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KAM-AVIDA ENVIRO ENGINEERS PVT. LTD.

Plot No. 2, Survey No. 255/1, Hinjewadi,
Tal.: Mulshi, Dist.: Pune - 411057
Maharashtra State, India

Tel.: +91 - 020 - 6675 6500(BOARD)
Fax: +91 - 020 - 6675 6400
E-Mail: query@kam-avida.com
 

 

HR Policies

A. Higher Education  read more...
B. Children's Education Benifit Policy  read more...
C. Performance Management Policy  read more...
D. Trainee's Policy  read more...
E. Training And Developement Policy  read more...

 

A. Higher Education

 

1. Objectives

The objectives of this policy are to:

  • Increase competence of individual employees by assisting them to upgrade themselves through higher education
  • Assist employees to meet their professional & career aspirations
  • Have professionally qualified manpower, multi-skilled persons who could be deployed across various functions.

2. Scope:

The policy is applicable to all confirmed employees of KAEE.

3. Policy

  • Kam-Avida will provide financial assistance to employees who want to enroll themselves in higher education courses to increase their knowledge and skills relevant to their current or future role in the organization.
  • Higher education for the purpose of this policy means any course offered by a recognized & accredited University or Professional Institution in India or abroad

4.  Eligibility:

  • The company will provide financial assistance to the extent of paying upto 70% of the course fee. Course fee here imply admission & tuition fee. Any other expenses including books, library membership, travelling, lodging, boarding etc has to be borne by the candidate unless specifically approved by the MD & HR.
  • Employee should have completed continuous 2 years of service in KAEE as an employee on company's payroll on the date of applying for the assistance.
  • The course should be relevant to the current or future role of the employee in KAEE. This will be jointly determined by the MD, HR & HoG of the employee.
  • The employee should have got a minimum performance rating of "3" for the preceding two continuous years.
  • In a financial year, maximum five employees can apply for this benefit on a first come-first serve basis. Further, maximum overall financial assistance provided by the company in a financial year will be Rs.2 lakh on a first come first serve basis. In the likelihood of more than five applications received together or applications for more than Rs.2 lakhs of financial assistance received together, the prioritization will be done on the basis of organization's need, employee's performance, tenure and other parameters as deemed fit by the organization.
  • In the condition of employee leaving KAEE within two years from the date of completion of course, s/he has to refund the expenses incurred by the company.
  • In the condition of employee failing to complete the course in first attempt, s/he has to refund the expenses incurred by the company.
  • The following guidelines will be applicable to the policy.
Grade of Employee Maximum Financial assistance /Contribution by the company (in Rs.)
D,E 75,000/-
C 40,000/-
A,B 20,000/-


5.  Methodology:

  • The employee has to apply for the assistance in a prescribed form to HR and get the necessary approval from MD, HR & HOG of his/her group.
  • The financial assistance amount could be paid in following ways as per the discretion of the company:
  • The employee receives company's contribution amount on successful completion of the course.
  • The company pays its contribution directly to the institute upfront or in EMIs as per the requirement and discretion of the company.
  • Any other means found suitable and approved by the MD & HR.

 6. Roles & Responsibilities:

 

Participant employee
  • To identify suitable educational programs relevant to his/her current or future role and the organization
  • Apply for the assistance using the application form
  • Get Approval from HoG & HR
HOG
  • Suggest suitable programs to their team members
  • Check and approve suitability of the program for relevance to employee’s current or future role and the organization
  • Approve the application form as per guidelines
HR
  • Suggest suitable programs to KAEE members
  • Check and approve suitability of the program for relevance to employee’s current or future role and the organization
  • Approve the application form as per guidelines
MD
  • Approve budgets
  • Approve applications
  • Approve exceptions

 

7.  Exceptions:

  • Any exception to this policy will require the approval of the MD.

 

B. Children's Education Benifit Policy

 

1. Objectives:

The objective of this policy is to:

  • Encourage employees to provide quality education to their children 
  • Assist employees to meet the expenses of the education of their children

 

2. Scope:

The policy is applicable to all confirmed employees of KAEE in grades A & B who have completed one year in the organization on the day of applying for financial assistance.

 

3. Policy:

 Kam-Avida will provide financial assistance to employees who have enrolled their children in educational institutes. The educational institute here means recognized Schools, Colleges & Universities (mainly offering education ranging from Nursery to Senior Secondary School, Graduation & Post-Graduation). Other professional courses e.g. Certificate or Diploma courses which are part of regular /mainstream education for the child can be considered if approved by HoG, HR & MD.

