Snehalaya Ahmednagar

Doc.No. Sneh/ISO/10.0

Controlled copy

Page 1

Master copy

Snehalaya

Procedure Manual

Snehalay Procedure Manual Prepared by Approved by Created on

Logo

Version 1.0 Mr. Ambadas Chavan - MR Mr. Kulkarni – Director 1st January 2010

Index No 1 2 3 4

5 6 7

8

9 10

Details Beneficiary Admission Procedure Admission flowchart Beneficiaries Exit Procedure Exit flow chart Purchase procedure Purchase flow chart Stores procedure Stores material issue procedure flow chart Stores material receipt procedure flow chart Service provision to beneficiary’s Event management procedure Human resources procedure Employee joining procedure flow chart During employment procedure flow chart Employee relieving procedure flow chart Administration Procedure Security, House keeping, Gardening, cleaning, Maintenance Quality Management System Annexure A – Standard format List

Page No. 3 5 6 9 10 12 13 16 17 18 22 23 25 26 27 28

29 30

Amendment History Date

Changes in manual

Approved by

Doc. No. Sneh/ISO/10.0

Page 2 of 31

Snehalaya

Process No. 1 Ver. No.

Procedure Manual

Logo

Beneficiary admission Process 1.0

Description: The organization has developed proper admission process for child/woman to the organization. Initially child/woman is referred by CWC (Child welfare Committee) to Snehalaya for rehabilitation. Depending on availability of accommodation in the organization; free seats are allocated to the beneficiaries. Otherwise regret letter is given to CWC. A checklist of document is generated and against availability of all documents and the admission is confirmed in organization. After analyzing the child medically he/she is transferred to appropriate section. Currently organization is having capacity of 320 children (Reserved 150 seats for HIV + children) After counseling Admission Form is filled with all the information and case files are prepared. Then child is transferred to Care taker of particular section. Objective:  Create and establish guidelines for Admission process to the organization  Gather maximum information of beneficiaries  Provide Food, shelter, clothing, education, health and civilization services to all beneficiaries  Monitor and analyze all information related to beneficiaries Guidelines:  Reference from CWC is must for child admission and woman can be admitted by reference from other NGO or can be admitted directly.  Specifically HIV +ve or children or women from red light area are only admitted to the organization.  After referral within 24 hrs child/women are checked medically and all medical information is recorded  Depending on child’s educational history he/she is admitted to appropriate grade.  If child is above 14 years of age then he is sent for vocational training course  Once admission is fixed then a case file is prepared for each beneficiary then he/she is sent for counseling to understand mental stage of child  Case file should have all document mentioned in admission process checklist

Page 3 of 31

Snehalaya

Procedure Manual

 After admission care taker prepares monthly progress report of each beneficiaries. The report covers health report, parents visit and participation in various activities. Documents used in the process 1. Admission checklist 2. CWC order 3. Parents request form 4. Snehalaya permission letter 5. School leaving certificate 6. Birth certificate 7. Medical report 8. HIV and Age report 9. Childline or other institutes request letter 10. Case study report 11. Photo 12. Counseling report Responsibility: Rehabilitation center in-charge is whole admission activity. Process interaction: Administration Service provision

Page 4 of 31

Logo

Snehalaya

Procedure Manual

Direct, NGO, Transfer

CWC

According to our objective Availability of seats

Logo

Check feasibility

Regret letter and end

Application forms and other formalitities

Check validity / Documents

Medical checkup

Admit to hospital

If medically unfit

If mentally retarded or physically handicapped then transfer

End with regret report

Counselling

Prepare personal file and update records

Material handover + room allocation process

Assign to care taker

Admission process Page 5 of 31

Snehalaya

Process No. 2 Ver. No.

