ORGANISATIONAL STRUCTURAL TRAINING

BY

JOHN PIUS

A PROJECT

SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR

THE

MASTER OF BUSINESS ADMINISTRATION

CHRIST UNIVERSITY INSTITUTE OF MANAGEMENT

CHRIST UNIVERSITY, BANGALORE

JUNE 2014

2

CERTIFICATION

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ACKNOWLEDGEMENT

I thank Christ University for giving me an opportunity to execute an organizational structural

training project. I would also like to express the deepest gratefulness to my mentor Professor

Dilip Chandra, for approving the company chosen by me and guiding me throughout the project

period. Without his supervision and steady help this project might not have been conceivable.

Also, a thank you to Manjilas Double Horse Company, Priya Sajeev (HR) and Deepi (HR) for

guiding me during the project period and helping me to acquire necessary information. I

likewise thank all the company departments and its team members for the valuable cooperation.

Lastly, but not the least, May I express my sincere gratitude to God Almighty and my parents

who have supported me all through my life.

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TABLE OF CONTENTS

1. Declaration by the Candidate 2

2. Acknowledgement.3

3. Table Of Contents..4

4. History of the Organisation6

5. Profile of the Products7

6. Vision, Mission, Objectives & Strategies of the Organisation...8

i. Vision..8

ii. Mission8

iii. Business Objectives.....8

iv. Marketing Objectives...8

v. Strategies for further growth8

7. Organisational Design & Structure..9

8. Functions of various departments..10

i. HR Department..10

ii. Finance Department...11

iii. Production Department..12

iv. Marketing & Sales Department.12

v. Research & Development Department..13

vi. Quality Control Department..13

9. SWOT Analysis of the Organisation.14

10. KRA of the Organisation...14

i. KRA of HR Department15

ii. KRA of Research & Development Department.15

iii. KRA of Production Department16

iv. KRA of Finance & Accounting Department16

v. KRA of Sales Department.17

vi. KRA of Manufacturing Department..17

vii. KRA of Marketing Department.17

viii. KRA of Marketing Trainer18

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ix. KRA of HR Specialist18

x. KRA of General Manger or Senior Executive...18

xi. KRA of Secretarial, Clerical and Administrative Executives19

11. KR Activities of the Organisation..19

12. Significant Factors for Success..20

13. System of Accounting Followed21

14. Product Promotional Measures..21

15. System Followed for Purchase of Materials..22

16. HRD Measures, Policies & Procedures Followed.22

i. Leave Policy...22

ii. Loan Policy23

iii. Working Time Policy23

iv. Accident Policy.24

v. Visitors Policy25

vi. Computer Policy....25

vii. Cell Phone Policy..26

viii. Employee Communication Policy.26

ix. Problem Resolution Policy27

17. Manpower Planning...28

18. Recruitment Policy & Performance Appraisal System.30

19. Future Plans for the growth of the Organisation30

20. Organisational Structure30

21. Advantages & Disadvantages of the Organisational Structure..31

22. Recommendations to Overcome Drawbacks.31

23. Modifications to the Organisational Structure..32

24. Further Recommendations to the Company..34

25. Appendix 1 - Product Depth/Variants of Rice Products35

26. Appendix 2 - Product Depth/Variants of Instant Products ...35

27. Appendix 3 - Communication Materials of the Company - Few Video Ads, A Print Ad,

Brand Ambassador, Brand Logo35

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History of the Organization

Manjilas, the mother brand of Double Horse, was founded in the year 1959, as a rice milling

company selling high-quality rice grains. The brand, on the strength of its commitment to deliver

only the best to its customers, has witnessed a phenomenal growth over the years. It

revolutionized the food sector in Kerala becoming the first ISO 9001:2000 certified Rice Mill in

the state and the first food brand to introduce sortex rice, stoneless rice and colour grading.

Inspired by the support of its customers and foreseeing the potential for traditional food thats

made easy to suit todays busy, modern lifestyle, Manjilas Double Horse started introducing

products- from rice powders- breakfast mixes to instant mixes, wheat products, curry powders

and condiments made using Perfect Blend technology, naturally preserved pickles, health

foods, ready-to-cook & ready-to-eat products, traditional preserves, coconut products and more;

and is dedicatedly developing new and innovative product ranges, to keep up with its promise to

deliver good food and in turn, inculcate a healthy eating habit.

The founder of the company Late Mr. M. O. John - a visionary, a philanthropic and a

businessperson started off the firm with the aim of providing Great sustenance, for all. Mr.

M.O John was also the General Secretary of Kerala Vyapara Vyavasayi Ekopnana Samithi, the

biggest association of entrepreneurs in Kerala and the President of Chamber of Commerce,

Thrissur. His entrepreneurial abilities made him a pioneer of his times, and his brand the

pioneer for more than 50 years.

Today, Manjilas Double Horse offers its customers the widest variety of good food with more

than 20 superior types of rice and 100 premium quality food products in different ranges.

