standard work process procedure for communication services

7/31/2019 Standard Work Process Procedure for Communication Services

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STANDARD WORK PROCESS PROCEDURENO. KPA 61 REV 1.1

PAGE 1 OF 24EFFECTIVE : 01 MARCH, 2011

COMMUNICATION SERVICES

HOD ADMBrig. Ravindran Nair

HOD P & ITAnil Kumar

Vice Chairman, SDLRavi Menon

HOD PRJSathiyanarayanan

HOD IAN.Venkatramani

HOD FINS. Baaskaran

1.0

2.0

3.0

PURPOSE

This procedure describes the process of providing communication services (land line and mobile)at all the establishments (offices, projects and divisions) of Sobha Developers Limited.

SCOPE

2.1 This document is applicable to all departments at SDL. The requirements of Karnataka are beingcoordinated by ADM at Head Office (HO) while for other locations, it is done locally under theaegis of the respective Location Head.

2.2 Any deviations from this process needs documentation and will involve the respective HODseeking approval from the Process Cell on a case-by-case basis.

DEFINITIONS

3.1 Land Line

A land line refers to a telephone line which travels through a solid medium, either metal or opticfibre. It is a physical connection between two telecommunication devices. In short, it is a traditionalwired phone service.

3.2 Mobile Communication

A communication network (either public or private) which does not depend on any physicalconnection between two communication entities and have the flexibility to be mobile duringcommunication. Mobile communication acts on the principle of radio waves. A mobile phone is anelectronic device used for mobile telecommunication.

3.3 SIM Card

Subscriber Identity Module (SIM) card is a portable memory chip used in mobile phones. It is atype of data storage for mobile devices.

3.4 Service Provider

Service provider is an entity / organization which provide services as required by SDL on mutuallyagreed terms and conditions. For this procedure, the service providers are entities like BSNL,Airtel, Tata Indicom, and Reliance.

3.5 EPBAX

Sobha Developers Limited Confidential

2011 Sobha Developers Ltd. All rights reserved. Contains information that is confidential and proprietary to Sobha or its affiliates,clients or suppliers, and may not be used, reproduced or disclosed without Sobhas prior written permission.


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COMMUNICATION SERVICESNO. KPA 61 REV 1.1

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Electronic Private Branch Automatic Exchange (EPBAX) is a telephone exchange that serves aparticular business or office.

3.6 Projects (Real Estate) Department (PRJ)

Projects (Real Estate) Department (PRJ) is responsible to execute projects with quality standardswithin the estimated cost and stipulated time in a safe and clean working environment. It is alsoresponsible to construct state of the art facilities and have a constant endeavor to bring newinnovations in the field.

3.7 Internal Audit Department (IA)

Internal Audit Department (IA) undertakes an independent, objective assurance and consultingactivity designed to add value and improve organizations operations. It helps the organizationaccomplish its objectives by bringing a systematic, disciplined approach to evaluate and improvethe effectiveness of control and governance processes.

3.8 Finance Department (FIN)

Finance Department (FIN) handles all the financial aspects of the organization including managingemployees payroll, making vendor payments, submitting bills to clients, managing customeraccounts. It also maintains / manages all the financial accounts as per the statutory regulations.

3.9 Administration Department (ADM)

Administration Department (ADM) provides basic essential goods and services to the employeesin their work environment and their welfare at the sites and offices, so as to efficiently and activelysustain the administrative needs of the company. It essentially includes accommodation, security,medical services, concierge services, house keeping, communication services, stationery &

printing, couriers and some day to day miscellaneous functions.

3.10 Process And Information Technology Department (P&IT)

Process and Information Technology Department (P&IT) defines and manages all the processesfor the organization via the Process Cell. It also manages all the Information Technology relatedelements like network infrastructure, server room, hardware and software applications includingthe Enterprise Resource Planning (ERP) application, email application and all other internallydeveloped applications.

3.11 Location Head

Location Heads are the senior most managerial staff of the company located at each outstationlocation fully responsible for the routine day to day functioning of all projects in that location. He isthe approving authority on local administrative and functional issues where authorized bymanagement. All such administrative and functional aspects should be within the framework ofpolicies and guidelines enunciated by the HO.

