GIFT FOR FOCUSITES

14.3.1 PURPOSE

Marriage is an event of a life time which calls for celebrations. FFI joins in
celebrating the weddings of Focusites. Every Focusite is presented with a gift
cheque during the occasion of her/his wedding, on behalf of the Focus
family.

14.3.2 MAIN FEATURES & PROCESS

Focusites who are getting married will receive a gift cheque. Focusites are
requested to send their wedding invitation to the HR dept., before the
wedding.
A gift cheque of Rs.1000/-, will be presented to the Focusite, on the occasion
of her/his wedding.

PROCESS AT CORPORATE OFFICE (CHENNAI):

Immediately, on receipt of the wedding invitation, the HR dept. will request
the Accounts dept, to issue the cheque, in favour of the Focusite. This cheque
will be presented to the Focusite during the reception/ wedding ceremony, by
a representative of the Company.

PROCESS AT OTHER LOCATIONs:

At the other locations, immediately, on receipt of the wedding invitation, the
RM will make necessary arrangements, to issue the cheque at the location, in
favour of the Focusite. This cheque is issued from the locations petty cash
account. The gift cheque will be handed over to the Focusite during the
reception/ wedding ceremony, by a representative of the Company, from the
Location.

Note: In cases of the Focusites getting married in towns outside their work
locations, the gift cheque will be presented to the Focusite, on the day they
resume duty.

14.4 GENDER DIVERSITY & INCLUSIVITY STATEMENT OF INTENT &
GUIDELINES

The Gender Inclusivity policy of FFI is a value statement giving not only direction
for the organization in practice, but also holds the organization accountable. It also
comes from the understanding that, inequality between men and women exists and it
is manifested in discrimination against women in different forms. To whatever
extent, one might be sensitive; it needs conscious and continuous efforts to achieve a
balanced environment both at organizational level and also in work with the partners
at field level. Framing a Gender policy is a commitment towards those efforts. The
overall effort is to provide an enabling environment for women within the
organization, various partners and the communities with whom we are working and
strengthen the gender sensitivity among all.
FFIs organizational Vision on Gender Diversity and Inclusivity
Entrench participatory processes through network approach that strengthen
Human Resources Management practices to secure, improve and enhance the
quality of life of all employees without discrimination

Participatory processes include capacity building, institutional development,
networking and advocacy

FFIs Organizational Values on Gender Diversity and Inclusivity

Equity: Being sensitive and committed to reduce all forms of discrimination with
focus on the employee regardless of sex, colour, religion or status
Participatory processes: Having faith in People capacities and their institutions
Accountability: Accountability with transparency
Collaboration: Developing synergies through networking
Team work: Striving for quality, innovation and diversity
Values we value:
Striving for success and quality
Innovation
Diversity
Objectives of FFIs Gender Inclusivity Policy
To explicitly state the organizational commitment towards gender
inclusivity
To provide a direction towards building gender inclusivity related agenda
To provide a framework for effectively integrating gender concerns into the
organizational agenda and policy domain
To create equal opportunities and a conducive environment for women and
men at work place
To promote equal representation and participation of women in decision
making at the professional/ programmatic and administrative levels

Elements of Gender Policy:
FFIs definition of Gender
FFI understands that gender refers to the attributes and opportunities associated
with being male and female and the socio-cultural relationships between women
and men. These attributes, opportunities and relationships are socially constructed
and are learned through socialization processes. They are context specific and

changeable. In most societies there are differences and inequalities between
women and men in activities undertaken, access to and control over resources as
well as decision-making opportunities. Gender is part of the broader socio-
cultural context, which also takes into consideration factors such as class, race,
economic status, ethnic group and age. FFI adopts the gender inclusive
perspective, which means focusing on both women and men and their
relationships with each other and resources. In addition, it means working with a
global perspective that allows for and appreciates regional diversity. The
organization aims at mainstreaming gender by creating an enabling working
environment that in turn attracts and helps to a retain gender sensitive team. Since
FFIs core business centers around the Human Resource, FFI is working to
strengthen the Human resources management practices to secure, enhance the
quality of the professional and personal life of its employees, partners and
community in general. This means achieving a better analysis of patterns of use,
knowledge and skills regarding conservation and sustainable use of human
resources. Only with a gender perspective can a complete picture of human
relationships and ecosystems be built up. The gender policy is an integral part of
all FFIs organizational policies, programs and projects and involves building a
culture that understands the issues and policies, which respect diversity and
gender, related concerns. A mere statement of policy and objectives does not
ensure the concerns relating to addressing the gender. Towards achieving the
above objectives, clear indicators need to be defined to evaluate and assess the
organizations commitment towards gender equity and inclusivity on a periodic
basis.