Procedure Manual

Logo

Beneficiary exit process 1.0

Description: The organization has developed proper exit process for child/woman of the organization. The beneficiaries exit is being done by two ways Objective:  Create and establish guidelines for Exit process to the organization  To create proper documentation of Beneficiaries exit process Guidelines: There are 5 ways by which any beneficiaries can exit from the Snehalaya. 1.0 Normal exit: (completion of 18 years of age) 1.1 The organization inform the concerned parents/NGO of beneficiaries that he/she has completed 18 years of age and they should take him/her with them. The parents have to produce the request letter to the organization for getting a child back. Then the organization produces the beneficiaries, parents and NGO before CWC with all necessary documents. By the Order of CWC the beneficiaries are being realized from the organization and handed over to their parents/NGO. Then the parents/NGO issues the receipt to the organization. 1.2 Snehalaya informs the concerned NGO referred the orphan child that he/she has completed 18 years of age. The NGO and beneficiaries should be produced before CWC. CWC orders for his/her after care/rehabilitation. It will be the res ponsibility of both the organization and any one of them considering the opinion of the beneficiary. 2.0 Transfer of beneficiary: The beneficiaries below 18 yrs are being transfer to other NGOs for the following reason: 1. Better facilities and opportunities than us 2. Behavior change purpose 3. Medical problem (mentally or physically handicapped, or having incurable diseases except HIV/AIDS) 4. Self Willing. After inviting the vacancy letter from the concerned organization the child is produced before CWC. CWC then permits to transfer the child to the concerned organization. If the child does not want to stay in Snehalaya then he/she is being

Page 6 of 31

Snehalaya

Procedure Manual

Logo

handed over to the concerned parents/organization by the release order from CWC. 2.1 The beneficiaries above 18 yrs are transferred to other NGOs for the following reasons: 1. Better facilities and opportunities than us 2. Behavior change purpose 3. Self willing. After inviting the vacancy letter from the concerned organization the beneficiary is being transferred. If the concerned organization is not familiar to us then Snehalaya representative visits that organization and if found suitable then the beneficiary is transferred to that organization otherwise he is allowed to stay in Snehalaya till the time he gets suitable rehabilitation. If the beneficiary does not want to stay in Snehalaya he/she is transferred to the concerned organization or to parents or anywhere they want. 3.0 Marriage: If the girls above 21 yrs and boys above 25 yrs of Snehadhar are ready to marry to the suitable partner, Snehalaya organizes the home visit of the next party and take decision considering the opinion of the concerned beneficiaries. 4.0 Absconded: Sometimes the beneficiaries below/above 18yrs run away from Snehalaya without any intimation. Then Snehalaya informs to his/her relatives, friends, family and Childline. If he/she does not find then Snehalaya lodges the complaint with nearest Police Station and provide photographs. The copy of FIR is being attached to his/her file and incidence is communicated to CWC (applicable for below 18 yrs. only). 5.0 Death: If the beneficiary found dead in our custody, the dead body is transferred to Govt. hospital for Post mortem. The incidence is immediately informed nearest Police station, CWC, Child line and his/her relatives. Snehalaya has to inform State Human Rights Commission by telegram within 24 hrs. Documents used in the process 1. Exit checklist 2. CWC order 3. Parents request form 4. School leaving certificate 5. Birth certificate 6. Medical report 7. Childline or other institutes request letter 8. Case study report

Page 7 of 31

Snehalaya

Procedure Manual

9. Photo 10. Counseling report 11. Vacancy letter from the agency (NGO) Responsibility: Rehabilitation in charge is responsible for whole exit activity. Process interaction: Administration Service provision Process diagram:

Page 8 of 31

Logo

Snehalaya

Procedure Manual

Logo

Normal Exit

Abnormal Exit

Exit process document

Abnormal exit 1. Death 2. Absconding Normal Exit 1. 18 years completed 2. Transfer to other institutes 3. Vocational trainings 4. Marriage 5. Adoption 6. Self willing 7. Behavior problem 8. Medical problem

In case of death 1. Police complaint 2. Post mortem within 24 hours 3. Corporation death certificate 4. Report to CWC 5. Case file with Human right commission with medical reports

Prepare reports, letters for CWC and other authorities

Permission of authorities Not permitted Yes permitted Return of room, kit, other things provided in due course

Complete exit documents and close the file

End

In case of absconding 1. Lodge police complaint 2. Inform CWC

Exit Process

Page 9 of 31

Snehalaya

Process No. 3 Ver. No.