4.0 REFERENCES

4.1 http://sobhainfo.com: Departments HRD HR Manual
http://sobhainfo.com/http://sobhainfo.com/


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5.0 RESPONSIBILITIES

5.1 ADM

5.1.1 Communication Services Coordinator (CSC)

Communication Services Coordinator (CSC) is responsible for the following activities:

a. Identifying the service provider and negotiating the terms and conditions

b. Preparing the draft MoU to be signed with the service provider

c. Receiving the request from the concerned employee / project duly approved by theirrespective HODs for services such as land line / broad band / SIM card

d. Getting the request approved by HOD ADM for further processing. For employees below thelevel of Assistant Manager, specific approvals with justification from concerned HOD to beobtained before final approval by HOD ADM

e. Processing the application with the service provider by enclosing all relevant documents andfollowing it up with them for providing efficient and timely services

f. Informing the employee / project on receiving the connection. In case of mobile connections,handing over the SIM card after activation to the concerned employee

g. Updating the mobile list as soon as the SIM is activated

h. Receiving the company provided SIM card from the employee on his resignation. Obtainingfrom service provider, unpaid billing amount for final clearances by the employee andthereafter cancel the connection

i. Receiving the invoices pertaining to the service rendered from the service providers within thestipulated dates. Sending the bills to the employees / departments / projects concerned, for

verification and personal call declaration if anyj. Ensuring the landline / broadband bills are counter signed by the respective users for its

veracity. Ensuring the mobile bills are returned by the employees highlighting their respectivepersonal calls by 14th of every month

k. Obtaining from ADM HOD, details of bills in respect of Chairman / Vice Chairmans office,since VIP connection bills are received in a CD directly by the HOD ADM

l. Preparing monthly consolidated statements with departmental details duly approved by HOD ADM. Sending the bills along with approval to FIN for further processing

m. Forwarding to FIN, the consolidated recovery statement in cases where the individual bills areover and above the prescribed eligibility limit

n. Forwarding to FIN, the consolidated reimbursement statement pertaining to official calls madeby the employee

o. Processing the monthly bills through ERP and sending the bills along with the approval to FINfor further processing

p. Following up with FIN to ensure the payments to the service providers are made well within thedue dates

q. Ensuring the payments are made through EFT system wherever possible. If not, receiving thecheque from FIN and handing over the same to the service provider

r. Regularly monitoring the services provided by the service providers. In case of discrepanciesin the services rendered, initiating appropriate actions for reconciliation with the service

provider


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s. Providing clarifications to employees regarding the recovery / reimbursement made towardsthe monthly bills in their salaries

t. Coordinating for specialized services like video conferencing, voice recorders, conferencecalls, fancy numbers, toll free numbers on case-by-case basis

u. Procuring of communication devices like mobile handsets and land line instruments as per theprocurement policies in vogue

v. Ensuring safe custody of SIMs and other items at all times

w. Coordinating with concerned electrical staff / authorized service centers for repairing faultydigital phones and fax machines. Before repairing any items, carry out cost analysis and obtainapproval from HOD ADM. Thereafter, raise service request to PUR for releasing of serviceorder

x. Retaining the mobile bills and personal calls declaration details in the mobile master file

y. On closure of various projects, informing service provider for shifting / closure of the services

z. Preparing the MIS and COH reports for communication services by the stipulated dates and

submitting it to HOD ADM

5.1.2 HOD ADM

HOD ADM is responsible for the following activities:

a. Approving the appointment of the service provider based on the inputs of the CSC

b. Perusing the draft MoU prepared by CSC and signing the same

c. Approving the request for providing landline / broadband / SIM card services

d. Approving the provisioning of direct land line facility as a special case to those employeesbelow the grade of SVPs

e. Approving the provisioning of zero dial facility / SIM card as a special case to those employeesbelow the grade of Assistant Manager

f. Approving the request for reallocation of SIM card on resignation of an employee

g. Receiving the bills pertaining to Chairman / Vice Chairmans Office and handing over relevantdetails from it to CSC for bill processing

h. Periodically reviewing the tariff rate and rate plans of the service providers to optimize theexpenditure

i. Reviewing the eligibility of mobile usage limits of employees based on usage pattern and tariffplan

j. Approving the monthly bills with deductions if any based on the remarks endorsed by CSC

k. Requesting P&IT for arranging to provide alternate communication arrangements like datacard for carrying out functions like ERP transactions, and management of e-mails

l. Approving the request for specialized services like video conferencing, voice recorders,conference calls, fancy numbers, toll free numbers on a case-by-case basis