For this following systems and strategies are tried out internally and externally: at
organizational level and at the Partner level.
At Organizational level:
A) Staff composition/representation
Recruiting adequate women staff and ensuring the balance also at senior
levels; with an objective of achieving a numerical gender balance in all
posts at all levels
Ensuring equal opportunities among male and female staff for personal
growth, in promotion benefits, training and working conditions

Ensuring equitable representation and participation of men and women in
the core group, Board of Directors and in various functional committees
of the organization

B) Workplace
Providing a safe and secure workplace for women staff, free from sexual
harassment with a Gender Complaints committee to look into specific
concerns
Providing an enabling and friendly work environment where both men and
women enjoy and actively participate in work. This includes providing
flexible working hours and allowing working from home, wherever
possible
Extending work related concessions and relaxations for women staff
depending upon the situations and requirements; e.g. providing secure
transport facilities when they work late hours; giving relaxation over
travel time for the next day for those in the field; ensuring security
measures along with minimum basic facilities for women staff traveling in
the field
Reviewing the organizational structure, functioning, problems in relation to
gender imbalances among staff and the work environment time to time
and taking definite steps to address the same
Strategic orientation to staff in the field based programs and advocacy
initiatives towards increasing womens access, control and ownership
over the available resources
Placing Gender in existing committee: A woman employee who has put in
3 months of service after confirmation shall be entitled for 3 months of
Maternity Leave on full pay and under probation, she will be eligible for
leave without pay for the same length of period.
Making efforts to develop infrastructure for childcare facilities in the office
premises in order to ensure that the parents can bring their children in
circumstances in which the child cannot be taken.
Providing support for elder-care

In the field

Furthering deliberate and intense efforts to promote participation of women
in various aspects of human resource management.
Facilitating participation and even representation of women in various
organizational structures created for the management of human resources
like committees, user groups etc.
Analysis of gender disaggregated roles and work patterns, and make special
efforts to balance/optimize the work load of women
Ensuring equal remuneration to equal work for both men and women in the
works as part of the programs
Making special efforts to constantly identify vulnerable/capable women and
provide them the necessary support and guidance
Sensitizing the men and mobilizing their support towards gender balance
Building awareness and sensitivity by processing information and corporate
communications
C) Staff capacity building
Facilitating staff capacity building processes and trainings to enhance
perspectives and conceptual clarity on Gender issues (for all the staff
members). It is an important component of the induction program
Ensuring that all trainings (internal and external) facilitated by the
organization are gender-sensitive a) training: content/methodology/mode
of facilitation b) logistics: part-time/location of venue/crche
facilities/other logistics/first-aid
Conducting Gender trainings for both men and women; and ensuring
participation of women in all department level meetings and trainings
D) Organizational policies and systems
Ensuring all HR systems and policies are gender-sensitive and responsive,
and integrating gender indicators into staff performance
management/appraisal systems
Incorporating and explicitly mentioning gender sensitivity as an essential
element in the tasks/job profiles in all terms of reference
Ensuring that the conceptual clarity and sensitivity on gender issues will be
one of the important selection criteria in recruitment processes and
capacity building efforts of personnel
Initiating and building the advocacy around gender balance and making
efforts to integrate gender concerns into the scaling up and mainstream
developmental programs

E) Staff benefits
Following all statutory requirements related to maternity leave: A woman
employee who has put in 3 months of service after confirmation shall be
entitled for 3 months of Maternity Leave on full pay and under probation;
she will be eligible for leave without pay for the same length of period.
Ensuring that staff access to and use of information technology is gender
equitable
(Arrangements should be made for recording all information and open access for
reviewing the performance of tasks mentioned at organizational level regularly in
different forums from staff meetings to Annual day/meetings)

Networking:
FFI will proactively make several efforts in promoting gender concerns in
the work with partners. It involves extending support to partners in gender
diversity recruitment programs, supporting gender studies, etc.
FFI will extend support to partner organizations in developing their own
gender policies, strategies and programs
Sharing Gender reports within our peer groups and partner organizations
and also facilitating similar process within the partner organizations to
promote gender sensitivity
Associating with networks and organizations working on this agenda e.g.:
the NASSCOM WIL IT
Supporting and expressing solidarity with partners at field level in taking up
issues of discrimination/harassment against women and education of
women

Note: This is a policy statement, which outlines FFIs sensitivity towards Gender
Diversity and Inclusivity and its operational framework to address the related
concerns.