Procedure Manual

Logo

Purchase Process 1.0

Description: The organization has developed proper purchasing process to satisfy organizations needs. Purchase process is initiated by three types of purchase triggers. First one is requisition from stores department or second from other departments or third is capital purchases. The process is initiated by any department head or by stores in charge or by project leader by raising purchase requisition which mentions exact description of need, quantity, brand or make and if possible delivery date. The requisition is passed on to purchase department head. After verifying the stock, the purchase department head forwards the requisition for sanctions from project in charge. If the purchase amount is above Rs. 5,000.00 then compulsory purchase order is raised. If it’s below Rs. 5,000.00 then material is directly demanded from registered dealers. The project in charge is responsible for approving all the purchases above Rs. 5,000.00. Approval from board of directors is compulsory for all types of capital purchases and any single purchase of Rs. 25,000.00 and above. Objective:      

Create and establish guidelines for purchase activity Understand exact need of each department Create proper pool of vendors which are suitable for organization Monitor and analyze all purchase activity Create proper history of all purchases in organization Procure the product in competitive rates, in time and of prescribed quality

Guidelines:  Any purchase process must be initiated by purchase requisition.  Requisition can be raised only by department heads, project leaders, board members only  All requisitions must be approved by purchase department head first then by project in charge and director* (In case of purchases above Rs. 25,000)  Any purchases above Rs. 5,000.00 must be accompanied by purchase orders.  Any purchases below Rs. 5,000.00 need not have purchase order.  All the purchase order raised should be verified and approved by purchase head, project in charge and director*(In case of purchases above Rs. 25,000)

Page 10 of 31

Snehalaya

Procedure Manual

Logo

 All the suppliers must be registered and approved suppliers of organization.  P.O. to be raised in quadruplet with first supplier copy, second copy for stores, third for accounts and fourth for purchase department records.  All the purchases above Rs. 25,000 must have board of director approval.  All the records related to any non conformity to be maintained.  Vendor evaluation is continuous process and any deviation in performances are registered and analyzed.  For purchases below Rs. 5000.00. The purchase intimation can be given to supplier verbally.  In case of repeat purchases of smaller amounts (where total amount in year can cross Rs. 5000) a open purchase orders can be released. Responsibility: Purchase department head is responsible for whole purchase activity. Process interaction: Stores Service provision Administration Process diagram:

Page 11 of 31

Snehalaya

Procedure Manual

Requisition from stores

Logo

Capital purchase

Above Rs. 5000 No Yes

Inform approved vendor

Get quotation from approved vendor

Comparison

Raise Purchase order

Material receipt with checking QA

Return material to vendor and get replacement

QA Rejected Accepted

Documents 1. Requisition 2. Vendor registration and evaluation 3. Purchase order 4. Goods receipt note 5. Rejection note

Forward bill to finance

Snehalaya Purchase Process Page 12 of 31

Snehalaya

Process No. 4 Ver. No.

Procedure Manual

Logo

Stores 1.0

Description: The organization has developed proper process for store management Objectives: To manage the material inward, outward and storage activity Description: Store department is responsible for handling all types of material inward as well as material outward process. The stores activity is divided into following categories. a. Receipt of material b. Issue of material c. Material rejection d. Stock keeping and documentation e. Storage of material 1.0 Material receipt process Stores department receives the material under following circumstances 1.1 Material Receipt through purchase process Stores department will check the material against quantity, quality, rates, brand (if specified any) and validity. Once all parameters are acceptable then material is recorded in material inward register and stock ledger is updated. Bills and challans are acknowledged. Goods Receipt Note is prepared (Invoice stamped) and then forwarded to accounts department for payment. 1.2 Material Receipt by donation Many donors donate lot of material to Snehalaya which is useful for beneficiaries. All material received first sorted out and a material receipt is issued to the donor. The sorted material then verified against quality and utility. Then material details are registered in inward register and stock register is updated. 1.3 Transfer of stock from Snehalaya’ other sister concerns Many a times material (e.g. medicines) are transferred from Snehalaya’s other sister concerns. In such cases stores department will verify the quantity, quality and will update the inward register and stock ledger.

