resource management proceduresengg.hbl.in/qms/pdfs/procedures/eg-mr-pr-06 rev00 covid-19...

HBL Power Systems Limited

Hyderabad – TS, India

Electronics Group

Procedure for COVID-19 risk management

Procedure No.: EG-MR-PR-06, Rev.No.: 00

Details Name Signature Date

Prepared By EG COVID-19

Committee 04.05.2020

Approved By Vidyasagar 10-05-2020

Procedure for COVID-19 risk

management

Procedure No. EG-MR-PR-06

Revision No. 00

Page No: 2 of 23

Revision History

Rev.

No

Date of

Revision Details of Changes Reason for Change

Rev.No

From To

00 10-05-2020 All Pages Initial Version - 00

Distribution List

This Documented Information will be uploaded in QMS application for reference.

List of Abbreviations

# Abbreviation Meaning

1 PPE Personal Protective Equipment

2 ALD After Lock Down

3 WHO World Health Organization

4

5

6


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Contents 1.0 PURPOSE ...................................................................................................................................... 5

2.0 SCOPE OF THE PROCEDURE ................................................................................................. 5

3.0 RELATED DOCUMENTS ............................................................................................................ 5

4.0 OBJECTIVES ................................................................................................................................ 5

5.0 CORE FUNCTIONS ...................................................................................................................... 6

6.0 ORGANIZATION CHART ............................................................................................................ 6

7.0 What is required of persons coming to work at HBL sites: ............................................. 7

8.0 Business Continuity: .................................................................................................................. 8

9.0 Data Management: ...................................................................................................................... 9

9.2 Aarogya Setu App: ............................................................................................................... 9

9.3 Temperature Monitoring: .................................................................................................... 9

9.4 Self-declaration of travel and health status: ............................................................... 10

9.5 Employee & Contract workers rostering ...................................................................... 10

9.6 Attendance Recording: ..................................................................................................... 11

10.0 Physical Distancing: ................................................................................................................. 11

10.1 Commuting to and from office: ................................................................................... 11

10.2 At the entrance to HBL site: ......................................................................................... 12

10.3 At the work place: ........................................................................................................... 14

10.3.3 Sales & Service Personnel: .................................................................................. 14

10.4 Meeting rooms, office cabins and halls: .................................................................. 15

10.5 In the Dining Room: ....................................................................................................... 15

10.6 In washrooms: ................................................................................................................. 16


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11.0 Personal Protection: ................................................................................................................. 16

12.0 Cleaning & Disinfection:.......................................................................................................... 17

12.2 Disinfection process: ..................................................................................................... 17

12.3 Sanitization process: ..................................................................................................... 17

12.4 At the Security Gate (in TKTA): ................................................................................... 17

12.5 At the Thermal Screening area: .................................................................................. 17

12.6 Common areas (including shop floors): ................................................................... 17

12.7 Individual work places: ................................................................................................. 18

12.8 Meeting rooms: ................................................................................................................ 18

12.9 Dining Room: ................................................................................................................... 18

12.10 Washrooms: ..................................................................................................................... 18

13.0 Materials Handling: ................................................................................................................... 19

13.2 Purchased Materials: ..................................................................................................... 19

13.3 Local purchase of materials: ....................................................................................... 21

13.4 Internal and external couriers with documents: .................................................... 21

13.5 Internal movement of materials within each site: .................................................. 21

13.6 Movement of materials from one HBL site to another:......................................... 22


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1.0 PURPOSE

1.1 The risks associated with COVID-19 are widely circulated in the public domain,

and are known to all. This procedure describes the procedure for managing

such risks to ensure business continuity.

2.0 SCOPE OF THE PROCEDURE

2.1 This procedure applies to all employees, contract workers and service

providers of Electronics Group at HBL, working in Thumkunta, Shamirpet and

Yapral facilities as well as outstation locations across India. Wherever the word

“employees” is used in this procedure, it also applies to contract workers and

service providers.