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Profile of the Products

RICE

PRODUCTS

WHEAT

PRODUCTS

HEALTH

PRODUCTS

CONDIMENTS MASALAS PICKLES

Rice Rice

Products

Puttupodi

Pls refer

Appendix 1 for

variants

Chakki Fresh Atta

Samba Broken Wheat

Broken Wheat Wheat Rava Samba Wheat

Rava

Roasted Rava Vermicelli

Roasted

(Short Cut)

Long Vermicelli

Banana

Powder

Health

Mix

Ragi Vita

Ragi

Powder

Chilli Powder

Coriander

Powder

Turmeric

Powder

Pepper

Powder

Ginger

Powder

Crushed Chilli

Kashmiri

Chilli

Sambar Powder

Chicken Masala

Meat Masala

Pickle Powder

Fish Masala

Rasam Powder

Vegetable Masala

Egg Roast

Masala

Biriyani

Masala

Garam

Masala

Veg Pickles

Non Veg

Pickles

Vegetables In

Brine

PASTE INSTANT SWEET DISHES

Garlic Paste Ginger Paste Tamarind Paste Ginger Garlic

Paste

Instant Ready to Cook Curry Mix Instant Ready to eat Payasams Instant Ready to eat Instant Breakfast

Palada Payasam Mix

Rice Palada Payasam

Mix

Vermicelli Kheer Mix

Rice Ada

Diet Payasam Mix

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Vision, Mission, Objectives, and Strategies of the Organization

Vision To be a leader in the food industry, offering the widest variety of high - quality food products

that become a way of life for all those who love good food, across the globe.

Mission To come out with a wide variety of innovative food products, that combines health, taste &

convenience, so as to make cooking good food fun & easy.

Business Objectives To achieve a turnover of 500 Cr in the next 5 years

To dominate the market in Kerala

Marketing Objectives To dominate the national market rather than limiting the reach to just the Kerala market

To be the most preferred brand amongst malayalees

Strategies for further growth Expand the ready to eat food products to further market

To introduce frozen food products to the product line

Introduce the products through a trial and error method inorder to seek the opinion of the

target group

High Quality Packing

Variety In Products

Uncompromised quality in food products

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Organizational Design and Structure

CHAIRMAN

MANGING DIRECTOR

BOARD OF DIRECTORS

GM PRODUCTION

ASST GM PRODUCTION

PRODUCTION MANAGER

SUPERVISORS

WORKERS

GM PURCHASE

ASST GM PURHCASE

PURCHASE MANAGERS

SUPERVISORS

WORKERS

GM FINANCE

ASST GM FINANCE

FINANCE MANAGER

CHEIF ACCOUNTANT

ACCOUNT STAFFS

GM MARKETING

ASST GM MARKETING

MARKETING MANAGER

ASST. MARKETING MANAGER

AREA SALES MANAGER

SALES EXECUTIVE

GM HR

ASST GM HR

HR MANAGER

ASST. HRM

SUPERVISORS

WORKERS

GM QUALITY CONTROL

ASST GM QUALITY

QUALITY MANAGER

QUALITY CONTROLLER

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Functions of Various Departments

HR Department Management is one of the most complex and challenging field of Endeavour. The scope of HR

department is very vast. It includes all the major activity in the working life of a worker from the

time of his or her entry to an organization until he or she leaves. Personnel management is

planning, organizing, directing and controlling of the procurement, development, compensation,

integration, maintenance and separation of personnel to the extent the individual, organizational

and social objectives are accomplished. This department treats people as an important asset to be

used for the benefit of the organization, employees and society. It is emerging now as a distinct

philosophy of management aiming at policies that promote mutual goals, mutual respects, mutual

rewards and mutual responsibilities.

The role of the HR department is to manage and motivate employees in the workplace. The

specific roles of this department include: selection, recruitment, induction and training of

employees, organising appraisals, managing payment systems and organising termination of

employees. The department is also responsible overall for implementing government policies

regarding the workforce according to labour laws.

Manjilas group of companies has a common HR department for all the mills and units. This

department is located in the head office. All the units will have an HR executive who will report

to HR department at the head office. Total Human resource in the group is 1101 including staffs

and trainees. The HR department has to look after the ESI, PF and salary of all these staffs every

month. The HR manager will go to each unit every month personally to sort out the problems in

the mills. There are all together 4 executives at the head office working under this department.

The key activities of HR department includes the following, which when effectively integrated

provide significant, economic benefits to the company.

Workforce Planning

Recruitment

Induction, Orientation and On Boarding

Skills Management

Training and Development

Personnel Administration

Compensation in wage or salary

Time Management

Travel Management

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Payroll

Employee Benefit Administration

Personnel Cost Planning

Performance Appraisal

Labour Relation

Finance Department Procurement of capital is one of the most important milestones of ideating a business. It is

equally significant to channelize and allocate finance to various units that enhances successful

running of the business. Thus finance is an important aspect in achieving the progress of the

organization. The functions of finance department are diverse with distinct procedures for each

activities. (For instance, purchase of raw materials, payment of salaries towards staffs, marketing

activities, statutory payments like taxes and so on).

The finance department of double horse includes finance manager, chief accountant and account

staffs. The main activities of finance department are broadly classified into three. They are as

follows:

Procurement of Funds The funds are collected for the effective usage of finance resources. The company collects funds

from the following sources.

