1

PROCESS FLOWCHARTS

Private & Confidential

TABLE OF CONTENT PAGE NO
RECRUITMENT & HIRING
Process Flow Chart 1 – Recruitment Process Flow 05

Template 1 – Manpower Requisition Form 06

Template 1.1 – Interview Evaluation Form 07

SOP 1 – Recruitment Process 09

Process Flow Chart 1.2 - Internal Job Posting 10

Template 1.2- Internal Job Posting 11

SOP 1.2 - Internal Job Posting 13

Process Flow Chart 1.3 - Internal Transfers 14

Template 1.3 - Internal Transfers 15

SOP 1.3 - Internal Transfers 17

Process Flow Chart 1.4 – Employee Referral Program 18

Template 1.4 - Employee Referral Program 19

SOP 1.4 - Employee Referral Program 20

PERFORMANCE MANAGEMENT & APPRAISALS

Process Flow Chart 2 - Feedback Mechanism 21

Template 2 – Feedback Mechanism 22

SOP 2 - Feedback Mechanism 24

Process Flow Chart 2.1 - Goal Setting Policies 25

Template 2.1 - Goal Setting Policies 26

SOP 2.1 - Goal Setting Policies 28

TABLE OF CONTENT PAGE NO

PROFESSIONAL DEVELOPMENT
Process Flow Chart 3 - Learning & Development 29

Template 3 - Learning & Development 30

SOP 3 - Learning & Development 32

Process Flow Chart 3.1 - Learning Facilities 33

Template 3.1 - Learning Facilities 34

SOP 3.1 - Learning Facilities 35

REWARDS & RECOGNITION

Process Flow Chart 4 - Rewards & Recognition 36

Template 4 - Rewards & Recognition 37

SOP 4 - Rewards & Recognition 39

COMPENSATION & BENEFITS

Template 5 – Relocation Policy 40

WORKPLACE POLICIES
Process Flow Chart 6 - POSH Policy 42

SOP 6 - POSH Policy 43

TABLE OF CONTENT
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TRAVEL
Process Flow Chart 7 - Travel Policy – Domestic 44

Template 7 - Travel Policy – Domestic 45

SOP 7 - Travel Policy – Domestic 47

Process Flow Chart 7.1 - Travel Policy – International 48

Template 7.1 - Travel Policy – International 49

SOP 7.1- Travel Policy – International 52

SEPARATION POLICY
Process Flow Chart 8 - Abscond Policy 53

SOP 8 - Abscond Policy 54

Process Flow Chart 8.1 – Termination 55

SOP 8.1 – Termination 56

 RECRUITMENT PROCESS FLOW 5

Start

Owner : Approved by ARP (Annual

Managing Director ('MD')/ 1 Resource Plan If not approved,
Chief Executive Officer preparation & HOD makes a
('CEO')/BU Head. approval) budget enhancement SLA :
request through e-
If the mail
SLA : budget is No Yes
available
for
2 manpower
?
Yes

Identify
Vacancies
3
Vacancy can be
for permanent
employees or
contractual
employees

Owner : Approved by Prepare

Managing Director ('MD')/ 4 manpower
requisition form SLA :
Chief Executive Officer
and Job Analysis
('CEO')/BU Head.
send to HR
department

Send requirement Check internal

5 (Job Description) resource
to HRD availability
External sources (talent pool Yes
from job portals, databanks,
placement agencies, campus Hire Through No Release Internal
recruitments, employee external sources Job Posting (refer
referrals, media advertisement, SL . NO .2)
etc.
Collect & screen Eligibl No
candidate e Send
responses Candi Rejection
dates? email
Schedule Yes
interview for
eligible
candidates
SLA : Interview
Round 1 Process
Based on the overall
performance, the students are
selected by the panel 8
Round 2
(Recruitment Team)
Panel consists of 3 members
Round 3

Shortlist the Candid

ate No
candidates & email Send offer letter to Skip/Pass the
them about their selected candidates Accept candidate
selection s

Yes

Complete
Background Checks

Onboarding New Stop

Candidate Joins Employee
 MANPOWER REQUISITION FORM Template 1 6

Position Requested For: Date:

Current Strength: Department:

Location: No.Of Vacancies

POSITION REQUIRED BECAUSE OF

 Replacement of _____________  New Requirement

If new requirement, please mention brief description of the position

MINIMUM REQUIREMENTS:

Education:

Skills & Experience:

Target Companies to benchmark ideal candidate:

Salary and benefits to be offered:

Requested By: Authorised By:

Name:

Signature:
 INTERVIEW OBSERVATION SHEETTemplate 1.1 7

Date :

Name : Position Applied :

Age : Qualification :

Current Company : Expected Salary :

Current Designation : Notice Period to join :

Current Salary : Total Relevant Experience :

Technical Parameters Excellent Good Fair Poor

1.

2.

3.

4.

5.

6.

Technical Assessment Date :

Technical Assessment Panel:

Panel Signature :

Comments: _________

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 INTERVIEW OBSERVATION SHEET Template 1.1 8

BUSINESS ALIGNMENT
ASSESSMENT
Business Alignment Parameters Excellent Good Fair Poor
Analytical Skills:
Ability to analyse information and make decisions
Presentation:
Ability to present ideas to create visual impression
Written & Oral Communication Skills:
Ability to write and speak with all levels of management
Problem Solving Skills:
Ability to identify problem and find appropriate solution
Customer Centricity:
Ability to create a positive consumer experience at the
point of sale and post-sale
Industry Knowledge & Market Awareness
In-depth knowledge on Gems & Jewellery Industry
and current market trends
Interpersonal Skills:
Ability to interact effectively with an individual or a
group
Behavioural skills
Demonstrates behavioural skills that align with values
of Sanghi Jewellers
Assessment Date :

Assessment Panel:
Panel Signature :

Comments:

SUITABILITY: Highly Suitable Hold

Rejected
Suitable

HR Section:
Salary Offered: Designation Offered:

Proposed Date of Joining: Approving Authority Signature:

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 SOP of Recruitment Process 9

Step1: Start the process.