3.0 RELATED DOCUMENTS

# Description Document No Revision

1

Ministry of Home Affairs,

Government of India Order, including

Annexures I, II & III

No. 40-3/2020-DM-I(A) 1st May 2020

2

Order issued by Dy. Chief Inspector

of Factories & General Manager –

DIC, Medchal Malkajgiri District

Nil 30th

Apr 2020

3 Self-declaration form for Employees EG-MR-FT-11 0

4 Self-declaration form for Contract

Workers EG-MR-FT-12 0

5 Self-declaration form for Visitors EG-MR-FT-13 0

6 Attendance & Body Temperature

Record EG-MR-FT-14 0

7 PPE Issue Record EG-MR-FT-15 0

8 Inward materials quarantine data EG-MR-FT-16 0

9 Pool Car check list EG-MR-FT-17 0

4.0 OBJECTIVES

4.1 The primary objectives for this procedure are

Implementation of orders, guidelines & SOPs issued by state or central governments for handling COVID-19

Reduction of transmissibility of COVID-19 in HBL sites and Ensuring HBL’s business continuity


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5.0 CORE FUNCTIONS

6.0 ORGANIZATION CHART

6.1 COVID-19 committees in each site, reporting to the head of the Electronics

Group, are designated and empowered to enforce the implementation of the

procedure, and update it as and when needed.

COVID-19 Committees

RS Sudhakar, GM (Thumkunta site

leader)

K. Madhusudhana Rao, Manager

(Data Management & Distancing)

Madhu Allam, Manager (Personal

Protection & Material Handling)

Y. Meena Prasad P&A

(Cleaning & Disinfection)

Y Krishna Rao, DGM (Shamirpet site leader)

G. Swamy, Manager


B. Gowri, Manager (Material Handling,

Cleaning & Disinfection)

Sambasivan (Personal

Protection)

KV Rajasekhar, DGM (Yapral site leader)

Mahesh Vanam, Sr. Manager

(Personal Protection & Matl

Handling)

G. Prabhakar, Dy. Manager


Usha P&A

(Cleaning & Disinfection)

COVID-19 Risk Management

Data Management

Distancing Personal

Protection Cleaning & Disinfection

Material Handling


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It is the responsibility of all persons entering HBL sites to provide correct

information on their health, travel status and health of family members. It is

hereby notified to all persons that government may take punitive action

against any person, if it is discovered later by the government authorities that

incorrect information is given intentionally.

It is also the responsibility of all persons entering and working at HBL sites to strictly follow

the instructions given in this procedure. Failure to do so will attract disciplinary action from

the company, and is likely to result in penal actions from the government.

7.0 What is required of persons coming to work at HBL sites:

7.1 Apart from what is given in the following sections, the following guidelines are

given to all persons, coming to work at HBL sites.

7.1.1 Employees intending to come to HBL facilities must be sure that they

have no symptoms like fever, cough, sore throat, breathing difficulty

etc. If any person has one or more of these symptoms, he / she may be

refused entry to the HBL site.

7.1.2 Canteen is temporarily shut down. Breakfast and lunch will not be

made in the canteen and served. Employees are advised to bring their

food from home.

7.1.3 Drinking water will be available at select locations, with a safe

dispensing arrangement. Employees are advised to use their own

water bottles and refill from the water dispenser, whenever needed.

Housekeeping staff will not clean the bottles. Bottles have to be taken

home and cleaned every day and brought the next day.

7.1.4 It is advised that employees bring their food, packed ready-to-eat from

their lunch boxes. It is not advisable, for the foreseeable future, to use

the plates, spoons, glasses etc. in the dining room. If needed, these

can be brought from home, and taken back every day.

7.1.5 Due to the limitation on the number of employees who can work in each

site, a list of persons approved to come to each site shall be prepared

and be available at the entrance every day. Only those whose names

appear on the list and who have fulfilled other requirements will be

admitted to each facility. There shall be no argument with the

employees manning the entrance checking facility.


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8.0 Business Continuity:

8.1 This section applies only to HBL employees. It is not applicable for contract

workers and service providers.

8.2 Most of the employees, whose work can be done on computers, shall work

from home most of the time. They will come to HBL sites, on pre-planned

dates, to attend any essential meetings or witness any product testing.

8.3 Working-from-home is a new normal for an engineering industry like HBL, and

requires a lot of adaptation by the employees. In order to ensure adequate

productivity of employees who are working from home, a shared workspace is

created on a HBL server, for each department.