Page 13 of 31

Snehalaya

Procedure Manual

Logo

2.0 Material issue process Material issue process is triggered by material requisition document. The requisition can be raised by care takers, project leaders, department heads or project in charge. Capital goods requisition will come from director. Whenever a valid requisition is received by stores department; if the material is available in stock then it is delivered immediately to concern department. If not available in stock then Purchase department is intimated for further processing. After issue of material; outward register is updated and stock ledger amended. Material receipt acknowledgement is taken from concern department. In case of incomplete delivery of material; the requisition is kept in pending file and after receipt of material the delivery is completed. 3.0 Material rejection process If material received found non-conforming or not as per quality, quantity or higher pricing than purchase order then stores in charge will reject the material. Depending on type of material the rejection process is decided. The record of such rejected material is recorded and vendor is informed about rejection. If required a rejection note is attached with rejected material. All such incidences of rejections are recorded and informed to MR for review. 4.0 Stock keeping and documentation Stores department uses following set of documents to maintain the stores 1. Inward register – To record all incoming material 2. Outward register – To record all outgoing material 3. Stores ledger – To keep item wise stock tracking 4. Material requisition records – Pending, completed 5. Vendor list and vendor evaluation record 6. Rejection note and analysis (If any) 7. Material receipt (Against donation) The all relevant documents are updated regularly to keep records up to date. 5.0 Storage of material Depending up on the type of material; the material is stored at appropriate location in various location of stores. Food items are stored in kitchen storage and medicines are stored with medical department. It is a responsibility of stores department to maintain the cleanliness, hygiene and traceability of material. All big items are tagged to be identified. Store is place where the important material/daily needs have been kept. The store keeper should know the minimum quantity availability of the material and raise the purchase order accordingly. The material donated by the donors as well as the material purchased has been stored in the central store. Documents used in the process 1. Challens 2. Material Inward and outward Register 3. Current Demand file 4. Pending Demand File

Page 14 of 31

Snehalaya 5. 6. 7. 8.

Procedure Manual Material Issued File Stock Register Purchase Information Form Demand forms

Responsibility: Store in-charge is responsible for this activity, Process interaction: Purchase Dept. Project/ event execution Service provision Administration Finance Process flow chart:

Page 15 of 31

Logo

Snehalaya

Against demand from child

Procedure Manual

Stock transfer

Logo

Rejection

Other (Repair, dispose etc)

Check for valid documents

Update outward register

Actual handover of material with proper documentation

Update stock register

If Reorder level crossed

Initiate purchase process

End

Snehalay Stores material issue process Page 16 of 31

Snehalaya

Procedure Manual

Purchase material

Donated material

QC against A. Quality B. Quantity C. Value D. Brand

Quality check

Verified

Rejection process

Update inward register

Stack it in proper location

Update stock register

Issue process

Snehalay Stores material receipt Process 20.7.09 / SDS

Page 17 of 31

Logo

Snehalaya

Process No. 5 Ver. No.

Procedure Manual

Logo

Service Provision 1.0

Description: The organization has developed proper guidelines for ‘Service provision’ to all beneficiaries. Objectives: To provide Food, shelter, clothing, education, medical services and civilization to each beneficiary by complying with CWC guidelines Description: Snehalaya has divided benefits for beneficiaries in to six categories. 1.0 Provision of Food: Hygienic food to all beneficiaries is provided at Snehalaya. The Menu chart for week is prepared as per guidelines from Medical experts a. Issue: The food is provided in batches and it responsibility of are takers to take children from breakfast, lunch and dinner. Food is served at counter some times in buffet. Food is issued as per time table. b. Taste Register: This register is maintained to verify the taste every day. This can act like quality heck on the food. This is the responsibility of the Project Manager. c. Preparation: food is prepared at Snehalaya, sometime procured from out side d. Cleanliness: It is the responsibility of each child to keep his/her dish clean and wash it after eating. For small children: it is the responsibility of care taker, cleanliness of kitchen is responsibility of Food Processing Dept. e. Waste Management: the waste will be dump in the decided place, from where the vehicle of Grampanchayat is collecting the waste every day. f. Water: The clean drinkable water will be provided to the children g. The special food will be served on the anniversaries of the donors h. The special nutrition as per the advice of Medical officer will be provided to the sick children.