 

4. Guidelines:

  • The company will provide financial assistance to the extent of paying up to 70% of the course fee subject to a maximum of Rs.10,000/- per annum per child. Course fee here imply admission & tuition fee and exclude any other expenses including books, library membership, travelling, lodging, boarding etc unless specifically approved by the MD & HR.
  • The financial assistance will be available for education of maximum two children of the employee.
  • In the condition of employee leaving KAEE within one year from the date of receipt of financial assistance, s/he has to refund the amount of financial assistance received.

 

5. Methodology:

  • The employee has to apply for the assistance in a prescribed form to HR and get the necessary approval from MD, HR & HOG of his/her group
  • The financial assistance amount could be paid directly to the institute upfront or in EMIs as per the requirement and discretion of the company. In selected cases, the amount can be reimbursed to employees on submission of required documents.

 

6. Roles & Responsibilities: 

 

Participant employee
  • Apply for the assistance using the application form
  • Get Approval from HoG & HR
HOG
  • Approve the application form as per guidelines
HR
  • Approve the application form as per guidelines
MD
  • Approve budgets
  • Approve applications
  • Approve exceptions

 

  7. Exceptions:

  • Any exception to this policy will require the approval of the MD.

 

C. Performance Management Policy

 

1. OBJECTIVE
To create a performance - oriented culture that focuses on continuous improvement by aligning team’s and individual’s goals with KAEE’s vision, strategy and values, and enabling employee development & growth. The specific objectives are:

  • To define parameters of performance
  • To give direction to the individual and understand development support required
  • To improve performance with help of ongoing feedback & coaching
  • To review & reward the performance against the previous year's goals and expectations

 

2. Scope / Eligibility
All confirmed employees of KAEE as on 31st March of the performance year.

 

3. Guidelines

  • For an Appraise reporting to more than one person, the appraisal will be done jointly by all
    Appraisers.

 

4. Process / Methodology
4.1 Goal Setting

  • Goals setting will be initiated in month of Feb-Mar for the next performance year. The purpose is to articulate “SMART” goals at individual level to ensure their alignment with organizational & functional objectives.
  • All the HOGs will share their draft goals in a common meeting chaired by MD where their internal customers (other HoGs) have an opportunity to recommend any changes if required. Any differences of opinion are resolved by the MD.
  • Once finalised, HOGs cascade their own goals to their direct reports who in turn can cascade their goals down the line to ensure every member has their individual goal sheet agreed and signed by HoG.

 

4.2 Performance Review

1. While the frequency of formal reviews has been defined as bi-annual (once in 6 months), the Appraisee & the Appraiser, have the flexibility of deciding on a higher frequency of formal Reviews – Quarterly or even monthly.

2. The Process is initiated by HR in September & March for the Mid Year and Annual reviews respectively .These performance reviews are structured meetings called Performance Review Discussion.

3. Mid-Year Review

  • The achievement of goals is reviewed in October during a Performance Review Discussion by the Appraisee & Appraiser. Goals for the next 6 months are reviewed and course corrections are made, if needed.
  • The mid-year review provides an opportunity to review achievements, provide feedback, take corrective actions if required.

 4. Annual Review

  • HR sends appraisal forms to HOGs , who in turn forwards it to all team members.
  • Appraisee fills the self appraisal form and sends it back to the appraiser.
  • The Apprasier has a one-to-one meeting with appraise (Performance Review Discussion) during which they share feedback on achievements & performance of the appraisee during the year. They also share the learning and development needs of the appraise.
  • The appraiser comes back and fills up the appraiser’s part of the Appraisal Form and assigns a rating. This rating is not final & not shared with appraises at this stage.

 

4.3 Normalization:

1. HOGs send the rating of their team to HR before normalization meeting.

2. The Normalization meeting is convened by HR with all HOGs and MD .

3. The HOGs discuss the performance summary of their Appraisee with justification for the rating at this meeting.

4. Consensus on ratings is achieved through discussion and final call is taken by MD in case of any differences of opinion

5. Rating Distribution is as follows:

 

Rating Description Percentage of eligible employees
1 Does not meet Expectations on most occasions - Failed to meet most of the expectations. When a majority of the expectations are not met, this rating is applicable 25%
2 Meets Expectations on most occasions - Met most of the set expectations. When an Appraisee meets most, but misses some of the expectations, this rating is applicable  
3 Meets Expectations consistently - Met all the set expectations as per target. This rating is the average rating, when an Appraisee delivers what s/he is bound to deliver. Needs to be given only when all the expectations were met. 50%
4 Exceeds Expectations occasionally - Exceeded most of the set expectations by a good margin. This rating is to be used when majority of the set expectations were exceeded and outcomes and efforts were above average. 25%
5 Exceeds Expectations consistently - Consistently exceeded the expectations beyond a point which deserves special mention. This is the highest rating and is given when the results achieved & behavior displayed is truly exceptional & outstanding. A role model.  