8.3.1 The shared workspace is available on the ftp server at

ftp://engg.hbl.in

Log-in credentials are

User Name: covidwfh

Password: Covid@123

IT department is further improving this facility, and will migrate any data

that is already loaded in the share workspace to any new platform that

they will create.

8.3.2 Each manager shall place in this folder a weekly calendar of work to be

done from home for each employee in his/ her team, and update the

progress at the end of every week. The shared folder shall also be

used for giving any inputs and uploading the output of the employee

working from home.

8.3.3 It is expected that managers will use this feature to objectively set goals

for work and monitor the outcomes from both quantitative and

qualitative perspectives.

8.3.4 A summary report from each manager of the work done by the team

members during the period of working-from-home shall be submitted by

26th of every month. This will be reviewed and assessed for processing

payroll.

8.3.5 Those employees, whose work is not normally performed on

computers, but have to work from home due to the restriction on

allowable number of employees on the site, shall use the opportunity to

learn new skills or acquire new knowledge that is relevant to their field

of activity. Managers are responsible for defining such learning topics

for their employees, and shall include the progress on such learning in

their end-of-month report to justify that the time spent by employees

working from home is productively used for the benefit of the company.

Abundant learning materials are available online, along with

certifications from reputed institutes.

ftp://engg.hbl.in/


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8.3.6 All Hyderabad-based employees are advised to be available in

Hyderabad, and not travel outstation (for ex., their home towns etc.)

during this period of working-from-home. If they are already outside

Hyderabad as on 11th May 2020, they shall return to Hyderabad as

soon as government allows movement. They must be available to

come to the office whenever needed, at short notice. Any one desiring

to travel outstation must seek the permission of his / her manager, prior

to travel, even for personal reasons.

9.0 Data Management:

9.1 In order to prevent virus transmission through printed papers being used by

several people, all records of implementing this procedure shall be maintained

only electronically. All data gathering processes shall be made electronic, as

much as possible, in order to prevent devices being used by multiple people.

9.2 Aarogya Setu App:

9.2.1 It is mandatory for every person entering HBL sites to

register on the Aarogya Setu App through their cell phone,

and take the self-assessment periodically.

9.2.2 Each person shall show their safe status on

Aarogya Setu App, on their cell phone, while

entering the site.

9.2.3 Only those with “Safe” status will be

admitted into the site.

9.3 Temperature Monitoring:

9.3.1 Temperature of every person entering the site

shall be measured and recorded, using a non-

contact thermometer, twice a day – at the time of

entry and exit.

9.3.2 Persons whose temperature reading is less than

or equal to 100° F are allowed to enter the site and continue working.


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9.3.3 Persons with temperature higher than 100° F shall go home and seek

medical assistance. They can return to work after three days, if there

are no further symptoms of COVID-19 and temperature is in the

acceptable limit.

9.3.4 Employee-wise temperature data shall be logged in document # EG-

MR-FT-14, Attendance & Body Temperature Record.

9.4 Self-declaration of travel and health status:

9.4.1 It is mandatory for all persons coming to HBL sites to fill up a self-

declaration form indicating their health status and travel history. This

form has to be filled every day.

9.4.2 In order to reduce the use of paper and crowding at the gate, a mobile

phone app called Swasth HBL is developed and is available for use by

all on their smart phones. This can also be accessed by logging into

http://engg.hbl.in/covid19 on a web browser in the mobile phone. A QR

code is also pasted at several locations in HBL sites. Employees can

log into the application, by scanning the QR code with their mobile

phone QR code scanner. Every person shall fill up this form and submit

it through the app, every evening, before 6PM.

This cut-off time is needed for the COVID-19 Committee to review the

forms and make appropriate arrangements for smooth entry of

employees the next day.

9.4.3 Those who have not submitted the form online or submitted late will not

be allowed entry into the HBL site. Employees are advised not to

embarrass themselves at the gate.

9.4.4 Pool Car drivers shall also submit the self-declaration through the

Swasth HBL app.

9.5 Employee & Contract workers rostering

9.5.1 Current state government regulations limit the number of total persons

in the facility to be not more than 33% of the normal strength. It is also

necessary to maintain physical distancing between persons within the

offices and production shop-floors.