5.2 PRJ / CON / ALL DEPARTMENTS / DIVISIONS

5.2.1 HODs

a. Analyzing the need and requirement of communication facilities for his departmental employee,

considering the nature of job and other aspects


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b. Approving the request for providing landline / broadband / SIM card services as per the existingcompany policy

c. Properly justifying those cases where landline / SIM cards are requested for employees belowthe grade of Assistant Managers

d. Requesting the reallocation of SIM card on resignation of an employeee. Ensuring the judicious use of landline / mobile services by the departmental employees

f. Verifying and approving the monthly bills of their departmental staff

g. Verifying and approving the official call declaration above the eligibility limit of the departmentalstaff for enabling them to claim refund

5.2.2 Employees

Employees are responsible for the following activities:

a. Raising request for landline / SIM card services as per the existing company policy and

obtaining their respective HODs approval for the same

b. Using the landline / mobile services in a judicious manner such that the bills do not exceed theeligibility level

c. Honestly declaring the personal calls in the monthly bills and getting it approved by therespective HODs before forwarding to ADM

d. In case the monthly bills are over and above the prescribed eligibility limit due to official callsmade, declaring the same and getting it approved by the respective HODs before forwarding toADM for processing the reimbursement

e. Ensuring safe custody of the SIM card and instruments if issued to them

f. Bringing to the notice of CSC any discrepancies in the monthly bills

g. On loss / theft of mobile, informing the service provider and CSC for blocking of the SIM

h. During International travel, controlling mobile usage by resorting to cost saving measures likepurchasing and using of local SIM, calling card and disabling the blackberry functions whereapplicable

i. Restricting usage of mobiles while on roaming mode

j. Informing CSC in case of change in location / resignation and handing over the SIM to him

5.3 Location Heads

Location Heads are responsible for the following activities:

a. Appointing the service provider based on the inputs of the local CSC and ADM HOD at HO

b. Approving the request for providing landline / broadband / SIM card services as per the existingcompany policy

c. Approving the provisioning of zero dial facility / SIM card as a special case to those employeesbelow the grade of Assistant Managers in consultation with HOD ADM

d. Approving the request for reallocation of SIM card on resignation of an employee

e. Approving the monthly bills with deductions if any based on the remarks endorsed by localCSC

f. Periodically reviewing the tariff rate and rate plans of the service providers to optimize theexpenditure


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g. Ensuring the judicious use of landline / mobile services by the employees in their locations

h. Verifying and approving the monthly bills of their staff

i. Verifying and approving the official call declaration above the eligibility limit of their staff forenabling them to claim refund

j. Coordinating for specialized services like video conferencing, voice recorders, conferencecalls, fancy numbers, toll free numbers on a case-by-case basis

k. On closure of various projects, informing service provider for shifting / closure of the services.

5.4 FIN

5.4.1 Accountant Service Bill Payment

Accountant - Service Bill Payment is responsible for the following activities:

a. Receiving the monthly bills from ADM with supporting documents

b. Initiating the bill payment process

c. Processing the payments in ERP and forwarding to IA for approval

d. Answering queries raised by IA pertaining to the payments

e. Making EFT payments if possible or else, preparing cheques and forwarding it to ADM

5.4.2 Supervisor Payroll

Supervisor Payroll is responsible for processing the recovery / reimbursement of the mobile billsof the employees as part of the monthly salaries as per the details provided by CSC.