As loans loans can be taken from banks and other financial institutions in the form of

Bank OD, cash credits, bank loans etc

Investments The capital of the company is funded by venture capitalists and through

Angel funding. Investments like insurance, fixed deposits are also a source of finance

Funds from sales The funds emerging from sales are in the form of cash or credit. In the

case of cash sales the cash is directly received by the department and in the case of credit

sale, cash is collected from the debtors within a certain period

Procurement Of Funds

Allocation Of Funds

Finance Research & Analysis

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Allocation of Funds It is of great significance for the finance department to channelize the fund in strategic manner

for the existence and operation if the business. The funds would be allocated to the following:

Procurement of raw materials

Employee wages and office salary

Office expenses

Taxes and other legal expenses

Maintenance expenses

Carriage and transportation

Petty expenses

Finance Research and Analysis The various research and analysis techniques that helps improve the firms running are as

follows.

Ratio analysis gross profit ratio, net profit ratio, solvency, working capital turnover

ratios, current and liquidity ratios

Cost sheets of production To control costs

Profit and loss statements, balance sheet and cash flow statements to guide, monitor and

update the financial status of the organization.

Production Department The production department is crucial in an industrial organization like Manjilas Double Horse.

Production is the process by which raw materials and other inputs are converted into finished

products. Organizational wealth is determined by production. In a specified period of time, the

aggregate amount of goods and services produced in an organization is known as wealth. The

time frame may be short, medium or long depending on the type of product or services produced.

Production of goods as the fabrication of the physical object is of the resources available to the

manager. These resources include men, material, money, methods and machines. Production of

services is nothing but the discharge of function which has some utility to somebody. The

interpretation of the production of goods and services is a broader one. In general, the production

is equated with manufacturing which is myopic interpretation. Fundamentally, they may look

alike the position being maintained in that there is no difference between tangible and something

which provides advice, assistance, helper information. In both cases, outputs are not similar.

Marketing and Sales Department Marketing and Sales Department of Manjilas Double Horse consists of marketing manager, north

area and south area managers, area sales managers, sales executives and marketing coordinator.

The marketing and sales department is headed by the Marketing manager.

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Functions The marketing and sales departments functions are vast; a few of which is mentioned beneath:

Monitoring of sales in the area

Monitoring of prices and terms of company products compared to competitors

Processing credit proposals for dealers and institution

Processing proposals for extending special incentives / credit terms to dealers

Committee work for appropriate cancellation of dealers

Processing proposals for special arrangements / sales terms with bulk buyers /

commodity

Sales force motivation through internal & external training programs

Processing and sending replies to audit queries at divisional establishments

Monitoring overdue and outstanding of area / credit management

Co-ordination of sales promotion and market development activities

Supervising and controlling the sales promotion service department

Monitoring the marketing communication

Research and Development Department Double horse food products have well established R & D department involved in the

development of traditional as well as innovative products giving novelty to the customers taste

and appetite. As a part of the golden jubilee year (2009), the company aimed at launching 50

new products with prime importance for ready to eat products and masala mixes.

Quality Control Department Quality control department refers to the ways and means where quality standards are maintained.

The aim of quality control is not only to improve quality of products, but also to eliminate bad

quality goods. Once the quality standard is set, then it should be achieved and maintained in

future and efforts should be made to improve it further. Manjilas group of companies have set up

a quality control department for the purpose of determining the quality of the product. Different

types of tools are used for the purpose of checking control. Their department consists of 7 people

headed by the quality control manager. Double horse emphasis on maintaining strict quality

parameters that involves the detection of

Total bacterial count

Total fungal count

Collide forms

Detection of pathogens like e.coli, Staphylococcus, salmonella, bacillus, listeria,

clostridium and so on.

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SWOT Analysis of the Organization

STRENGTHS

Large exporters of rice and food products

Wider reach by exporting products to outside India

Provide large volume of employment opportunities

More than 1100 skilled labourers Variety in food products Use of high quality equipments

imported from Japan

Provides good welfare benefits to employees

WEAKNESSES

Comparatively low degree of promotional policies

Poor performance appraisal programs

Weak training methods

OPPURTUNITIES

High demand in foreign and local markets

Introduction of sachet packets

THREATS

Increasing competition from existing players and new entrants

Changing Consumer Behaviour (Consumer shifting to western diets and

menus)

KRA of the Organization

The following are the key result areas that the organization as a whole focuses upon.

PROFIT: The net profit or surplus before tax planning efforts, produced by the efficient operation and effective administration of your enterprise.

SALES/INCOME/REVENUE: The gross or top line billing/invoicing produced by all operational activities of your enterprise.

COMMUNITY IMAGE: The way your organization is perceived by the social, vendor, customer and employee communities - Stakeholder perceptions.

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CUSTOMER/CLIENT SATISFACTION: The policies, procedures and values that determine how your people provide service, and to what degree your customers/clients'

needs will be satisfied.

PHYSICAL ENVIRONMENT (PLACE): The physical space, layout, ambiance, tools and equipment that your people work in and with.

PEOPLE: The number, positions, qualifications, pay scales, benefits and training/development needs of your people at all levels. How you compensate them, how

you recruit, hire, appraise performance, promote and transfer, your organization's policies

& structure.

DIVERSIFICATION: The identification/creation/acquisition of new products, services, geographic & demographic markets to ensure your organization's continued competitive

viability.