 

4.4 Communication of Rating

  • The final rating after the Normalization process is shared by the HOG with his team members in a one-to-one meeting. 
  • The HOG arranges to send a copy of Appraisal Form to HR for records & further action.

 

4.5 Rewards:

 The compensation increment in every year must consider internal factors such as company’s & individual’s performance and external factors such as inflation and market. Since these factors change every year, our increments percentages should also reflect these changes rather than being fixed. Hence our annual increment percentages are flexible and vary according to the above mentioned parameters every year. The percentage increase for a particular performance year will be announced in the month of March of that year and will be as per following table -

In following table X is the increment % that will be given to rating “3” and will be announced every year. The increments linked to other ratings will get calculated as per table. To illustrate, examples have been provided as possibility of X as 10% , X as 12%, X as 8%.and X as 15%. Our applicable grade-wise salary ranges will also be revised as per the X% every year.

 

Performance Rating Current (Increase in Gross Salary) New (Increase in Gross Salary) where “X”% is the hike for average rating of "3" and will be announced in March every year Ex : if X=10 % Ex : if X=8 % Ex : if X=12 % Ex : if X=15 %
1 0% 0% 0% 0% 0% 0%
2 5% (X – 5)% 5% 3% 7% 10%
3 10% (X) % 10% 8% 12% 15%
4 15% (X+5)% 15% 13% 17% 20%
5 25% (X+15)% 25% 23% 27% 30%

 

5. Roles & Responsibilities:

 

Employee
  • Set Goals for oneself in one to one discussion with Team Leader /HOG /HOD
  • Carry out self assessment
HOG / HOD / Team Leader
  • Set Goals in alignment with Company Goals / HOG goals
  • Be objective, fair & transparent
  • Complete Performance Review Discussion & Feedback as per schedule
  • Present the ratings with justifications for discussions at the Normalization process
HR
  • Facilitate the Goal Setting and alignment process
  • If requested by the appraiser , participate in the Performance Review Discussion and Feedback session
  • Initiate, Manage & close the process as per the schedule
  • Manage the Normalization process
  • Overall process & policy ownership
MD
  • In case of any disagreement during Normalization process, take the final call
  • Approve exceptions

 

6. Exceptions:

Any exception to this policy will require the approval of MD

 

D. Trainee’s Policy

 

1. Objectives:
The objectives of this policy are to:

  • Have a reservoir of young talent who would take up higher responsibilities in the future.
  • Integrate conceptual understanding gained through academic curriculum into practical application.
  • Have professionally qualified manpower, multi-skilled persons who could be utilized for various functions.


2. Recruitment:

  • Process for recruiting Trainees in various disciplines shall be undertaken mainly once in a year through Campus Recruitment / advertisements or references. The number of Trainees required to be taken, shall be decided during the annual budgeting exercise/ business expansion plans. Trainees shall preferably be recruited from mid tier engineering / non-engineering colleges in the region.


3. Disciplines:
3.1 The trainees shall be recruited under the following training schemes: -

 

    KALP KATS
Sr. No. Details; Management Trainee Functional Trainee
1 Hiring Process Tough Managerial Aptitude Test, Predictive Index Fitment, Rigorous Interviews by MD/HoGs/HR head Aptitude Test, PI, Interviews by HOGs
2 Academic Profile Graduates GET‐BE/B‐Tech
DET‐ Diploma in Engineering
SOT‐ BE/B‐Tech / BSc (Phy/Maths)
COT (Graduates ‐ Bcom, BA, BSc)
3 Exp. Profile As decided by Management from time to time As decided by Management from time to Time.
4 Grade at hiring C‐1 (Asst. Mgr) B‐1/B‐2/B‐3
5 Duration of Rotational Trg 15‐24 months 1‐3 months.
6 Higher Education Support MBA from a reputed college within 5 years of joining PG (MBA/M Tech etc) within 5 years of joining.
7 Confirmation after After Rotational Training One year
8 Placement after Confirmation TL/ HOD (Managerial Grade) Depending on position/performance
9 Evaluation After every department change Between 3 to 6 months.
10 Number of Trainees to be hired every year 1 to 2 4 to 8


4. Compensation:
4.1 The compensation structure will be as per Salary structure grade wise as decided by Management.


5. Review Mechanism:


8.1 Mentor /Coach
Every trainee shall be assigned a Mentor for entire training period. The Mentor shall have a structured review of the performance of the trainee atleast once in six months to enlighten the trainee with respect to the strengths and areas of improvement of the trainee.