2.0 Provision of Clothing : a. Common and customized cloths are provided to each child periodically. Common cloths include beddings, towels etc. b. Customized clothes include personal dress, school uniforms.

Page 18 of 31

Snehalaya

Procedure Manual

Logo

c. Cleaning is the responsibility of each child and Care taker; cloths will be commonly washed in batches. d. All cloths are stored in individual lockers. e. Cloths are received in donation are altered in house to suit child’s need. f. Every year each school going child gets school dress. Old one is reused or discarded if not usable. g. The maintenance of the clothes will be done in our sewing Dept. Delivery of cloths is the responsibility of Care taker. 3.0 Provision of proper Shelter: Following points are considered while providing shelter. a. Area: 55 sq.ft/inmate is provided to each beneficiary. The building should be safe and secure for the living. b. Bathroom: 1 clean bathroom for 10 students with sufficient water availability. It should be well constructed with proper doors and windows; it should be near to the living room. c. Toilet: 1 toilet for 7 students, with sufficient water availability. It should be well constructed with proper doors and windows; it should be near to the living room. Cleaning and other requirements: a. All required material for cleaning and maintenance will provided by the central store and it is the responsibility of care takers to keep the toilet/bath neat and clean. b. Recreation hall and play ground: The proper recreation hall should be provided with all necessary indoor games, television etc. c. The proper area for play ground should be reserved and necessary sports and games should be available like cricket, volleyball, foot ball, kabaddi, kho-kho etc. 4.0 Education: Formal Education: Snehalaya management is very particular about quality education to all children. The students are admitted in quality schools even in English Medium schools as per the intellectual level of the children. It is being measured on the basis of performance in the school (progress card). The required educational material is provided to all beneficiaries; this includes books, notebooks, school bag, uniform, schools fees and traveling to school etc. Tuition: The teachers from other schools come to Snehalaya for special tuition. All the students have to attend the tuition/classes at evening every

Page 19 of 31

Snehalaya

Procedure Manual

Logo

day. The teachers help the students for homework as well as in the difficulties they are facing while studying. Exposure visits and educational trips: Snehalaya arrange exposure visits to museums, post, bank, police station, hospital etc. and educational trip out of district like NGOs, dams, sugar factories, historical places etc. Higher education: Snehalaya is helping beneficiaries to get higher education like Graduation and post graduation to the needy students who have completed 18 yrs of age. Informal Education: Snehalaya helps students for getting formal training in extracurricular activities. Courses include beauty care, sewing, knitting, computer, music, art etc. We are referring the students above 18 to the other vocational training centers for the other courses like nursing, D.ed., housekeeping, hotel management, fashion designing etc. 5.0 Health & medical services: Health is again very important aspect of our services. Snehalaya is running the home for HIV positive children between the age group of 0 to 18 yrs. Hence, Snehalaya has appointed a special medical officer for the treatment of the children. The M.O. is looking after the timely and proper medication of the patients as well as working on the prevention level with care takers. One nurse and In-Charge of the Health Dept. are assisting the M.O. for treatment of the child. Care taker is responsible to bring the sick child to the M.O. and avail the medical treatment for the children. In case the M.O. is not available the care taker is sends the child to the specialized hospital with the permission of Project Manager. Care taker has to give the medicines to the child timely and observe the progress of the patient. Exercise: All the children has to take exercise early in the morning , they should play various games and sports. Snehalaya has appointed the instructors for volleyball and karate. Cleanliness: Care taker is guides children on day to day cleanliness. Regular nail cutting, hair cutting is routine part of the work of the care taker.