Step2: Identify hiring needs through manpower recruitment form (Temp 1)
Step3: Create Job Description
Owner: HR Personnel
Step4: Post the job opening on the company internal job board / Intranet.
Owner: HR Personnel ; SLA: Job posted within 3 business days of JD completion.
Step5: Resume qualified.
Decision: If the resume gets qualified
Yes: Proceed to step 6
No: Send rejection communication
Owner: HR Personnel
Step6: Conduct Screening
Owner: HR ; SLA: withing 1-2 days of receiving the application
Decision : If candidate profile matches the requirements
Yes : Proceed to step 7
No: Send rejection communication
Owner: HR
Step 7 : Conduct the interview
Decision: If the candidate’s is the right fit
Yes : Proceed to step 8
No : Send rejection communication
Step8: Make an offer to the candidate.
Owner: HR
Decision: If the candidate accepts the offer
Yes: Proceed to step 9
No: Skip and pass on to the other applicants
Step 9 : Conducting background verification.
Owner: HR Personnel SLA: within 7 business days after interview.
Step10: Skip / pass the candidate
Step11: Onboarding the new employee.
Step 12 : Close the process

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INTERNAL JOB POSTING PROCESS FLOW 10

Start

HOD sends business

unit/ function
details of vacancies

Permanent or Part-
time vacancy

Prepare MRF and

JD

Post the job

requirement on
Internal Job Board

Interested
Employees sends Manager No
HR considers
approval request to Approva
another profile
their department l?
manager

Employee applies
for the job and Yes
shares approved
email to the HR

Application Review
By The Hiring
Manager / HR

Shortlisting No Consider The Job For

The Internal External Posting
Candidates?

Yes

Candidate No
Consider The Job For
Evaluatio External Posting
n

Round 1

Round 2

Round 3

Provide Feedback To
the selected &
rejected candidates

Roll out the job offer Job Offer Maintain Records Of IJP ,
To The Selected Acceptance By The Including Applications & Stop
Candidate Candidate Decisions
 11

INTERNAL JOB POSTING TEMPLATETemplate 1.2

Employee Information
Employee Name
Employee ID
Start Date of Current Current Job
Position Title &
(DD/MM/YYYY) Department
Email ID
Phone No
Job Details
Desired Position/Title
Desired Team/
Department
Reason for Applying/ Why do you want this job ? :

…………………………………………………………………………………………………
…………………………………….

…………………………………………………………………………………………………
…………………………………….

Qualification/Experience (Attach a resume and additional information if applicable)

Education Background:

…………………………………………………………………………………………………
………………………………………

…………………………………………………………………………………………………
………………………………………
Relevant Work Experience/ Skills and certifications:

…………………………………………………………………………………………………
………………………………………

…………………………………………………………………………………………………
………………………………………

…………………………………………………………………………………………………
………………………………………
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 INTERNAL JOB POSTING TEMPLATE Template 1.2

12
Manager Approval [ ] Approved [ ] Not Approved

Reason:
………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………..
HR Approval [ ] Approved [ ] Not Approved

Reason:
………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………..

Employee Signature : ………………… Date: …………………

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 13

SOP of Internal Job Posting

Step1: Start the process.

Step2: Identify the need for the new or vacant position.
Step3: Create the JD for the position in detail about the qualifications, responsibilities.
Owner: HR Personnel
Decision: Submit the JD for internal approval of the concerned department.
Yes: Proceed to step 4
No: Re-work according to the suggestions.
Step4: Post the job opening on the company internal job board / Intranet.
Owner: HR Personnel ; SLA: Job posted within 3 business days of JD completion.
Step5: Notify the job post to employees by internal communication by company intranet,
email, notice boards, or designated communication platforms.
Owner: HR Personnel
Decision: Application submission by the employees, post approval from their manager.
Yes: Proceed to step 6
No: Consider the job for external posting. SLA: Application period open for a period of 7-10
business days.
Step6: Application review by the hiring manager / HR
Owner: Manager & HR ; SLA: Hiring Manager & HR
Decision: HR team start shortlisting the applications for suitable candidates
Yes: Proceed to step 7
No: Consider the job for external postings.
Step7: Start the interview with the shortlisted candidates
Owner: HR & respective dept manager
Decision: Final decision of the candidate selection from relevant persons
Yes: Proceed to step 8
No: Provide the feed back to the candidates not selected
Step8: Provide the job offer to the selected candidate.
Owner: HR Personnel; SLA: within 7 business days after final interview.
Step9:. Job offer acceptance by the candidate
Owner: HR Personnel
Step10: Maintain the records of IJP , including applications & decisions made
Step11: Close the process

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 14
INTERNAL TRANSFER PROCESS FLOW

Start

Eligibility
Criteria & No
Job Vacancy Approval End The Process
Notification From
Manager

Yes

Application
Submission

HR
Reviews No Sends the
the referred rejection email to
profile if the referred
found candidate
eligible?
Yes
No