SYSTEMS, PROCEDURES & TECHNOLOGY: The methods, principles and technologies used, the "way the company does things," to ensure the best use of human,

financial and equipment resources to generate profit and satisfy your customers.

KRA of HR department Recruitment/ Selection Workforce Planning Diversity Management Performance Management Reward Management Workplace Management Industrial Relations Safety And Health Workplace Building Capabilities And Organization Learning

KRA of Research & Development Department

Plan and estimate development activities. Hold reviews to validate designs & analysis.

Working out on budget

Cost analysis Minimize purchasing costs New Product development & Testing.

Value engineering & innovative solutions Analysis of customer requirements.

Coordinate with the factory and suppliers for product development.

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Preparation of SOPs. Authorize all documents for development of new product. Preparation of technical documentation and resolve product problems.

Define specifications of all the instruments & research materials for conducting the experiments.

Evaluate competitors offerings technically & commercially.

KRA of Production Department

Good working conditions Product development Preventive maintenance Delivery management Minimize downtime and meet annual production target as per expected cycle time Resource utilization Maximizing quality of product, efficiency of production and maximize production rates Maximize plant efficiency through teamwork and innovation Operational costs Minimize the scrap level/wastage reduction Control overhead expenditure Stock control Reduction in operating costs Minimize the inventory levels Implementation of quality control programs Apply newer management techniques such as ISO, TQM, Six Sigma, etc. Application and acceptance of new technology Shop floor improvements Productivity: Improvement of process Record Keeping Customer Satisfaction

KRA of Finance and Accounting Department

Credit referencing Management information Capital expenditure Security Financial analysis Cost control Internal audit Regulatory reporting Credit control Financial records

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Cashflow forecasting Budgeting Costing Sales New business acquisition

KRA of Sales Department

New business acquisition Territory management Customer care Lead generation Lead follow up (internal and external) Account management Customer retention Interpersonal skills Negotiating skills Product knowledge Sales forecasting

KRA of Manufacturing Department Stock control Maintenance Labour relations Waste management Reworks Productivity Health and Safety Quality control Record keeping

KRA of Marketing Department Advertising Promotional strategy Hold/ Participate in events Pricing Market research Field support Marketing materials Media relations Sales support Agency relations

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Strategize Marketing Mediums

KRA of the Marketing Trainer

Design of solutions Delivery of solutions Evaluation of solutions Budgets Client satisfaction Innovation

KRA of the Human Resource Specialist Staffing Employee relations Employee development Compensation planning and administration Policy development Benefits administration Career development Statutory compliance Human Resource information systems

KRA of General Manager or Senior Executive

Internal operations Market development Profitability Organisational structure Organisational vision and mission Asset and liability management Board of directors relationship Productivity Financial strategy Business development Technology Customer satisfaction Community relations Regulatory compliance

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KRA of Secretarial, Clerical and Administrative Executives Correspondence Filing Records management Administrative support Internal customer relations Equipment maintenance Forms administration Scheduling Supply maintenance and purchasing Telephone coverage Project support

K R Activities of the Organization

The key result areas (KRA) of each individual in an organization can be broken down into key

performance areas (KPA) and performance indicators (KPI). KPAs are necessary to decide the

performance appraisals of individuals annually. KPIs are a set of activities that is vital to carry

forward their functions and achieve their assigned goals.

KR Activities will be further explained through an example below.

Key Result Areas

Key Performance Area 1

KR Activity 1

KR Activity 2

KR Activity 3.... Key Performance

Area 2......

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Objective Key Result Areas

(KRA)

Key Performance Areas

(KPA)

Key Result Activities

The Objective is

to improve

productivity of the

company. This

objective is to be

achieved by the

HR Department

Recruitment &

Selection

KPA 1 Recruitment KPA 2 - Selection

KR Activities for

Recruitment

1. Invite Applications (Campus

Placement,

Online/Print/ Ads),

Word of- mouth etc)

2. Screen the received applications

3. Narrow down the list of applicants to

the most qualifying 4. Announce the final

rounds of interview

5. Conduct the final selection rounds

6. Select suitable

candidate/

prospective

employee to the

required profile

Performance

Management

KPA 1 Performance Appraisals

KPA 2 Succession Planning

Reward Management KPA 1 Market Oriented Salary

Structuring

KPA 2 Benefits Planning

Building Capabilities

& Organizational

Relationships

KPA 1 Training KPA 2 Management Development

Significant Factors for Success

Every step of the company was aligned to the vision seeded by the founder of the

company Mr MO John and this has been a significant factor that determined the success

of the company. Double Horse succeeded in providing good quality diverse products to

every individual and ceased to compromise on the quality of its products.

The company set themselves apart in being innovative at every stage. They were the

pioneers in introducing unique packaging, product quality, technological impediments,

marketing techniques, machineries etc.

The company made the right move at the right time by expanding to the market oversees.

A large number of malayalees shift to gulf countries for work and it was a strategically

woven effort by the company to tap this market opportunity.

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The company has been serving the market for more than 50 years and is well accepted by

the target market

They have also succeeded in updating their product line and product quality as to suit the

needs of the changing consumer behaviour and market environment

These are the major factors for the success of the company.