14.5 POLICY ON SEXUAL HARASSMENT OF EMPLOYEES


14.5.1 POLICY

Future Focus Infotech Pvt. Ltd. (FFI) is an equal employment opportunity company
and is committed to creating a healthy working environment that enables employees
to work without fear of prejudice, gender bias and sexual harassment. The Company
also believes that all employees of the Company have the right to be treated with
dignity.

Sexual harassment at the work place or other than work place if involving
Employees is a grave offence and is, therefore, punishable.
The Supreme Court has also directed companies to lay down guidelines and a forum
for redressal of grievances related to sexual harassment.

14.5.2 SCOPE AND EFFECTIVE DATE

This Policy extends to all employees of the Company and is deemed to be
incorporated in the service conditions of all employees and comes into effect
immediately.

Sexual harassment would mean and include any of the following:

i) Unwelcome sexual advances, requests or demand for sexual favours, either
explicitly or implicitly, in return for employment, promotion, examination or
evaluation of a person towards any company activity;
ii) Unwelcome sexual advances involving verbal, non-verbal, or physical conduct
such as sexually coloured remarks, jokes, letters, phone calls, e-mail, gestures,
showing of pornography, lurid stares, physical contact or molestation, stalking,
sounds, display of pictures, signs, verbal or non-verbal communication which
offends the individuals sensibilities and affect her/his performance;
iii) Eve teasing, innuendos and taunts, physical confinement against ones will and
likely to intrude upon ones privacy;
iv) Act or conduct by a person in authority which creates the environment at
workplace hostile or intimidating to a person belonging to the other sex;
v) Conduct of such an act at work place or outside in relation to an Employee of FFI,
or vice versa during the course of employment; and any unwelcome gesture by an
employee having sexual overtones

Employee means any person on the rolls of the Company including those on
deputation, contract, temporary, part time or working as consultants.

14.5.3 COMPLAINT REDRESSAL COMMITTEE

A Committee has been constituted by the Management to consider and redress
complaints of Sexual Harassment. The Chairman and Members of the Committee

are as follows:

Committee

1. Mr. M. V Subramanian, Chairperson
2. Ms. Reena, Member
3. Mr. N.T. Nathan, Member
4. Concerned Ethics Officers at the FFI locations- Member

A quorum of 3 members is required to be present for the proceedings to take place.
The quorum shall include the Chairperson, at least two members, one of whom shall
be a lady.

14.5.4 REDRESSAL PROCESS

Any employee who feels and is being sexually harassed directly or indirectly may
submit a complaint of the alleged incident to any member of the Committee in
writing with his/her signature within 10 days of occurrence of incident

The Committee will maintain a register to endorse the complaint received by it and
keep the contents confidential, if it is so desired, except to use the same for discreet
investigation

The Committee will hold a meeting with the Complainant within five days of the
receipt of the complaint, but no later than a week in any case

At the first meeting, the Committee members shall hear the Complainant and record
her/his allegations. The Complainant can also submit any corroborative material
with a documentary proof, oral or written material, etc., to substantiate his / her
complaint. If the Complainant does not wish to depose personally due to
embarrassment of narration of event, a lady officer for lady employees involved and
a male officer for male employees,
involved shall meet and record the statement.

Thereafter, the person against whom complaint is made may be called for
a deposition before the Committee and an opportunity will be given to him / her to
give an explanation, where after, an Enquiry shall be conducted and concluded

In the event, the complaint does not fall under the purview of Sexual Harassment or
the complaint does not mean an offence of Sexual Harassment, the same would be
dropped after recording the reasons thereof.

In case the complaint is found to be false, the Complainant shall, if deemed fit, be
liable for appropriate disciplinary action by the Management.