8.2 Supervisor
During the training period every trainee shall be assigned to a supervisor who shall be responsible for the day-to-day functioning/conduct of the trainee. He/she shall act as an immediate guide to the trainee in respect of any problems or difficulties being encountered during the training process. The supervisor will change with the change in placement of the trainee.


8.3 Diary
Every trainee shall be required to maintain a diary in which he/she shall record the details of the work done, observations, suggestions as also the books, journals and articles studied during the day. The diary shall be put up to the Mentor, Supervisor and HRD Department at regular intervals as specified in the review schedule.


8.4 Assigning of project
During the course of training, the trainee can be assigned short-term project assignments related to the working problems. The trainee will be encouraged to make a presentation of the same to the senior management team.


8.5 Evaluation
The successful completion of the training shall be on the basis of the formal evaluation of the trainee done in respect of the performance, project report/presentation and the overall conduct of the trainee. Evaluation can be done between every 3- 6 months.


8.6 Placement
On successful completion of the training period, the trainee shall be formally assigned to a function.


8.7 Given below as ANNEXURE –l is the review/assessment system for the trainees. Also following formats can be used for feedback/review of the trainees.

  • KATS Trainee Evaluation Form.
  • KATS Trainee Evaluation Form.

 

E. Training And Developement Policy


1. Objective:

 The objective of this policy is to specify the guidelines for Employee Training & Development to further their professional and career development integral to their personal job satisfaction,workplace productivity and the achievement of KAEE's organizational goals.

 

2. Scope / Eligibility:

 This policy is applicable to all employees on KAEE's Payroll and on contract.

 

3. Process / Methodology:

 

3.1 At the beginning of the year, a training budget will be allotted for functional & behavioral training.

 

3.2 Training needs will be obtained from

  • Performance Management Process (Mid-year / Annual appraisal forms).
  • Interaction of HR with MD / HOGs
  • Skill/Competency Matrix (wherever available)

 

3.3 Training needs will be collated in May/June by HODs and prioritised in consultation with HOG, HR & MD.

 

3.4 Design & Delivery - Suitable delivery mechanism will be identified and implemented by HR & HOGs/HODs and can be

  • On-the-job training
  • Internal training
  • External training

 

3.5 Once a program is identified, employee and his manager have to confirm the nomination by completing pre - training portion of Training Process Tracking Sheet (TPTS) and forward to HR. This will be a confirmation of attending the program. Once this form is submitted, no drop outs or substitutions will be accepted unless exceptional circumstances.

 

3.6 After the program, the participant employee is expected to:

  • Provide feedback on the effectiveness of training through submitting a Training Feedback Form.
  • Submit a copy of the learning material received (from external trainings), to HR & HOG for others’ learning/record.
  • Share his/her learning with his colleagues / department, which could be done in form of a formal presentation or even an informal session whichever is found suitable. This shall be an important expectation from all those who attend external Training programs/Seminars.

 

3.7 Within 3-6 months of attending the program, the employee and his manager will complete the training portion of Training Performance Tracking Sheet and submit to HR.


4. Roles & Responsibilities:

 

Participant employee
  • To work towards identifying one’s training / developmental needs in consultation with their manager
  • To ensure self development by participating in training and development processes identified and try to apply the learning
Manager/HOD/HOG;
  • To assist employee in identifying his training & development needs which are aligned to functional or organizational objectives
  • Collate training needs with the help of HR
  • To nominate members as per their training needs
  • To take ownership of Functional trainings
  • To measure effectiveness post-training (thru TPTS) and give regular feedback to employee on his/her progress
HR
  • To help HODs to collate training needs
  • To identify & finalize suitable training & development delivery mechanisms
  • To facilitate nominations for external programs and in-house programs
  • To take ownership of conducting Behavioral and Leadership trainings
  • To ensure training quality and effectiveness
  • Maintain Training records & its effectiveness
MD
  • Approve training budgets
  • Approve nominations for training programs

 

5. Exceptions:

 Any exception to this policy will require the approval of the MD.