System of Accounting Followed

The accounting system of Manjilas Group is supported by German software system SAP. It

builds service orientation directly into its solutions through a technology called as SAP

NetWeaver. This software supports companies in the development of their own service oriented

architectures. Functional units of SAP are split across different organizational units for R&D

needs, field activities and customer support. The main advantage of SAP system is that, this

system enables the users to get to know the full details of an employee right from the day of

his/her arrival in the organization. Pay role is processed using SAP. Even if an employee is

absent, that will be also marked in his profile using SAP. Finally, when an employee salary is

computed, the SAP will calculate his/her salary depending upon the number of leaves taken. This

will help the organization into reducing its human effort.

Product Promotional Measures

Manjilas Group of Companies promotes its brands through advertisements and other sales

promotional techniques. The Double Horse brand advertises through Television, Newspapers,

Magazines and Digitally. They advertise throughout Kerala state through banners and posters.

The company presently targets Keralites in Gulf Regions as well. In the Gulf Countries, the

brand advertisements extend into Malayalam Channels, Stickers, Banners and Brochures.

The marketing communication of Manjilas Double Horse products are done by a P R agency

named Brand ID. This agency handles the advertisements for the television and print media.

Double Horse products advertisements are usually given during the festival seasons of Kerala.

Other than these ads, the company gives offers to its distributors of all regions for procurement

of shelf space.

(Please refer Appendix 3 for the brochure, leaflets and other print and video communications)

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System followed for purchase of materials

The materials are also purchased on the basis of the data notified by SAP. The software intimates

the respective department/ purchase managers about the minimum stocks to keep, stock level,

ingredients to be purchased, the units from where purchases are made nationally etc. The group

has processing units at Thrissur, Palakad, Coimbatore and Pondicherry. The company does not

compromise on quality of its ingredients or products. They usually follow credit system in

purchases as the purchases are made in bulk from regular suppliers. Manjilas introduced Keralas

first SAP solution which made procurement of real-time inventory feasible over a large network.

HRD Measures, Policies & Procedures Followed

Leave Policy

Leave policies of Double Horse applicable for the different types of leaves are briefly explained

below:

Annual Leave

An employee may use annual leave for vacations, rest and relaxation, and personal business or

emergencies. An employee has a right to take annual leave, subject to the right of the supervisor

to schedule the time at which annual leave may be taken.

Sick Leave

Sick leave (or sickness pay or sick pay) is an employee benefit in the form of paid leave which

can be taken during periods of sickness, to attend doctor visits, or to care for family members.

Maternity Leave

Maternity leave, now often called parental or family leave, is the time a mother (or father) takes

off from work for the birth or adoption of a child.

Time in Lieu

Time-in-lieu will be granted to those employees who are required by their manager to work

outside of their normal job function. All time-in-lieu granted will be added to the employees

annual leave. The company will maintain time-in-lieu accounts which will record time-in-lieu

credits and debits. This allows management to provide time-in-lieu as a discretionary benefit.

Generally, time-in-lieu should be taken within the same financial year within which it is accrued.

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Emergency Services Leave

If an employee needs to take temporary absence from work because of voluntary emergency

management activities then they must make a request to management for leave. The total

absence for such leave must be reasonable (take into account current work deadlines etc) and

must be agreed between the employee and management.Company may refuse a request by an

employee to attend emergencies if they are urgently required at work. If an employee does not

accept the decision of the directors and leaves work without permission, they may be subject to

disciplinary proceedings including dismissal.

Leave without pay

An application giving personal details, employment details, the amount of time and the reason

for the leave should be submitted by the employee.

Bereavement Leave

Compassionate leave is paid leave taken by an employee for the purposes of spending time with

a family member/member of employees household, who has a personal illness, or injury, that

poses a serious threat to his/her life, or after the death of a family member/member of the

employees household.

Loan Policy General loans policy

The company provides loans for general purpose such a marriage of self or own sisters, accidents

and emergencies such as accidents, hospitalization and death in the family (Self, spouse, children

and parents). These loans are provided to permanent employees who have completed 1 years of

service.

Loans procedure

The applicant has to fill a loan application form (as per annexure).The duly filled form is

thereafter forwarded to HR department with respective department heads comments on it.

The HR Department verifies the eligibility amount and forwards the application to Vice

President for approval. The sanction / rejection of loan is finally at the discretion of the Vice

President. After the loan is sanctioned, an advice is given by HR to Finance to process the

payment. If an Employee leaves the organization before the repayment of the full loan amount,

the employee is liable to pay the balance of the loan amount before being relieved.

Working Time Policy Working hours

The normal work schedule for all employees is Monday to Saturday. The prescribed working

hours are from 9.00 a.m. to 05.30 p.m. for women and from 9.00 a.m. to 6.00 p.m. for men.

Operational demands may necessitate variations in starting and ending times.

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Employee code number

Whenever an employee joins the organizations a trainee; probation; permanent he / she is alloted

a code number which shall be referred in all the official transactions in addition to his name.

Attendance Register

Employees are required to punch time card shall get cards punched in the time clock at the time

of reporting for duty and at the time of leaving duty. All employees shall report to their place of

work punctually at the specified time in the manner directed by the management from time to

time. Systematic Work schedules and attendance of each employee is also registered in SAP

software. SAP plays a significant role on deciding the salary, appraisal and incentives to the

respective employee. An employee who is absent from duty without prior or post factor

sanctioned leave shall be liable for deduction of wages for the period of his absence.