6.0 Civilization: Snehalaya is trying to provide all possible facilities to the students. But those students entered in the Snehalaya in a very tender age could not know many things which are necessary to live a life. The students should be down to earth, realistic, diplomatic as well as emotional and sensible.

Page 20 of 31

Snehalaya

Procedure Manual

Logo

Snehalaya undertakes various programs like workshops and guest lecturers Prayer is one of the very important aspect to change the mindset of the students they should humanitarian and patriotic, hence arranging various programs. Celebration of the festivals: A special care has been taken to introduce children to our culture, hence Snehalaya celebrates various festivals like, Ganesh Utsav, Eed, X-Mas, Mahaveer Jayanthi, Gurunank Jayanthi etc. Counseling: Counseling on behavior change and any other matters are available for the children. Snehalaya is providing psychological treatment if necessary Responsibility: Project Manager is responsible for whole activity and care takers are responsible for service provision to all beneficiaries Process interaction: Administration Stores Purchase

Page 21 of 31

Snehalaya

Process No. 6 Ver. No.

Procedure Manual

Logo

Event Management 1.0

Description: The organization has developed proper guidelines to organize an event Objectives: To organize an event with proper planning and output oriented activities. Description: 1. Identify objective and purpose of event. Identify the target audience. Before planning an event it should be clear to all about the need of event and purpose of the event 2. Prepare a plan for the program and Pre-event report and get sanction from Director 3. Check the available resources and prepare a budget for the program 4. Refer the check list to organize the program (Doc. No. ) 5. Distribute the responsibilities of the program among available employees 6. Prepare post-event report and feedback analysis. 7. Filling the event-review form and Program review meeting if necessary by the event-leader Documents used in the process: 1. 2. 3. 4. 5.

Program checklist Event planning/budget form Pre-event report Minutes of review meeting Post event report

Responsibility: Project Manager is responsible for whole activity. He/she can choose the Project leader for the event and hand over the responsibility. Process interaction Administration Finance, Purchase

Page 22 of 31

Snehalaya

Process No. 7 Ver. No.

Procedure Manual

Logo

Human Resources 1.0

Objective: To define HR policies for Snehalaya’ employees Description: The HR process is divided in to three basic processes. a. Joining Process b. During Employment process c. Employee exit process A) Joining process - Recruitment : 1. Need for employee and qualification are identified 2. Need is announced through proper medium (News paper, employment agency, local references) 3. All collected bio-data’ are verified and suitable bio-data are further processed 4. The interview panel conducts the interviews 5. The Interview Panel members judges the candidates based on marks achieved 6. The short listed candidates has to appear for second interview, at that time they have to fill up Snehalaya’s application form. 7. If the candidate is being selected Snehalaya gives him/her an ‘Offer Letter’. 8. If the candidate accepts the offer, the organization issues him/her an appointment letter. 9. If no proper candidates are found or candidate rejects or deny the offer then next probable candidates from short list is called for or else whole process is repeated 10. After the appointment the candidate has to undergo ‘Induction Training program’ which covers organization’ information, rules and regulations etc. Above process responsibility lies with administrative manager. B) During employment process 1. The Job description for the post is being provided to the employed candidate by the organization 2. The employees can take leaves as per the Leave rules and regulations 3. An yearly appraisal of employee is carried out to check the performance, educational up-gradation and commercial remuneration. Appraisals are divided into 2 parts (1 self appraisal and another is from immediate senior) The promotion or increment in honorarium will be once in a year, it depends on the overall performance. It will evaluate with the help of Performance Appraisal form (Doc. No.) Above process responsibility lies with administrative manager.

Page 23 of 31

Snehalaya

.