14.5.5 ENQUIRY PROCESS


The Committee shall immediately proceed with the Enquiry and communicate the
same to the Complainant and person against whom complaint is made

The Committee shall prepare and hand over the Statement of Allegation to the
person against whom complaint is made and give him / her an opportunity to submit
a written explanation if she / he so desires within 7 days of receipt of the same

The Complainant shall be provided with a copy of the written explanation submitted
by the person against whom complaint is made.

If the Complainant or the person against whom complaint is made desires any
witness/es to be called, they shall communicate in writing to the Committee the
names of witness/es whom they propose to call

If the Complainant desires to tender any documents by way of evidence before the
Committee, she / he shall supply original copies of such documents. Similarly, if the
person against whom complaint is made desires to tender any documents in evidence
before the Committee he / she shall supply original copies of such documents. Both
shall affix his /her signature on the respective documents to certify these to be
original copies

The Committee shall call upon all witnesses mentioned by both the Parties

The Committee shall provide every reasonable opportunity to the Complainant and
to the person against whom complaint is made, for putting forward and defending
their respective case

The Committee shall complete the Enquiry within reasonable period but not
beyond three months and communicate its findings and its recommendations for
action to the Head HR. The report of the committee shall be treated as an enquiry
report on the basis of which an erring employee can be awarded appropriate
punishment straightaway.

The Head HR will direct appropriate action in accordance with the recommendation
proposed by the Committee.

The Committee shall be governed by such rules as may be framed by the
Supreme Court orders or any other legislation enacted later on.

14.5.6 OTHER POINTS TO BE CONSIDERED

The Committee may recommend to the Head HR action which may include transfer
or any of the other appropriate disciplinary action

The management shall provide all necessary assistance for the purpose of ensuring

full, effective and speedy implementation of this policy

Where sexual harassment occurs as a result of an act or omission by any third party
or outsider, FFI, shall take all steps necessary and reasonable to assist the affected
person in terms of support and preventive action.

The Committee shall analyse and put up report on all complaints of this nature at the
end of the year for submission to Head HR.

In case the Committee finds the degree of offence coverable under the Indian Penal
Code, then this fact shall be mentioned in its report and appropriate action shall be
initiated by the Management, for making a Police Complaint.

15.0 ACADEMIC PROJECT TRAINING (Summer/ In-plant/ Final)

At Focus, we believe in the relationship that we have with the Academic
Institutes, in grooming the youngsters as Future Corporate Citizen and providing
Projects to the Students, have been one such initiative.

The Project Requisition form, available with the HR dept., needs to be completed
and has to be approved by the Management.

The approved project requisition should be submitted to the HR dept., atleast a
week prior to the commencement of the project.

16.0 EMPLOYEE SEPARATION FORMALITIES:

16.1 EXIT FEEDBACK:

On separation from Focus, Focusite submits his/her intention to relieve by
submitting a Resignation Letter to the immediate superior. On receipt of this,
the reporting authority will discuss with the outgoing Focusite and forward the
same to the HOD concerned. After approval by HOD, the resignation letter is
forwarded to the Head (HR) for completing the separation formalities.

The Exit feedback is taken from, both, the exiting Focusite and the Reporting
authority, for understanding the reason for separation.

16.2 NOTICE PERIOD GUIDELINES:

After the submission and the acceptance of the resignation, Focusites are
required to serve for a minimum period in order to handover the assignments
handled by them to the person authorized by the HOD of the concerned
department.

In certain cases, employee may like to be relieved at shorter notice without
serving in Focus during the Notice Period (or) the Company may terminate the
employee as disciplinary action or non-performance of duty.

In such situations, notice pay will be recovered from the Focusite /paid by
Focus, as the case may be, as per the following criteria:

Employee Category Notice Period
Non-Managerial (During Probation) 7 days
Non-Managerial (After Confirmation) 15 days

Managers & Sr. Managers (During Probation) 15 days
Managers (After Confirmation) 30 days
Sr. Managers (After Confirmation) 60 days

16.3 RELIEVING ORDER & SERVICE CERTIFICATE:

Upon the receipt of the No Due Certificate from the concerned employee, duly
signed by the respective departments, Relieving Order & Service Certificate is
issued to the Focusite. Thereafter, the final settlement will be made by the 10
th

of the successive month.

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Future Focus India Pvt. Ltd. Employee Handbook

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