5.5 IA

5.5.1 Internal Auditor

Internal Auditor is responsible for the following activities:

a. Verifying documents such as agreement with the service provider and other relevant detailsprovided by ADM are in order

b. Verifying the monthly bills raised by the service provider

c. Raising objections and seeking clarifications if there are any issues with respect to bills raised

d. Approving payments in ERP

5.6 P&IT

5.6.1 HOD P&IT

HOD P&IT is responsible for the following activities:

a. Providing appropriate technical advice to ADM on communication services

b. In case of connectivity issues at sites / offices, provisioning of alternate arrangements like datacard

5.7 PUR


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5.7.1 Purchase Coordinator

Purchase Coordinator is responsible for the following activities:

a. Raising service orders based on the service request raised by CSC

b. Procuring at most competitive rates, communication devices such as land line instruments,mobile handsets and data cards

5.8 Service Provider

Service Provider is responsible for the following activities:

a. Providing high quality services as per the agreed terms and conditions

b. Keeping HOD ADM / CSC informed about new packages launched from time to time

c. Processing the service request on an urgent basis if situation demands

d. Blocking the SIM card immediately once notified by the employee / CSC and reactivation of theconnection by issuing the swap cards

e. Submitting the bills to CSC on a monthly basis for the service(s) rendered

f. Providing clarifications and reconciliation for any discrepancies raised by CSC in the bills

6.0 REQUIREMENTS

6.1 Standard Work Process (SWP)

The Standard Work Process (SWP) for Communication Services is shown in the work processflow chart shown in the Attachment A 1.

6.2 Introduction

ADM is responsible for provisioning of all land line and mobile communications in the organization.The requirements of Karnataka are being coordinated by ADM at HO while for other locations it isdone locally under the aegis of the respective Location Heads.

6.2.1 Landline

6.2.1.1 Policy

a. Direct landline connections with STD / ISD facilities are provided to Sr. VPs and above only, ifthey desire

b. Direct landline facility to below Sr. VP is provided only for special cases with the approval ofHOD ADM

c. Digital phone are provided to Sr. VP and above while normal instruments are provided toothers

d. For each project site, two connections are provided, one for site office and the other for ERPoperations

e. Landline extension through EPBAX is provided to employees who are constantlycommunicating with external vendors or customers


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f. Zero dial facility is provided to Assistant Manager and above only. In special cases, this facilityfor employees below the Assistant Manager grade may be provided with the approval of ADM HOD

g. All land lines are provided under the aegis of BSNL. However, in certain circumstances otherprivate service providers may be contracted

h. Request for specialized services like video conferencing, voice recorders, conference call,fancy numbers, toll free numbers are separately approved by HOD ADM on a case-by-casebasis

6.2.1.2 Procedure

The process to be adopted for landline / broad band connections is as under:

a. A request is sent to the CSC duly signed by the respective HOD

b. The request is then scrutinized for veracity and approved by the HOD ADM

c. ADM identifies and selects a service provider, based on competitive rates, efficient servicesand availability of service in that area

d. CSC processes application with the service provider enclosing all relevant documents andfollows up with the service provider to ensure connection is installed at the earliest

e. CSC informs and takes feedback from employee/project on receiving the connection

f. On closure of various projects, CSC informs service provider for shifting / closure of theservices

6.2.1.3 Repairing And Servicing

The process to be adopted for repairing faulty equipment is as under:

a. Coordinate with the electrical maintenance staff to repair faulty digital phone and fax machines

b. If it is beyond the electrical maintenance staffs capability, the equipment is serviced by theauthorized service centre after doing the costs analysis and obtaining approval from HOD ADM

c. After obtaining necessary approvals, the service request is forwarded to PUR for the release ofservice order and thereafter to FIN for payment

d. The bills are routed through R-Construct of ERP under the service items column

6.2.2 Mobile Communication

The company provides SIM cards to its employees as per HR policy in vogue to enable them toestablish effective communication for timely completion of official work. ADM identifies and selectsa service provider, based on competitive rates, efficient services and availability of service in thatarea. The company is currently utilizing Airtel services in Karnataka and some other states.Local/STD/ISD charges vary from time to time as per service provider package.

6.2.2.1 Authorization

SIM cards are provided to Assistant Managers and above only. However, owing to the nature ofwork in MKT, SLS, CRM, and PUR, staffs in these departments are also being provided with thisfacility based on specific requests. For all others, special sanction with justification by respective

HOD is sent to CSC. Sample for authorization of SIM cards for projects can be referred in


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Attachment B 1. Contract and such type of employees will not be issued any connections fromthe Company Pool.

6.2.2.2 Eligibility

Refer to the eligibility limits for SIM cards for offices, projects and divisions in Attachment B 2.These are subject to revision by HOD ADM based on usage pattern and tariff plan.