9.5.2 In order to meet these mandatory requirements, a roster of all persons

who are required to attend work at each HBL site shall be prepared

every week, and communicated one day in advance through email and

WhatsApp. Covid-19 committees, in each site, have got the phone

numbers of all employees and contract workers.

http://engg.hbl.in/covid19


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9.6 Attendance Recording:

9.6.1 Manual signatures in register for contract workers and Biometric

attendance for employees is stopped.

9.6.2 Attendance of employees

& Contract workers shall

be recorded by a person at

the entrance to the HBL

site, in the same location

where temperature

screening is done. This

attendance recording is the

only basis on which payroll

shall be processed. There

will be no possibility of

modifying this record, if any

employee gets into the

HBL site without

attendance being recorded

at the entrance.

9.6.3 Shortly, attendance

recording will be

automated using facial recognition cameras.

10.0 Physical Distancing:

10.1 Commuting to and from office:

10.1.1 In the interest of their own safety and health, employees are advised

to use their personal transport to come to the HBL site. All

government rules with respect to the number of allowable persons on

a personal vehicle must be respected. HBL Security may not admit

those violating the

government rules.

10.1.2 Seats in pool cars will be

marked to ensure physical

distancing. Seats with X

marks shall not be used by

anyone.

10.1.3 All pool cars shall be

disinfected prior to picking

up employees – both during incoming and outgoing trips. The

disinfection shall be done by the driver, in the presence of the first


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employee to get into the pool car for the incoming journey. For the

outgoing journey, P&A shall ensure disinfection at the HBL site.

10.1.4 All employees shall sanitize their hands prior to getting into the pool

car and shall wear face mask during the journey. Hand sanitizer shall

be available in the pool cars at all times, and the driver alone shall

dispense it to the passengers.

10.1.5 The first employee to get into the pool car shall fill up the Pool Car

Check-list EG-MR-FT-17, through a mobile app, and submit online.

10.2 At the entrance to HBL site:

10.2.1 All employees have to enter the site between 8:15 and 8:45 AM in

Shamirpet and Thumkunta. In Yapral, the entry time is from 8:30 to

9:00AM.

10.2.2 Exit time is between 4:45 and 5:15PM,

in Shamirpet and Thumkunta, while at

Yapral it is 5:00 to 5:30PM. Flexible

working hour’s facility, previously

available at Yapral, is now withdrawn.

10.2.3 Employees working at Shamirpet and

Thumkunta and coming by HBL bus

can leave by 4PM.

10.2.4 All employees shall use the floor

marking made at each site to observe

physical distancing and shall avoid

crowding in the walkways and at the

counter.

10.2.5 The procedure to be followed at the

HBL site entrance is shown in the next

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Factory SOP at Entry

In case temperature > 100° F, 3) Temperature screening 5) Attendance recording

Proceed to Hospital / Home

1) Proceed to screening

Counter

6) Proceed to work

Private/Company transport

2) Stand on marked lines 4) Sanitize hands


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10.3 At the work place:

10.3.1 All work places – whether office halls, shop-floor or meeting rooms,

shall be configured to maintain a physical distance of 1.5 mtrs

between any two persons.

10.3.2 In the shop-floors, all production operations shall be carried out by

only one person at a time, on one equipment.

10.3.2.1 Production Managers shall ensure that the panels to be

assembled (chargers, IPS cabinets, TCAS cabinets etc.)

are located at least 1.5 mtrs from each other, on the

shop-floor.

10.3.2.2 Mechanical assembly, wiring and testing of these panels

shall be done by only one person at a time.

10.3.2.3 In extreme cases, when a second person is essential,

both the persons shall wear face shields and work. Such

work shall be minimal and be completed in the shortest

possible time.

10.3.3 Sales & Service Personnel:

10.3.3.1 Sales & Service personnel visiting any customer

locations shall follow the health and safety instructions

indicated by the customer organization.

10.3.3.2 It is recommended to avoid public transport for short

journeys, even when it becomes available. On longer

journeys, when public transport is available and

becomes unavoidable, employees shall observe the

requirements for physical distancing, face masks and

hand hygiene. Spare masks, tissue papers and hand

sanitizer shall be kept handy at all times. It is also

strongly advised to use a face shield when moving

around in public transport or in customer locations.