Emails the referrer

regarding Yes
shortlisting the
candidate

Selected
candidate receives
interview
schedule email

Interview is
conducted (refer
sl.no xx for
interview process)

Is Send rejection
candidate email
selected?
Interview
Process For
Offer letter to
Approval
selected candidate

Receive Approval 8 9
On Transfer

Maintain
Compensation & Records Of Stop
Benefits, Transfers
Transition Plan
Relocation
Assistance

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 15
INTERNAL TRANSFER TEMPLATE
Template 1.3
Employee Information

Employee Employee ID:

Name:

Current Current
Position: Department:

Email ID: Phone No:

Job Details
Desired Desired Location
Position/Title of the Job:
:

Reason for Applying

………………………………………………………………………………………………………

………………………………………………………………………………………………………

Qualification/Experience
Education Relevant Work
Background: Experience:

Skills and Certifications:

……………………………………………………………………………………………
…………………………………………

……………………………………………………………………………………………
…………………………………………

……………………………………………………………………………………………
…………………………………………

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Contd….
 16
INTERNAL TRANSFER TEMPLATE
Template 1.3
Manager Approval

[ ] Approved [ ] Not Approved

Reason:

………………………………………………………………………………………………………
………………………………

………………………………………………………………………………………………………
………………………………
HR Approval

[ ] Approved [ ] Not Approved

Reason:

………………………………………………………………………………………………………
………………………………

………………………………………………………………………………………………………
………………………………

Additional Information

[ ] Willing to relocate if required [ ] Requesting part time/full time status change

Employee Signature: …………………… Date: ………………

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 17

SOP of Internal Transfer

Step1: Start the process.

Step2: Job vacancy notification is communicated through internal channels like company
intranet, email or other designated communication platforms.

Owner: HR Personnel

Decision: Whether the employee meets the eligibility criteria including approval from the
manager.

Yes: Proceed to step 3

No: End the process.

Step3: Employee submitting an updated resume, cover letter, and any additional documents
required for the new role. .

Step4: Candidate applied will undergo an assessment and evaluation process based on their
qualifications, skills, experience, and performance.

Owner: HR Personnel; SLA: Review to be done within 1 week after submission of

applications.

No: End the process.

Yes: Proceed to the next step

Decision: Shortlisted candidates go through an interview process to get an approval for transfer.

Step 5: Employee receives an approval for the transfer.

Owner: HR Personnel; SLA: with in 1 week after the interview process.

Step6: A transition plan will be established to facilitate a smooth transfer, ensuring minimal
disruption to ongoing projects or responsibilities.

Owner: HR Personnel; SLA: with in 1 week after the interview process.

Step7: Ensuring continuity of compensation and benefits, Providing relocation support, if

applicable, as per company policy.
Step8: Maintain records of transfers for further references.
Step 9: Stop the process Private & Confidential
 EMPLOYEE REFERRAL PROGRAM
18
PROCESS FLOW
Start

Identification of
Job Vacancy
Notification

Email is send
across to all the
employees

Employees
shares the
references at
[email protected]

HR
Reviews No Sends the
the referred rejection email to
profile if the referred
found candidate
eligible?
Yes
No

Emails the referrer

regarding Yes
shortlisting the
candidate

Selected
candidate receives
interview
schedule email

Interview is
conducted (refer
sl.no xx for
interview process)

Is No
Send rejection
candidate email
selected?
Interview
Yes
Process For
Offer letter to
Approval
selected candidate

Receive Approval 8 9
On Transfer

Maintain
Compensation & Records Of Stop
Benefits, Transfers
Transition Plan
Relocation
Assistance

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 19

EMPLOYEE REFERRAL PROGRAM TEMPLATE

Template 1.4
Referrer Information

Employee Name:

Employee ID:

Email ID:

Phone No:

Referral Information

Candidate Name:

Phone No: Relationship To

Candidate

Current Job Department:

Title/Position:

Company: Location:

Why Are You Referring This Candidate?

[ ] Skills Match The Job Requirements [ ] Culture Fit

[ ] Worked Together In The Past [ ] Other Specify: …………………….

Referring Team Member Signature: Date:

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 SOP of Employee Referral Program 20

Step1: Start the process.

Step2: Employees can submit referrals through the designated referral portal or by contacting
the HR department directly. Employees are encouraged to refer candidates possessing the
required skills and qualifications for open positions within the organization.

Owner: Employee

Step3: Referred candidate's profiles are reviewed by HR department.

Step4: Initial screening of referral candidate is done.

Owner: HR Personnel; SLA: within 3 business days after review is done.

Decision: Eligibility criteria of the candidate.

Yes: Proceed to step 6

No: Proceed to step 5.

Step5: Inform the referrer and close the process.

Owner: HR Personnel; SLA: within 2 business days after decision is made.

Step6: Conduct various stages of interview process for referred candidate.

Owner: HR Personnel; SLA: within 7-10 business days after decision is made.

Decision: Final decision of the candidate selection

Yes: Proceed to step 7

No: Proceed to step5

Step7: Provide the job offer to the selected candidate.

Owner: HR Manager; SLA: within 3 business days after getting selected.

Step8: Notify and reward the referrer.