Procedure Manual

Logo

C). Employee exit process Any employee can exit the organization by resigning or by termination by top management or transfer to other sister concerns. Considering all above possibilities; employee exit process is drafted. 1. If any employee wants to resign from the job then he has to give the resignation letter/notice before one month in the prescribed form (Doc. No….) 2. If the resignation is accepted by top management then a ‘Resignation acceptance letter’ is issued to the employee 3. Employee has clear all the dues to organization and should get ‘no dues certificate’ from all concerned department 4. After confirmation from all departments; relieving letter is issued to concerned employee Documents used in the process 1. Organization application format 2. Offer Letter 3. Appointment Letter 4. Job Description 5. Leave Form 6. Guidelines on Leave, Dress Code, Office Timing And Conveyance 7. Holiday List 8. Performance Appraisal (Individual / Management) 9. No dues Certificate 10. Service /Experience certificate

Responsibility: Project Manager is responsible for this activity, Process interaction Administration Finance Process diagram:

Page 24 of 31

Snehalaya

Procedure Manual

Logo Snehalaya Employee Joining process

Need for employee

1. Define job profile 2. Define employee profile

Announce requirement thru proper media

Collect bio data

Short list candidates as per requirement

Not suitable Define interview format

Select candidate

Not as per requirement

Candidate is okay Offer not accepted Prepare appointment letter

Offer accepted

Inform responsibilities Code of conduct Job training

Prepare internal documents, insurance, etc. Update accounts

Hand over of company material

Documents to be prepared

During employment process

Page 25 of 31

1. Job profile 2. Employee profile 3. Appointment letter 4. Employee Information form 5. Code of conduct for employees 6. Training material for each post 7. Handover material list

Snehalaya

Procedure Manual During employment process

Logo

Snehalaya During employment process

During employment process

Record daily data attendance, timings, OT, etc

Appraisal process

Relieving process

Not as per mark

Progress status Needs improvement

Training process

As per expectation

Review terms of employment

Documents required

New record of employment terms

Page 26 of 31

1. During employment process - Attendance, timings, PF, pro. Tax - Track record of work 2. Appraisal process - Emp. Work knowledge - Understanding of responsibility - Communication skills - Other parameters 3. Training process 4. Employment records

Snehalaya

Transfer to other unit

Transfer process

Procedure Manual

Resignation letter

Relieving process

Logo

Termination of employee

Reasoning for termination

Check for all outstanding

Clear all dues, material, insurance

Inform accounts (PF, ESI, etc)

Inform customers (If required)

Relieving letter

Snehalaya Relieving process

Termination Process

Page 27 of 31

Documents required 1. Resignation letter 2. Termination letter 3. Transfer letter 4. Checklist for all dues clear 5. Relieving letter 6. Experience letter (Optional)

Snehalaya

Process No. 7 Ver. No.

Procedure Manual

Administration Procedure 1.0

Objective: To define Administrative work scope of administration department Description: a. ‘Gunijan Bhavan’ Management Booking/occupancy management Cleaning and in house maintenance Service provision, food serving, transport, etc. b. Cleaning Total property cleaning Internal cleaning (Shelter) Sanitation c. Gardening Plantation, Maintenance Landscaping d. Transport Vehicle allocation Vehicle maintenance e. Washing Wash machine management Washing batch management Maintenance of washing machine f. Security Reporting Attendance g. Maintenance Electrical devices (Genset, inverter) Plumbing Solar devices Telephone Civil work h. Document and filing Responsibility: Administrative manager Process interaction: Purchase, Stores,

Page 28 of 31

Logo

Snehalaya

Procedure Manual

Process No. 9 Ver. No.

Logo

Quality Management system 1.0

Description The Quality Management system is a process to initiate, implement, assess and continually improve the institution of quality in the organization. Objectives  To define the Quality Management System(QMS) to organizational business and in compliance with ISO 9001:2000

suit

the

 To document the QMS  To review the QMS  To implement the QMS in the organization  To perform periodical internal audits  To identify the scope of improvements  To continually improve the QMS

Internal Audit Schedule / Calendar

Management Review

Quality & Info. Security Council

Measurement Analysis & Improvement Inputs

Control of Nonconforming Products

Internal Audit

Corrective Actions

Preventive Actions QMS Planning

Policy Manual

QMS Maintenance / Improvement

Processes Interaction Manual Procedures Manual

QMS Document / Record Control

Page 29 of 31

Snehalaya

Procedure Manual

Annexure - A Standard Formats list

Sr.no.