Employee Movement Passes

When ever an employee intends to leave the premises or sent on official work before schedule

ending or the shift, he / she shall be allowed in writing to leave the premises by the authorized

official, the same is called employee movement pass.

Identity badge

Every employee excluding (Casual / Temporary / Apprentice ) will be issued an Identity Badge

or other means of identifications. Every employee shall take atmost care to ensure against loss or

theft of the Identity Badge. Loss or theft of the Badge shall be immediately notified in writing to

the issuing authority. Every employee shall were Identity Badge in a conspicuous Position on his

dress and hold the same in his custody while on duty as directed by the management from time to

time.

Accident Policy

The Production unit of the company could be prone to accidents as there would be high use of

machines. Hence, the following accident policies apply mainly to those employees who work in

the manufacturing and production units of the firm.

All control buttons and switches shall be properly identified as to their function and

purpose

All control buttons and switches shall be colour-coded

All unsafe work conditions are reported to a supervisor or the safety coordinator.

Report, in writing, all work-related accidents, injuries or illnesses to a supervisor or the

safety coordinator

Correct or report any safety device that is missing or inoperative

Return tools and equipment to proper storage place after use

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Oily rags and containers that contained flammable liquids shall be disposed of

immediately after use in covered metal containers

Qualified personnel shall perform maintenance of equipment.

No jewellery, long hair or loose clothing is allowed around any machinery while

operating

Aisles and emergency exits shall be kept free of debris at all times and maintain a

minimum width of 24

Floors shall be kept clean and dry

Floors and platforms shall be kept free of projections, obstructions, holes and loose

boards

Exits shall never be blocked or obstructed

Fire extinguishers shall not be blocked or obstructed at any time

Safety devices and guards shall not be removed, and/or will be replaced before operating

any machine

Smoking is not allowed in any enclosed space, which is company property

Proper hygiene shall be used when leaving or returning to work areas for break and meal

periods (i.e., washing hands)

Visitors Policy General visitor policy

All employees need to ensure that any visitor coming to meet them takes prior appointment as far

as possible. All the visitors to the premises must be met and the discussions held in the common

reception/discussion area. If anyone is found to be transgressing this he/she shall be liable for

suitable disciplinary action including termination from the services & organization reserves the

right to prosecute the employee concerned or recover the damage incurred thereof.

Procedure of visitor policy

On the arrival of the visitor, Security would inform the concerned person who can either receive

the visitor himself or direct the guest to the visitors area. After the visit the visitor should be

escorted to the reception. However, if a visitor comes uninformed, security will check with the

concerned person. If the person declines to accept or to receive the guest, the visitor would be

sent back. If the visitor is accepted then the above-mentioned procedure will be followed.

An employee is not expected to:

Discuss his/her company related activities with an outsider

Give out customer information

Comment on issues that are a subject matter in the court of law

Discuss financial projections of the company

Discuss plans, programs, products or operations of the company.

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Computer Policy

Use of technology equipment

Log in using employees own appropriate account. It is never acceptable to use someone

elses account

Use computers for the purpose directed by business in charge. Employees are not to play

games or use any other software unless the admin has given specific permission for this.

Do not tamper with the computer system. It is unacceptable to seek access to restricted

areas of the computer network

Do not swap around any equipment. That is, no changing of keyboards, mice or other

equipment from one computer to another.

When a employee has been allocated a password, it is the employees responsibility to

remember that password. If a employee forgets their password, he/she is to report to the

IT manager to have it changed.

Computer usage guidelines

Users are to have valid, authorized accounts and may only use those computer resources

which are specifically authorized.

Users may only use their account in accordance with its authorized purpose.

Users are responsible for safeguarding their own computer account.

Users should not let another person use their account unless authorized by the system

administrator for a specific purpose.

Passwords should be changed often to ensure that private and secure files are kept secure.

Cell Phone Policy Providing cell phone

Company may purchase cell phones and pay for service that apply for some positions

such as senior management, sells staff

All equipment purchased remains the property of the company

A provided cell phone request form must be approved by the director

The submitting department must keep the approved records on file and available for

internal or external audit

All cell phone invoices must be kept with the monthly purchasing card documentation

No personal calls are allowed on company-provided cell phones

Admin manager must review the monthly bills of company-provided cell phones to

ensure that no personal calls were made

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Employee Communication Policy Internal Magazine

The company circulates to all its employees an internal magazine (quarterly) christened We at

Manjilas.

Notice Boards

All communication from the management to the employees will be put up on the notice board as

early as possible by the management.

Bulletin Board

The Company will keep a Bulletin Board at a prominent Location in the Office for all its internal

communications. Employees are requested to update themselves on the changes in the Bulletin

Board.

Web Mail

The Company will also use the Web Mail to communicate with the employees.

Board Meetings

Board Meetings will be held at frequent intervals and only the Senior Level as authorized by the

management are allowed to attend these meetings. Other personnel may be invited to attend on a

need basis. All directors are involved in the decision making process and will have one vote

each. The Managing Director will have the absolute right to decide which subject on the agenda

will be put through a voting process and the final decision will be made by the Managing

Director or the General Manager in his absence after the vote which will be binding on all

Employees. Minutes of the Previous Board Meeting will be circulated at the subsequent Board

Meeting. Staff meetings will be held at least two (2) times a year. These informative meetings

allow Employees to be informed of recent Company activities and changes in the workplace.