Step9 :The referral bonus is being split into two payouts , the first one is made post completion
of one month of the candidate joining , the second payout is done post completion of 3 months
after the candidate joined

Step10: Close the process

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 21
FEEDBACK MECHANISM PROCESS
1 FLOW
Start

Feedback Collection
Initiation

Identify Feedback
Sources

4
360- Degree
Feedback
Feedback Method
Selection
Project or Task
Based
5 Feedback

Feedback Collection

6 7

Action No
Feedback Analysis Required On End the process
Feedback
Yes

8 10 11
9

Continuous
Implementation Of
Action Planning Monitoring & Stop
Actions
Improvement

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 22
FEEDBACK MECHANISM TEMPLATE
Template 1.4
Employee Information

Employee Name:

Employee ID:

Review Period:

Performance Areas:
(Rate the employee’s performance on scale of 1 to 4 (1= Unsatisfactory and 4 = Outstanding) and
provide comment for each category.)

Job Knowledge and skills: Rating: …………. Comment:

Quality of work: Rating: …………. Comment:

Communication Skills: Rating: …………. Comment:

Teamwork and Collaboration: Rating: …………. Comment:

Initiative and Proactiveness: Rating: …………. Comment:

Adaptability: Rating: …………. Comment:

Attendance and Punctuality: Rating: …………. Comment:

Leadership (If applicable): Rating: …………. Comment:

Overall Performance: Rating: …………. Comment:

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Contd….
 FEEDBACK MECHANISM TEMPLATE
Template 2
Strengths:
23
(Identify and highlight the employee strengths and positive contribution.)
………………………………………………………………………………………………………
………………………………………………………………………………………………………

Areas of Improvement:
(Provide constructive feedback on areas where the employee can improve or develop further.)

………………………………………………………………………………………………………..

………………………………………………………………………………………………………..

Employee Self-Assessment:
(Encourage the employee to provide their own assessment of their performance and achievements.)

………………………………………………………………………………………………………...

………………………………………………………………………………………………………...

Employee Acknowledgement

I acknowledge that I have discussed my performance appraisal with my manager, receive feedback,
and understand the areas of improvement.

Employee Signature: ………………… Date: ………………

Manager Comments:

………………………………………………………………………………………………………..

………………………………………………………………………………………………………..

………………………………………………………………………………………………………..

Manager Signature: ………………… Date: ………………

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 24

SOP of Feedback Mechanism

Step 1: Start the process.

Step 2: Initiation of the feedback collection process through regular one-on-one meetings or
scheduled feedback sessions, periodic surveys or feedback forms.

Owner: HR Personnel

Step 3: Identification of the sources from which feedback will be collected (employees, stake
holders, customers).

Owner: HR Personnel

Step 4: Selection of methods for feedback i.e., 360-degree feedback, project or task-based
feedback.

Owner: HR Personnel

Step 5: Collection of feedback and recording it.

Owner: HR Personnel; SLA: collect the feedback in 2 business days.

Step6: Analysis of feedback for identify trends, patterns and areas of improvement.

Decision: Action required on the feedback

Yes: Proceed to step 8

No: Proceed to step 7.

Step 7: No action is required end the process

Step 8: Development of action plan to address the identified areas of improvement.

SLA: action plan should be developed in 7 business days.

Step 9: Implementing of action plans.

Step 10: Continuous monitoring and improvement is done on the action plans.

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 GOAL SETTING POLICY PROCESS 25

1 FLOW
Start

2
Goal Setting
Initiation

3
Employee Input
5

Goal 4
Communication
Goal Drafting

6
Yes
Goal No Revise Goals
Employee Approval And
Acceptance Communicate

7 8

Progress And
Performance Period
Monitoring

Year End
Evaluation

10 11

Yes No
Goal Make Necessary
Recognition
Achieved Changes

13 12

Rectify And
Stop
Achieve Goals

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 26

GOAL SETTING TEMPLATE

Template 2.1

Employee Information

Employee Name

Employee ID Department/Team:

Position/Title: Review Period:

Goal Setting

Goal 1:
Specific Objective: ……………………
Measurable Outcome: ……………………
Achievability: ……………………
Timeframe: ……………………

Goal 2:
Specific Objective: ……………………
Measurable Outcome: ……………………
Achievability: ……………………
Timeframe: ……………………

Goal 3:
Specific Objective: ……………………
Measurable Outcome: ……………………
Achievability: ……………………
Timeframe: ……………………

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Contd….
 GOAL SETTING TEMPLATE
Template 2.1
27
Professional Development Goals:

Training/Courses to attend: ………………………………

Skills to develop/Enhance: ………………………………
Certifications to Obtain: ………………………………

Manager’s Comments:

…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………

Manager’s Signature: ………………………... Date: ……………….

Employee’s Signature: ………………………. Date: ……………….

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 28
SOP of Goal Setting Policy

Step1: Start the process.

Step2: Initiation the goal setting process based on the organisation objectives, team goals and
individual performance
Owner: Manager
Step3: Employee provide inputs on their individual goals, aligning with teams and
organisational objectives.
Owner: Employee
Step4: Goal drafting Measurable, achievable, relevant, time bound goals for each employee
are done.
Owner: Manager;
Decision: Goal Approval; Owner: Executive leadership Team; SLA: within 3 business days
after goals are drafted.
Yes: Proceed to step 6
No: Proceed to step 5
Step5: Goals are communicated to employees, ensuring the clarity on alignment with
organizational goals..
Owner: HR (or) Manager; SLA: communicate the feedback in 5 business days.
Step6: Employee review and accept their goals.
Owner: Manager; SLA: Communicate within 5 business days after the approval.
Step7: Employee work towards achieving their goals within a specific period of time. .
Step8: Regular monitoring and reviews are done between employee and manager.
SLA: Time period is 1 year (from January to December)
Step9: Manager evaluation of employee goals at the end of the year
Decision: Evaluate whether the goals were achieved or not
Yes: Proceed to step 10
No: Proceed to step 11.
Step 10: Recognize and reward the employee who meet the goals within the year.
Step 11: If goals are not met, initiate a performance improvement plan to help the employee
reach the goals.
Owner: Manager; SLA: PIP is started within 7 business days if goals are not met.
Step 12: Rectify and make necessary changes to achieve the goals
Step13: End the process.