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10.3.3.3 Service personnel shall ensure that the equipment that

they have to service is disinfected first, prior to touching

it for any repair work. It must be the responsibility of the

customer organization to get the equipment disinfected

and then offer it to our service personnel for repair.

Service personnel must insist on the customers to get

this done in their presence. However, it is advised to

keep a bottle of disinfectant and wiping cloth handy for

any emergency use.

10.3.3.4 It is strongly advised to all employees going to public

places to avoid touching any surface that is prone to

touch by many unknown people, like hand rails, office

tables, chairs, IT equipment etc.

10.4 Meeting rooms, office cabins and halls:

10.4.1 Employees shall avoid meetings across

the table. There are many communication

methods that can be used as a substitute.

10.4.2 If unavoidable, physical distancing and

facial covering requirements shall not be

overlooked at any time.

10.4.3 Foot-operated sanitizer dispensing

stations are installed near the entrances to

meeting rooms, and all over the office and

shop-floor spaces. Employees are

encouraged to sanitize their hands

whenever they feel contaminated. Any

person entering an office hall, shop-floor or

meeting room shall necessarily sanitize hands before entering.

10.4.4 Employees shall avoid touching or holding anything that is not

necessary, in the course of work. Particular care shall be exercised

with respect to avoiding touching hand-railings and other commonly

touched surfaces.

10.5 In the Dining Room:

10.5.1 Seating arrangement in the dining rooms is adjusted to ensure

physical distancing. Employees shall not move the chairs and tables

around and compromise this arrangement.

10.5.2 All employees shall stagger their lunch time such that there is no

crowding or waiting at the entrance to the dining room.


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10.5.3 After lunch, employees shall sanitize their hands before getting back

to their work area.

10.6 In washrooms:

10.6.1 Employees shall ensure that washrooms are not crowded, and

physical distance requirements are always respected.

10.6.2 Foot-operated hand-wash dispensers are installed in all the

washrooms.

10.6.3 Employees are advised to avoid touching door knobs, water taps

etc., with bare hands. Brackets are being installed on doors so that

they can be opened with the foot. There can be many alternate

methods that employees can find and use, in order to avoid touching

these surfaces.

11.0 Personal Protection:

11.1 HBL will issue personal protection equipment to employees, shop-floor

operators and security and housekeeping staff. A record of the issue shall be

maintained by the COVID-19 committee in the format “PPE Issue Record EG-

MR-FT-15”. The record shall be available for scrutiny by statutory authorities.

11.2 The types of PPE issued to various categories of persons are listed in the

following table.

# Category PPE issued Remarks

1 Security Face mask and

body coverall

Body coverall shall be used

by the security person who is

exposed to external persons

at the gate.

2 Housekeeping

Face mask, body

coverall, rubber

gloves and gum

boots

Body coverall, rubber gloves

and gum boots shall be worn

by the person doing

disinfection work.

3 Employees Shall bring own face masks and use, at all times.

4 Contract workers

Reusable face

shield, for use in

the shop-floor

work

Shall bring own face masks

and use at all times.


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11.3 COVID-19 Committee shall enforce the use of the PPE as needed by this

procedure at all times. Anyone found compromising with the use of PPE will be

sent out of the site.

12.0 Cleaning & Disinfection:

12.1 All the three HBL sites are cleaned and disinfected with sodium hypochlorite

prior to re-starting the operations.

12.2 Disinfection process:

12.2.1 Disinfection is done by spraying sodium hypochlorite solution, using

a spraying machine.

12.2.2 The person doing this work shall wear a body coverall and spray the

area uniformly with the solution.

12.3 Sanitization process:

12.3.1 Sanitizing shall be done by using isopropyl alcohol. Each employee

shall be given a bottle of IPA, which shall be used to sanitize their

work area, every day.

12.3.2 Employees shall bring their own cleaning cloth and use it for

sanitizing their work area. The cloth shall be taken back home, for

washing and reusing or disposal. They shall not be left behind in the

office or discarded in waste bins.

12.4 At the Security Gate (in TKTA):

12.4.1 Employees coming by foot shall sanitize their hands at the gate, at

the sanitizing station.

12.4.2 Vehicles coming in to deliver materials shall also be disinfected,

before they are allowed to the Material Quarantine Area.