Suggestion Box

The Company encourages employees who have suggestions that they do not want to offer orally

or in person to write them down and leave them with their Superior or the Management.

Every care will be taken to preserve the Employees privacy. No action will be taken on

anonymous complaints or suggestions and the management has the right to reject such

suggestions. Suggestions may be sent by e- mail to their respective Superior or Departmental

Manager.

Procedure for Handling Complaints

Under normal working conditions, Employees who have a job-related problem, question or

complaint should first discuss it with their immediate Superior. At this level, Employees usually

reach the simplest, quickest, and most satisfactory solution. If the Employee and Superior cannot

solve the problem, the Company encourages the Employee to escalate the issue upwards in the

management hierarchy until the problem is resolved.

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Grievances

An employee shall convey grievances to the Management only in writing. The Management shall

respond, in writing and within a reasonable time, as to whether the grievances would be given

due consideration or otherwise. The Management may opt to implement corrective measures

immediately or at their discretion, establish a Board of Inquiry to review and consider the

grievances. The Board of Inquiry shall recommend to Management the corrective measures to be

undertaken

Problem Resolution Policy

Company is committed to providing the best possible working conditions for its employees. Part

of this commitment is encouraging an open and frank atmosphere in which any problem,

complaint, suggestion, or question receives a timely response from company supervisors and

management. Company strives to ensure fair and honest treatment of all employees. Supervisors,

managers, and employees are expected to treat each other with mutual respect. Employees are

encouraged to offer positive and constructive criticism. If employees disagree with established

rules of conduct, policies, or practices, they can express their concern through the problem

resolution procedure. No employee will be penalized, formally or informally, for voicing a

complaint with company in a reasonable, business-like manner, or for using the problem

resolution procedure.

Manpower Planning

Budgeting of manpower or sanction for positions is approved by the Managing Director. This

sanction is only for an increase in actual man power numbers. The HR head also approves

replacements. The total head count for any function has to be kept within sanctioned limits.

Human Resource and Administration Department is one which facilitates smooth working of an

organization by looking into the human resource side and the overall administration of the

organization. The manpower planning of Manjilas Group of Companies extends to the following

domains.

Selection, Recruitment and Induction

Training

Internal Review every Thursday for every employees

Training for the marketing department once in every 2 years by an external trainer

Welfare

Industrial Relation

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Safety and Security

Other Administrative Functions

Recruitment Policy & Performance Appraisal System

It is the policy of Manjilas to recruit appropriate candidates matching the companies HR

requirements in terms of qualifications, experience, attitude and values. The company shall

remain competitive and maintain a lean and flat organization by recruiting in a planned way. The

recruitment is done by giving advertisement in newspapers and also through placement agencies.

Selection is through interview. There is an induction training of 2 days. The new employees have

to undergo a training program of 6 months and also a probation period of 6 months.

Performance appraisal is done annually. A Training Need Analysis is also done as part of the

appraisal program. The result of appraisal will affect the increment, promotion, transfer and so

on. Periodical training is given to employees once in every 3 months. The company recently

introduced a grievance handling and welfare cell to make the grievance handling procedure more

effective. Wages are according to long term settlement of 3 years which will expire in March

2017. The LTS is based on the lateral discussion. The main trade union in the company is

TUCA. Management staffs are given salary based on the group fixed pay scale.

Employment Category Each employee will belong to one of the employment category given below:

Regular full-time employees

Regular full-time employees are those who are not in a temporary or probation status and who

are regularly scheduled to work company full-time schedule. Generally, they are eligible for

company benefit package, subject to the terms, conditions, and limitations of each benefit

program.

Probation employees

Probation is those whose performance is being evaluated to determine whether further

employment in a specific position or with company is appropriate. Employees who satisfactorily

complete the probation period will be notified of their new employment classification.

Contractual employees

Contractual employees are those who are hired as interim replacements, to temporarily

supplement the work force, or to assist in the completion of a specific project. Employment

assignments in this category are of a limited duration. Employment beyond any initially stated

period does not in any way imply a change in employment status. Temporary employees retain

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that status unless and until notified of a change. While temporary employees receive all legally

mandated benefits, they are ineligible for all of company other benefit programs.

Casual employees

Casual employees are those who have established an employment relationship with company but

who are assigned to work on an intermittent and/or unpredictable basis. While they receive all

legally mandated benefits, they are ineligible for all of company other benefit programs.

Future plans for the growth of the organization

As of now, the primary target group of the firm is malayalees all over the world. However, they aim for a

national level market in the future by diversifying the product line of food product categories of

respective regions. Besides this, the company is also planning to introduce snacks and a frozen foods

category. The company also aims to imbibe Retort an advanced production process/ technology in

order to increase the longevity for ready to eat products. This expanded technology is to be introduced

aiming larger market share and wider reach.

Organizational Structure

The organisational structure followed in Manjilas Double Horse is in the form of line. A line

organisation has only direct, vertical relationships between different levels in the firm. There are

only line departments - departments directly involved in accomplishing the primary goal of the

organisation. For example, in a typical firm, line departments include production and marketing.