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 LEARNING AND DEVELOPMENT 29

PROCESS FLOW
1

Start

Training need
analysis

Identification Of
Learning Objective

4
Approval of No
Design Training
training
Programme
program

5
Yes

Develop Training
Resources

Delivery And
Implementation

Monitoring And
Evaluation

8 9
10
Documentation And
Certifications Stop
Record Keeping

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 30
LEARNING AND DEVELOPMEMNT TEMPLATE
Template 3

Employee Information
Employee Name:

Employee ID: Review Period:

Current Skills and Competencies Assessments:

List current competencies and skills that are relevant to the employee’s role.

1. ……………………………………………………………………………………

2. ……………………………………………………………………………………

3. ……………………………………………………………………………………

Training and Development Goals

1.Goal:

Skill/Competency to develop:…………………………………

Relevance to Role/career: …………………………………

Learning Activities:
•
•
Timeline for completion: …………………………………

2.Goal:

Skill/Competency to develop:…………………………………

Relevance to Role/career: …………………………………

Learning Activities:
•
•
Timeline for completion: …………………………………

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 31

Template 3

3.Goal:

Skill/Competency to develop: …………………………………

Relevance to Role/career: …………………………………

Learning Activities:
•
•
Timeline for completion: …………………………………

Manager’s Comments:
………………………………………………………………………………………………………

………………………………………………………………………………………………………

Manager’s Signature: …………………. Date: ……………….

Employee’s Signature: ………………… Date: ……………….

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 32

SOP of Learning and Development

Step1: Start the process.

Step2: Training needs are identified through performance appraisals, employee feedback,
skills gap analysis, and organizational goals.

Owner: Manager

Step3: Identification of specific learning objectives based on the training need analysis.

Owner: HR Personnel; SLA: within 5 business days after manager analysis.

Step4: Designing of training program may include in-person sessions, online courses,
workshops, seminars, conferences, mentorship, and external certifications..

Owner: HR Personnel; SLA: within 2 weeks after training need analysis.

Decision: Whether the designed training program requires approval.

Yes: Proceed to step 5

No: Go back to step4.

Step5: Development of training materials and resources.

Owner: HR Personnel

Step6: Delivery and implementation of training program.

Owner: HR Personnel

Step7: Monitoring and evaluation of the training process effectiveness.

Owner: HR Personnel

Step8: Certification process for participants who completes the training program.

Owner: HR Personnel; SLA: within 1 week after completion of training program.

Step9: Documentation and record keeping of training program details.

Step10: End the process.

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 33
LEARNING FACILITIES PROCESS
1
FLOW
Start

Identification Of
Learning

Access Learning
Catalogue

Review Learning End The Process

Facilities Options

5 No

Learning
Request Learning Facilities
Facilities Approval

Yes
6

Allocation Of
Learning Facilities

Notification To The
Employees

Utilize The Yes

Learning Facilities

9 10 No 11
Return The Feedback Improveme Stop
Facilities Collection nt Required

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 LEARNING FACILITIES TEMPLATE 34

Template 3.1

Facility Details

Facility Name: Room No:

Location: Capacity:

Type of facility
[ ]Classroom [ ] Training room [ ] Lab [ ]Other Specify
……………………..
Facility Equipment

[ ] Projector [ ] White board [ ] Audio System

[ ] Video Conferencing Equipment [ ] Computer/Laptops [ ] High speed

Internet

[ ] Seating Arrangement [ ] Others Specify: …………………………

Accessibility

[ ] Elevator Facility [ ] Parking Availability [ ] Rest Rooms

Reservation Process

[ ] Online [ ] Email [ ] Phone [ ] Others Specify

………………..

Signature: ………………………. Date: ………………………….

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 35
SOP of Learning Facilities

Step1: Start the process.

Step2: Identification of individual or team learning needs.
Owner: Manager
Step3: Access to a centralized learning platform that lists available courses, resources
and facilities.
Owner: HR Personnel
Step4: Review of available learning options based on identification needs.
Owner: HR Personnel; SLA: within 1 week of review of identification needs.
Step5: Requesting specific learning facilities such as training rooms, library and
resources centres, E-Learning platforms..
Decision: Requested learning facilities require approval
Yes: Proceed to step 6
No: Inform the requester and end the process.
Step6: The reservation or allocation of the requested learning facilities..
Step7: Notify the employees about the approved reservation or allocation.
Owner: HR Personnel: SLA: within 3 business days after the allocation.
Step8: Utilization of the allocation learning facilities for training, work shops or self-
directed learning.
Step9: Return the learning facilities after completion of the training.
Step10: The collection of feedback regarding the learning facilities and resources.
Owner: HR Personnel; SLA: within 3 business days after the completion of training
Decision: Whether improvements are needed for learning facility process?
Yes: Back to access learning catalog box- step3
No: Proceed to step 11
Step11: End the process

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 REWARD AND RECOGNITION PROCESS
FLOW
1 36

Start

Nomination

Receiving Data

Nomination
Nomination
Meets
Evaluation
Criteria
No
5
Yes
6
End The Process
Reward
Selection

7 8 9 Star Of The
Communication Month
Approval of Of The Result Distribution Of
Selection To The Rewards
Employees Stop