12.5 At the Thermal Screening area:

12.5.1 Following activities are done at this location.

12.5.1.1 Temperature recording

12.5.1.2 Hand sanitization

12.5.1.3 Foot-wear sanitization and

12.5.1.4 Attendance recording

12.6 Common areas (including shop floors):

12.6.1 Filters for air conditioners and compressors shall be cleaned and

disinfected once in 30 days.


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12.6.2 All shop-floor and office areas shall be disinfected twice a day - 8.00

AM & 1.00 PM.

12.7 Individual work places:

12.7.1 Housekeeping staff will clean only the flooring. They will not clean

work tables and chairs, in order to avoid common cause in virus

transmission. Each employee shall clean his / her computer, table,

chair and any additional chairs provided to the employee.

12.7.2 Operators on the shop-floor shall clean and sanitize the equipment

(machines, tools etc.,) that they work with at the beginning of the day

and at the end of the day.

12.7.3 A trained housekeeping person shall sanitize common equipment

like printer, water dispenser etc.

12.7.4 All employees shall clean or sanitize their hands once every 2 hours.

12.8 Meeting rooms:

12.8.1 Meeting rooms shall be disinfected once a day at 9AM.

12.8.2 Meeting rooms shall be kept under lock and key by P&A, at all times

when not in use.

12.8.3 Anyone desiring to use the meeting room shall inform P&A in

advance and get the meeting room booked.

12.8.4 Meeting room, table and chairs shall be disinfected by housekeeping

staff, one hour after the meeting is completed.

12.9 Dining Room:

12.9.1 Dining room shall be disinfected at 4:30PM every day, and locked.

12.9.2 Tables shall be wiped with wet cloth to remove the disinfectant

residue. The person doing this shall sanitize his / her hands before

doing it.

12.9.3 Tea / coffee shall be served, in disposable cups, inside the dining

room twice a day, at the usual time. Employees shall stagger their

arrival in the dining room, within the allocated time, in order to avoid

crowding. Coffee / tea cups shall not be taken to the work areas or

office rooms, and used cups shall not be disposed off anywhere

except in the garbage bin in the dining room.

12.9.4 All persons leaving the dining room, after eating the food, shall

sanitize their hands before returning to their work area.

12.9.5 Employees shall not wash their lunch boxes in the dining room or

anywhere else. They have to be taken home for cleaning.

12.10 Washrooms:


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12.10.1 Washrooms shall be disinfected four times a day – 8AM, 10AM,

12noon and 3PM.

12.10.2 Each washroom shall be cleaned with its own set of cleaning

equipment like mop sticks, brooms, buckets, brushes etc. They

should not be used to clean multiple washrooms. The person

cleaning the washrooms shall use appropriate PPE, as indicated in

Section 11.2, and shall wash his / her hands thoroughly with soap

after the disinfection is completed.

12.10.3 Foot-operated soap dispensing stands are placed in all wash rooms.

Employees shall wash their hands thoroughly with soap, after using

the washroom.

12.10.4 Currently, water taps have to be turned by hand. Employees are

advised to use a tissue paper or any other object in order to avoid

direct contact with the tap. Very shortly, the water taps will be made

to operate with a foot switch.

12.10.5 Employees shall dispose off face masks or any other PPE item only

in closed garbage bins located at designated places in the site, and

marked suitably.

13.0 Materials Handling:

13.1 Current scientific understanding indicates that the virus remains active on

surfaces for several hours. Therefore, it is suggested to quarantine any new

materials received at the HBL sites for at least 48 hours, prior to using them. A

separate Material Quarantine Area (MQA) is identified and prepared in all three

locations. Materials shall be transferred to the main stores after the 48 hours’

quarantine period, on a first-in-first-out basis.

13.2 Purchased Materials:

13.2.1 Purchase department shall inform all suppliers to do the following,

before shipping any materials to HBL.

13.2.1.1 Sanitize / disinfect the materials, as appropriate for the

type of materials.

13.2.1.2 Inform HBL, ahead of time, when the materials will be

delivered at HBL, in order to ensure proper handling at

the security gate.

13.2.1.3 Send all paper-work like delivery challan, invoice,

waybills, inspection reports etc., as a soft copy to the

concerned HBL Purchase Manager, before the shipment

is received.