In a line organisation authority follows the chain of command. The picture below illustrates a

single line organisational structure.

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Features of Line Organisational Structure It has only direct vertical relationships between different levels in the firm.

Advantages of Line Organizational Structure Some of the advantages of a pure line organisation are:

(i) A line structure tends to simplify and clarify responsibility, authority and accountability

relationships. The levels of responsibility and authority are likely to be precise and

understandable.

(ii) A line structure promotes fast decision making and flexibility.

(iii) Because line organisations are usually small, managements and employees have greater

closeness.

Disadvantages of Line Organizational Structure However, there are some disadvantages also. They are:

(i) As the firm grows larger, line organisation becomes more ineffective.

(ii) Improved speed and flexibility may not offset the lack of specialized knowledge.

(iii) Managers may have to become experts in too many fields.

(iv) There is a tendency to become overly dependent on the few key people who perform

numerous jobs.

Recommendations to overcome the drawbacks

The drawbacks of line organizational structure are prone to occur in Manjilas Double Horse. In

the line organisation, the line managers cannot be experts in all the functions they are required to

perform. But in the functional authority organisation, staff personnel who are specialists in some

fields are given functional authority (The right of staff specialists to issue orders in their own

names in designated areas). This helps overcoming the disadvantages of a line organisational

structure of the company. Thus, opting a functional organisational structure is better for this

company. An organisation where staff departments have authority over line personnel in narrow

areas of specialization is known as functional authority organisation.

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Exhibit illustrates a staff or functional authority organisational structure.

Modifications to the organization structure

The organisational system currently followed in Manjilas Double Horse can be modified to a

system which has both the qualities of both Line and Staff / functional authorities. Most large

organisations have direct, vertical relationships between different levels and also specialists

responsible for advising and assisting line managers. Such organisations have both line and staff

departments. Staff departments provide line people with advice and assistance in specialized

areas (for example, quality control advising production department)

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.

Features:

1. Line and staff have direct vertical relationship between different levels.

2. Staff specialists are responsible for advising and assisting line managers/officers in specialized

areas.

3. These types of specialized staff are (a) Advisory, (b) Service, (c) Control e.g.,

The line, line and staff and functional authority organisational structures facilitate establishment

and distribution of authority for vertical coordination and control rather than horizontal

relationships. Thus it enables a mix of both the line and functional authority systems customised

considering the work scenario at Manjilas Double Horse.

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Further Recommendations to the Company

Comparatively low degree of promotional policies

The distribution of Double Horse Products is done only through middlemen

distributors and not to direct retailers. Though certain incentives are given to the

distributors to push the shelf space and space allocations, the company have not

introduced sales promotional offers uptill now. I believe, introducing sales

promotional offers (seasonal/ non seasonal) can induce bulk buying and impulse

buying of products.

Poor performance appraisal programs

Better performance appraisals will act as a motivator to the employees thus

increasing productivity to a large share

Weak training methods

Training measures could be strengthened and proper training has to be given to all

recruits. Training areas should cover functional responsibilities, effective

communication, social media management, grooming and personal development.

Weak online presence

Marketing through online plays a good role in spreading the brand name over a

large crowd in short time. Online reputation management and social media

monitoring are other areas that the company should focus upon. The social media

presence (Face book, twitter etc.) of Double Horse is poor and non-interactive and

their corporate and promotional ads have very low hits in sites like YouTube.

Appendix 1 Product Depth / Variants of Rice, Rice Products and Puttupodi

RICE RICE PRODUCTS PUTTUPODI Cherumani Jyothi Matta Red Raw Rice Matta Broken Ponni Rice

Easy Palappam Mix Appam Idiyappam Pathiri

Rice Flour Aval Thick Dosa Mix

White Puttu Podi Samba Wheat Puttu Podi Chemba Puttu Podi Ragi Puttu Podi Corn Puttu Podi

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Single Matta Jaya Rice Idli Rice Raw Rice Meals Ghee Rice BT Meal

White Rice Flour Idly Mix Roasted Pathiri Flour Palappam Mix Vattayappam Mix Red Aval White Aval Thick Aval

Appendix 2 Product Depth/ Variances for Instant Products

READY TO COOK CURRY MIX

INSTANT PAYASAMS

READY TO EAT INSTANT BREAKFAST

Chicken Biryani Mix

Kerala Meat Curry Mix

Kerala Chicken Curry Mix

Kerala Fish Curry Mix

Sambar Mix

Wheat Payasam Palada Payasam Vermicelli

Payasam

Chakka Varatty (Jack Fruit Dessert)

Pazham Varatty (Kerala Banana Jam)

Boiled Chinese Potato (Koorkka)

Nadan Kappa Puzhukku (Kerala Tapioca Curry)

Roasted Coconut Gravy

Instant Idiyappam Rice Sevai Upuma Mix

Appendix 3 Communication Materials of the Company

Few Video Ads

https://www.youtube.com/watch?v=AphFCZzyn5k

https://www.youtube.com/watch?v=ud3acPwOSSA

https://www.youtube.com/watch?v=sd4xz7GEUA8

https://www.youtube.com/watch?v=iXgjlp49AAs

A Print Ad of the Company

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Brand Ambassador South Indian Actress Sobhana

Brand Logo