Spot Award

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 37

REWARDS AND RECOGNITION TEMPLATE

Template 4

Employee Information

Employee Name Employee

ID

Department/Team Position/
Title

Nominee’s Contact Information (Phone/Email):

Nomination Details
Nomination Category:

[ ] Outstanding performance [ ] Innovation and creativity

[ ] Team Collaboration [ ] Leadership Excellence

[ ] Customer Service Excellence [ ] Other Specify

…………………………………………

Specific Reason for

Achievement or Nomination
Contribution

Nominator Information

Your Name Your Position/Title

Phone Email

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 38

REWARDS AND RECOGNITION TEMPLATE

Template 4
Recommendation for Recognition

[ ] Star of the Month [ ] Spot Award

Additional Comments (Optional)

…………………………………………………………………………………………
……………
Approval

Manager Approval [ ] Approved [ ] Not Approved

Manager Comment:
………………………………………………………………………………………………………..

HR/Leadership [ ] Approved [ ] Not Approved

Approval

HR/Leadership Comment:
………………………………………………………………………………………………………..

Employee Signature: Date: …………………

……………………

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 SOP of Rewards and Recognition
39
Step1: Start the process.
Step2: Managers nominate individuals based on their performance
Step3: HR receives the data from the manager
Owner: HR Personnel; SLA: within 2 business days after the nomination is done
Step4: Nomination of evaluation is done with pre-defined criteria.
Owner: HR Personnel; SLA: within 3 business days after the review is done.
Decision: Whether nomination meets the criteria.
Yes: Proceed to step 6
No: Proceed to step 5
Step5: Inform the nominator and end the process.
Owner: HR Personnel; SLA: within 2 business days after the evaluation is done.
Step6: Selection of appropriate reward for the recognized member is done (i.e., Star of the
Month, Spot Award).
Owner: Panel member; SLA: within 3 business days after evaluation is done.
Step7: Approval of reward and recognition is done in this step.
Owner: Panel Members; SLA: within 1 business day after the selection of reward is done.
Step8: Communicate the recognition to the employees.
Owner: HR Personnel; SLA: within 1 business day after the approval is done.
Step9: Distribution of selected rewards Star of the Month or Spot Award
to selected employees is done.
Owner: Executive leadership member; SLA: within 5 business days after communicating the
recognition.
Step10: Close the process

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 40
RELOCATION TEMPLATE
Template 5
Employee Information

Employee Name

Employee ID

Email ID

Phone No

Reason for Relocation

[ ] Job Transfer [ ] Promotion [ ] New Hire [ ] Others Specify

……………………

Relocation Date: …………………… Office Location: …………………….

Relocation Assistance Request

Transportation: [ ] Company will arrange [ ]Employee will arrange and

reimbursed as per policy

Temporary [ ] Company will arrange [ ]Employee will arrange and

Housing: reimbursed as per policy

Household Goods [ ] Company will arrange [ ]Employee will arrange and

Shipment: reimbursed as per policy

Other Assistance [ ] Spousal/Dependent Assistance [ ] Other Specify

Requested
……………………

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Contd….
 41
RELOCATION TEMPLATE
Template 5
Pre-Approval Details:

Estimated Relocation Expenses: ……………………

HR/Management Approval [ ] Approved [ ] Not Approved

HR/Management Comments:

………………………………………………………………………………………………………
……………………………

………………………………………………………………………………………………………
……………………………

Employee Signature: Date: ……………………………………

……………………………

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 POSH PROCESS FLOW 42

Start

2 3 4

Complaint Preliminary
Acknowledgement
submission Assessment

7 6 5

Yes No
Internal Complaint Communicate to
Investigation Report
investigation valid complainant

8 9

Recommenda No Provide feedback

Review by ICC tions and revise
accepted recommendations

Yes

10

Final decision and

action

11 12 13 14

Communicate to Monitoring and

Close the case Stop
parties follow-up

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 43
SOP of POSH Policy

Step1: Start the process.

Step2: Submitting formal complaint of sexual harassment directly to Presiding Officer(PO)
or to ICC Committee through [email protected] .
Step3: PO or ICC committee acknowledges the receipt of complaint.
Owner: PO or ICC committee; SLA: within 24 hours of complaint received
Step4: Preliminary assessment is conducted to know its validity and severity.
Owner: PO; SLA: within 5 business days from the complaint acknowledged
Decision: Is the complaint valid and require any further investigation
Yes: Go to step 6; No: Go to step5
Step5: Communicate the issue to complainant.
Step6: Internal investigation is done thoroughly by conducting interviews, evidence
collection and documentation.
Owner: PO; SLA: Investigation should be completed in 15 business days
Step7: Prepare an investigation report detailing findings, conclusion and recommended
actions.
Owner: PO; SLA: Report should be prepared within 7 business days after investigation is
completed.
Step8: Investigation report is presented before ICC members for review and
recommendations.
Decision: Recommendations accepted?
Yes: Proceed to step 10; No: Proceed to step 9.
Step9: ICC members provide feedback and revise recommendations if necessary.
Step10: Final decision is taken based on the ICC members recommendations and take
appropriate action.(warnings, suspension, termination, or any other action as per company
policy and the law.)
Owner: HR Personnel; SLA: within 15 business days after ICC recommendations.
Step11: Final decision is communicated to the complainant and the accused.
Owner: HR Personnel; SLA: within 5 business days after the final decision is declared.
Step12: Measures are taken to monitor the compliance with recommendations and follow-
up support.
Step13: The case is closed, and all actions are documented
Step14: End the process