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13.2.2 When information about material arrival is known to the Purchase

manager, he / she shall inform the Stores manager, who shall

arrange to receive the material at the gate. The following process

shall be followed.

13.2.2.1 The vehicle shall be disinfected at the security gate, by

HBL security person. Following information shall be

recorded in a computer file.

Vehicle registration number

Driver name

Driver phone number

Supplier name

Supplier invoice number and date

13.2.2.2 The vehicle shall be driven to the Material Quarantine

Area. Material shall be unloaded and stored in this area.

13.2.2.3 Three compartments are available in each MQA, with

date of relief from quarantine marked in each

compartment. Stores manager is responsible for

ensuring that materials are taken out only on the

assigned day from MQA, under the supervision of the

COVID-19 committee member.

13.2.3 After the 48-hours quarantine, the materials shall be taken out and

disinfected prior to opening the packages. After opening the

packages, individual materials shall be disinfected or sanitized based

on their type.

13.2.3.1 Electronic components reels, strips or packets shall be

wiped with cleaning alcohol, taking care not to open the

packing. The inside materials shall not be exposed to

electro-static discharge.

13.2.3.2 External packages of electrical items like bare PCBs,

wires, cables, contactors, fuses etc., shall be cleaned

with a disinfectant spray and left for at least four hours.

After that, the packing materials shall be removed and

discarded.

13.2.3.3 Mechanical components shall be wiped thoroughly with a

cloth soaked in disinfectant solution, and then cleaned

with a water-wet cloth.

13.2.3.4 R&D materials shall be referred to the respective R&D

manager, for the appropriate cleaning procedure and his

/ her instructions followed.


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13.2.4 The paper-work received along with the shipment is considered safe,

after the 48-hours quarantine period, since virus is known to become

inactive on paper within a few hours. However, it is still

recommended to process the material receipt, inspection and

payment electronically. HBL signed up for an electronic signature

platform with Adobe, which can be used to electronically sign the

paperwork required to receive, inspect, store and process suppliers’

payments.

13.3 Local purchase of materials:

13.3.1 Until further amended, all local purchase of materials shall be taken

care of only by Purchase department. GM(Purchase) shall designate

one person to take care of all local purchases to be done for all three

locations of Electronics Group.

13.3.2 Individual departments shall not send any of their employees for

local purchase, either during or outside the company working hours.

Accounts department shall not accept any local purchase bills from

individual departments for processing.

13.3.3 All locally purchased materials shall also be subject to the same

quarantine procedure indicated in section 13.2.

13.4 Internal and external couriers with documents:

13.4.1 All documents received from outside of the three HBL sites shall be

in quarantine at the Security gate for 24 hours, and shall be handed

over to the location P&A only after the quarantine period is over, for

distribution to the respective departments.

13.5 Internal movement of materials within each site:

13.5.1 Each department shall use their own trolleys for movement of

materials from one location to another. Common trolleys shall not be

used across several work locations.

13.5.2 All trolleys shall be disinfected every day.

13.5.3 Persons responsible for loading, unloading and unloading the trolleys

shall sanitize their hands and perform the work. Gloves shall not be

worn while handling the materials.

13.5.4 No separate sanitization of materials shall be done during movement

from one department to another, as these materials are generally

subject to damages due to electro-static discharge.

13.5.5 Production supervisors shall plan and schedule the work in such a

way that internal movements are minimal.


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13.6 Movement of materials from one HBL site to another:

13.6.1 All material movements between the three HBL sites shall be done

only once a day, at pre-defined time announced by the COVID-19

committees. Managers shall plan their work around this schedule. No

ad hoc movement of materials shall be permitted.

13.6.2 All materials to be shipped to a different site shall be disinfected or

sanitized, based on the type of material, and loaded into the vehicle.

If an external vehicle is used for transportation, it shall be disinfected

at the first entry to any of the three sites on a given day.

13.6.3 If an open body vehicle is used for transportation, the materials shall

be covered by a disinfected tarpaulin.

13.6.4 The vehicle shall move directly to the destination site, and shall not

make any detours or stop at any location other than the three HBL

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SOP - Inward Materials handling:

Vehicle

Disinfection

Material

unloading &

disinfection

Move to MQA

Quarantine for

48 hours

Material

sanitization &

shift to Stores

Material arrival

at HBL

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