Name of Document

Id / Doc.No. Exit Process Sneh/Admin/Exit/09-10/00.1 Sneh/Admin/Exit/Death/09-10/00.2 Sneh/ Admin/Exit/Death/09-10/00.3 Sneh/ Admin/Exit//09-10/00.4 Sneh/ Admin/Exit/09-10/00.5 Administration Process Sneh/Admin//09-10/00.1 Sneh/Admin/09-10/00.2 Sneh/Admin/09-10/00.3 Sneh/Admin/09-10/00.4 Sneh/Admin/09-10/00.5

1. 2. 3 4 5

Police Stn.Request Form Death PM Report MSHR Letter Parent Request Form Parents Received Letter

6. 7. 8. 9. 10. 11. 12 13 14 15 16 17 18 19 20

Beneficiaries Leave Vacancy Letter Details of Document No Vacancy Letter Beneficiaries Admission Request Form Reference Letter Check list of require Document Material Provide List Guaranty Letter Admission Form Counseling Report Vendor Master List Yearly Health Study Report Student Case Study Report Sanitary of Premises Check List

21

Care Taker Check List

Sneh/Admin/C.T./09-10/00.16

22

Washing Machine Check List

Sneh/Admin/W.M./09-10/00.17

23

Gunijan Check List

Sneh/Admin/G.J./09-10/00.18

24 25 26 27

Demand Form Vender Register Form Vender List Purchase Order

28 29

Permission Letter[Vehicle] Authority Letter

Sneh/Admin/09-10/00.6 Sneh/Admin/09-10/00.7 Sneh/Admin/09-10/00.8 Sneh/Admin/09-10/00.9 Sneh/Admin/09-10/00.10 Sneh/Admin/09-10/00.11 Sneh/Admin/09-10/00.12 Sneh/Admin/Health/09-10/00.13 Sneh/Admin/09-10/00.14 Sneh/Admin/C.L./09-10/00.15

Purchase / Store Process Sneh/Store/09-10/00.1 Sneh/Purches/09-10/00.1 Sneh/Purches/09-10/00.2 Sneh/Purches/09-10/00.3 Maintenance Process Sneh/Maint/09-10/00.1 Sneh/Maint/09-10/00.2

Page 30 of 31

Logo

Snehalaya 30

Procedure Manual

31 32 33 34 35 36

Sneh/Maint/09-10/00.3 HR Process Staff Evolution Form for Mgt. 1 Sneh/HR/09-10/00.1 Staff Evolution Form-2 Sneh/HR/09-10/00.2 Leave Application Sneh/HR/09-10/00.3 Post Application Form Sneh/HR/09-10/00.4 No Dues Certificate Sneh/HR/09-10/00.5 Resignation Form Sneh/HR/09-10/00.6

37 38 39

Appointment Letter Basic Job Requirement form Resignation Ref. Letter

Sneh/HR/09-10/00.7 Sneh/HR/09-10/00.8 Sneh/HR/09-10/00.9

40

Numbering Check List

Check List Sneh/Num/Check List/09-10/00.1 Event

41 42

Post Event Event Planning & Review Report Sneh Meeting

43

Contractor Request Letter

Doc. No. Sneh/EVT/09-10/00.1 Doc. No. Sneh/EVT/09-10/00.2 Doc. No. Sneh/EVT/09-10/00.1

ISO Forms 44 45 46 47 48 49 50 51 52 53

Doc. Change requirement form Internal Audit Plan Audit Observation Sheet Non conformation Rep Internal Audit Plan Internal Audit Report Training Plan Training Programme Quality Manual Procedure Manual

Sneh/ISO/1.0 Sneh/ISO/2.0 Sneh/ISO/3.0 Sneh/ISO/4.0 Sneh/ISO/5.0 Sneh/ISO/6.0 Sneh/ISO/7.0 Sneh/ISO/8.0 Sneh/ISO/9.0 Sneh/ISO/10.0

Account 54 55

Advance Demand Form Petty Cash Summery

Sneh/Ac/09-10/00.1 Sneh/Ac/09-10/00.2

Page 31 of 31

Logo