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 TRAVEL POLICY (DOMESTIC) 44

PROCESS FLOW
1

Start

2 3

Travel Request Policy Compliance

Initiation Check

5 4

Yes No
Travel
Inform The
Budget Approval Request
Employee
Compliance

Travel Booking

Travel Itinerary
Distribution

12
8
No Report
Provide Feedback Approval
Expenses
Submission
Yes

9 10 11
13

Post Travel Report

Expenses Claim Report Review Stop
Submission

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 45
TRAVEL POLICY TEMPLATE(DOMESTIC)
Template 7

Employee Information

Employee Name: Employee ID:

Current Position: Current Department:

Email ID: Phone No:

Travel Details

Purpose of travel Destination City

Travel Start Date Travel End Date

Mode of Transport

[ ] Air Travel [ ] Train [ ] Car/Bus

Accommodation Details

[ ] Hotel Reservation [ ] Other Specify:

………………………

Estimated Expenses

Transportation Cost: …………… Accommodation Cost: ……………

Food Cost: …………… Other Expenses Specify Total Cost: .....................

………………………….

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Contd….
 46
TRAVEL TEMPLATE(DOMESTIC)

Template 7
Approval Details

Manager: [ ] Approved [ ] Not Approved

Manager Comments:

…………………………………………………………………………………

………………………………………………………………………………….

Budget Approval: [ ] Approved [ ] Not Approved

Budget Holder Comments:

…………………………………………………………………………………

…………………………………………………………………………………

Emergency Contact Information

Emergency Contact Contact Number

Name

Employee Signature: ………………… Date:……………………

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 47

SOP of Travel (Domestic)

Step1: Start the process.
Step2: Travel request initiation.
Owner: Employee
Step3:Travel compliance check
Owner: Department head
Decision: Travel request compliance with travel policy
Yes: Proceed to step 5
No: Proceed to step 4
Step4: Inform the employee, rework and go back to step3.
Step5: Approval of travel request based on budget consideration including transportation,
accommodation and meals
Owner: Finance department
Step6: Booking of travel arrangement like tickets, accommodation and transport through
platforms approved by organizations.
Owner: Finance department
Step7: Booking of travel Itinerary to the employees.
Owner: Finance department; SLA: within 2 business day after booking the travel
arrangements.
Step8: Submission of travel expenses by the employees for Reimbursable expenses include
transportation, accommodation, meals, local transport, and other approved expenses incurred
during official travel..
Owner: Employee
Step9: Employees are required to submit expense claims with valid receipts and necessary
documentation within the stipulated timeframe after completing the trip to finance
department.
Owner: Employee
Step10: Submission of post travel report by employee.
Owner: Employee; SLA: within 2 business days after post travel.
Step11: Review of post travel report.
Owner: Manager; SLA: within 3 business days after report submission.
Decision: Report approval
Yes: Proceed to step 13.
No: Proceed to step 12.
Step 12: Provide feed back and go back to step 11.
Owner: Manager
Step 13: End the process
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 48
TRAVEL POLICY (INTERNATIONAL)
1
PROCESS FLOW
Start

2 3

Travel Request
Policy Compliance
Initiation With
Check
Current Passport

5 4

Yes No
Travel
Budget Approval Inform The
Request
Employee
Compliance

HR Team
Coordinates With
The Travel Team

Check For Visa

Requirements
7

Travel Itinerary
Distribution

9 No
Report
Provide Feedback
Approval
Expenses Yes
Submission

10 11 12
13

Post Travel Report

Expenses Claim Report Review Stop
Submission

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 TRAVEL TEMPLATE(INTERNATIONAL) 49

Template 7.1
Employee Information

Employee Name Employee ID

Current Position Current Department

Email ID Phone

Travel Details

1. Flight Information

Departure Flight:
Airline:
Flight Number:
Departure Time:
Departure Airport:

Return Flight:
Airline:
Flight Number:
Departure Time:
Departure Airport:

2. Accommodation

Hotel Name:
Address:
Reservation Number:
Check-In Date/Time:
Check-Out Date/Time:
3. Transportation

Details of Transportation from Airport:

…………………………………………………………………………………………………………
………………………………
Details of Transportation to Airport:

…………………………………………………………………………………………………………
……………………………..

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Contd….
 50
TRAVEL TEMPLATE(INTERNATIONAL)
Template 7.1

Documents Required

1. Passport Number: …………………………….. Valid upto:

……………………………………….

2. Visa Number: …………………………….. Valid upto:

……………………………………….

3. Travel Insurance: …………………………….. Valid upto:

……………………………………….
Estimated Expenses

Transportation Cost: …………… Accommodation Cost: ……………

Food Cost: …………… Other Expenses Specify Total Cost: .....................

……………………

Approval Details

Manager: [ ] Approved [ ] Not Approved

Manager Comments:

…………………………………………………………………………………

………………………………………………………………………………….

Budget Approval: [ ] Approved [ ] Not Approved

Budget Holder Comments:

…………………………………………………………………………………

…………………………………………………………………………………

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Contd….
 51
TRAVEL TEMPLATE(INTERNATIONAL)

Template 7.1

Emergency Contact Information

Emergency Contact Number

Contact
Name

Employee Signature: ………………… Date:……………………

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 SOP of Travel Policy (International) 52
Step1: Start the process.
Step2: Travel request initiation.
Owner: Employee
Step3:Travel compliance check
Owner: Department head
Decision: Travel request compliance with travel policy
Yes: Proceed to step 5
No: Proceed to step 4
Step4: Inform the employee, rework and go back to step3.
Step5: : Employees must adhere to the company's expense policies and obtain approval for travel-
related expenses before the trip.
Owner: Finance department
Step6: The Company has established relationships with suppliers such as travel agencies, car rental
companies, hotels etc to provide quality service at reduced costs. Team members must make every
attempt to use the preferred suppliers as directed by the approved agencies or online booking tool
where possible.
Owner: Finance department
Step7: Travel arrangements, including flights, accommodation, transportation, and visas, should be
made through the company's designated travel booking system or approved vendors.
Owner: Finance department; SLA: within 2 business day after booking the travel arrangements.
Step8: Submission of travel expenses by the employees for Reimbursable expenses include
transportation, accommodation, meals, local transport, and other approved expenses incurred during
official travel..
Owner: Employee
Step9: Employees are required to submit expense claims with valid receipts and necessary
documentation within the stipulated timeframe after completing the trip to finance department.
Owner: Employee
Step10: Submission of post travel report by employee.
Owner: Employee; SLA: within 2 business days after post travel.
Step11: Review of post travel report.
Owner: Manager; SLA: within 3 business days after report submission.
Decision: Report approval
Yes: Proceed to step 13.
No: Proceed to step 12.
Step 12: Provide feed back and go back to step 11.
Owner: Manager
Step 13: End the process

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 ABSCONDING POLICY PROCESS FLOW 53

Start

Employee Doesn’t
Show Up To Work For
3 Consecutive Days
Without Any Intimation

3 4 5
Notify The Employee
Provide Grace
Verification Through Through Phone , Email
Period Of 3 Days To
Attendance Records Or Other Available
The Employee
Means

Yes Response No
From The
Employee
6

Investigation

7 8
Yes
Confirmation From
Disciplinary Action
Investigation Team

9 10 11
Communicating The Initiate Final
Decision To Settlement As Per
Termination Stop
Employee Through Company Policy
Registered Post (if Any)

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 54

SOP of Absconding Policy

Step1: Start the process.

Step2: Employee doesn’t show up to the work for three consecutive days without any
intimation.
Owner: Manager of respective department SLA: Unauthorised absence of an employee for a
period of 3 business days
Step3: HR personnel verifies the absence of the employee through attendance record and
confirms it with the manager
Owner: HR Personnel; SLA: HR personnel verifies and confirms it with the manager in 1-2
business days.
Step4: Notify the absent employee through phone, email or other available means , specify
the consequences of absconding and the need to return to work or communicate the reasons
for absence.
Step5: Provide the grace period for the employee to respond and explain for the absence.
Owner: HR Personnel; SLA: Grace period to respond is 3 business days.
Decision: Employee responds within the grace period.
Yes: Proceed to step 6
No: Proceed to step 8.
Step6: Conduct a thorough investigation into the reasons for the absence, collect the relevant
evidence and document the findings.
Owner: HR Manager
Decision: Based on investigation, make a decision regarding employee status
Yes: Proceed to step 7
No: Proceed to step 8.
Step7: Based on the management decision if the employee is having a valid reason take
appropriate measures .
Step8: Based on the management decision if the employee is proven wrong, he/she will be
terminated.
Step9: Communicate the decision to the employee through registered post .
Owner: HR Personnel; SLA: within 2 business days after the management decision.
Step10: Initiate the final settlement to the employee as per company policy .
Owner: Accountant: SLA: within 7 business days after the management decision.
Step11: End the process.

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 TERMINATION POLICY PROCESS 55

1
FLOW

Start

2 3

Incident
Triggering reason
Investigation (if
for termination
required)

5 4

Yes No
Grounds for No Valid End the
Valid Grounds
termination Grounds Process

6 7 8

Legal
Notification to HR HR Review Implications
(if any)

9 Yes

Consult Legal
Notification to
Counsel
employee

10

Exit Interview

12 13 14
11

Initiate final Security Access

Submission of settlement as per Stop
Revocation
company property company policy

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 56

SOP of Termination policy

Step1: Start the process.
Step2: Termination process triggered by Involuntary termination initiated by the organization
due to reasons such as (performance issues, misconduct or redundancy).
Owner: Manager
Step3: Incident Investigation is done in case of involuntary termination.
Owner: HR Personnel; SLA: should be completed within 10 business days
Decision: The grounds for termination.
Yes: Proceed to step 5
No: Proceed to step4
Step4: Inform the involved parties and close the process.
Step5: Take approval from the leadership team.
Owner: HR Manager or Dept Manager; SLA: approval should be taken with in 5 business
days
Step6: Notify the HR department about the termination process.
Owner: Manager; SLA: within 3 business days after approval from the leadership team.
Step7: HR department review the termination decision with company policies and legal
regulations.
Decision: Whether there are potential legal implications with termination.
Yes: Proceed to step 8
No: Proceed to step9
Step8: Consult legal counsel and go back to step7.
Step9: Send a notification to the employee about the termination decision.
Owner: HR Personnel; SLA: within 7 business days after consulting legal counsel.
Step10: Conduct the exit interview with the departing employee
Owner: HR Personnel; SLA: within 3 business days after sending the termination
notification to employee
Step 11: Collect the company property from departing employee.
Owner: Admin/HR ; SLA: within 3 business days after sending the termination notification
to the employee.
Step 12: HR department verify the employee benefits and does the final payment if any.
Step 13: Revocation of employee access to company systems and facilities.
Owner: IT Personnel; SLA: within 1 day of conducting the exit interview.
Step 14: End the process.

Private & Confidential