6.2.2.3 Procedure For Processing SIM Card Connection

a. All requests for SIM cards are to be raised in a form (refer Attachment B 3).

b. For sanction of special connections, detailed justification is to be given by the respective HODof the employee.

c. The request for SIM connection is to be raised by the individual on instructions from the HOD,who decides on the need and requirement, based on the nature of job and other aspects.

d. After scrutiny of request and selection of suitable package by CSC, it is forwarded to the HOD

ADM for final approval.

e. CSC coordinates with the service provider for the new SIM card.

f. On receipt of SIM card from the service provider, the same after activation is given to theconcerned employee.

g. The SIM card activation time is normally 48 hours.

h. Rejected SIM card request forms are filed separately by CSC and the concerned employeeand the department is informed, stating the reason for rejection.

i. Once the SIM has been activated, the CSC immediately updates the mobile list.

j. In case of loss / theft of mobile, the employee needs to inform the service provider and CSC for

blocking of the SIM.

k. CSC thereafter reactivates the number with the swap card.

l. Requirements for Value Added Services and Applications could be made by employees andforwarded to ADM after approval by their departmental HOD who verifies the requirement.HOD ADM is the final approving authority. All charges for such add ons would be chargeableto the employee irrespective of the eligibilities.

m. Requirements for Data Cards would be handled by P&IT

n. Blackberry connections may be provided to GM and above only on requirements

o. Blackberry and Data Cards both together will not be admissible to an employee

6.2.3 Transfer Of SIM Card

On resignation of an employee, the SIM card is returned to CSC. It is transferred to anotheremployee of the same department/project provided it is duly recommended by the respective HODand approved by HOD - ADM (refer Attachment B 4).

6.2.4 Personal Calls Declaration

The personal calls declaration procedure is as follows:

a. Mobile connections are issued for official usage only. However, a reasonable amount of local

personal calls may be allowed as long as the total monthly bill does not exceed the prescribedeligibility limit.


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b. CSC prepares monthly consolidated statements for all connections with departmental details(refer Attachment B 5) and forwards it to the service provider latest by 25th of the month.

c. Service Provider returns the same to CSC duly filling the bill details for each connection by30th / 31st of the month.

d. Hard copies and CD of the bills for each connection is received by courier from the serviceprovider. These bills are sent to employees concerned by 7th of the month for declarationpurposes.

e. On receipt of the bill from CSC, the employees identify and indicate all personal calls, SMSmessages and details of official calls (if bill amount exceeds eligibility limit) and return to CSClatest by 14th of each month. Amount on account on such calls are deducted from employeessalaries. If applicable, a No Personal Call declaration is also required to be sent to ADM.

6.2.5 Recovery / Reimbursement Process

The Recovery / Reimbursement procedure is as follows:

a. After receiving the bills from employees, CSC sends a consolidated recovery statement topayroll section in FIN. CSC deducts the eligibility amount from the total bill and the entirebalance amount is deducted from the employees salary (refer Attachment B 6).

b. In case the bills exceed the eligibility amount on account of official calls made by the employee,this additional amount is regularized by giving reimbursement, provided it is approved by therespective HOD.

c. CSC then makes a consolidated reimbursement statement (refer Attachment B 7) andforwards it to payroll section in FIN by 26th of every month, for reimbursement in theemployees salary.

d. CSC ensures that the bills and the personal calls details are retained in the mobile master filefor reference.

6.2.6 Monthly Billing Process

6.2.6.1 Landline

a. Billing cycle is generally the calendar month.

b. Service provider submits the bills to the CSC. Tata Indicom and Airtel bills are normallyreceived in the first week of each month and BSNL in the third week of each month.

c. CSC on receipt of the bills peruses the same. The bill is analyzed with previous bills forexcesses and brought to the notice of HOD ADM for decisions on deductions. The Airtel andTata Indicom bills are countersigned by the respective users for its veracity.

d. CSC prepares monthly consolidated statements with departmental details duly approved byHOD ADM.

e. Any deductions in the bills are done by HOD ADM based on the remarks endorsed by theCSC.

f. The permanent connections are cleared through ECS. The temporary connections are clearedby way of cash / cheque.

6.2.6.2 Mobile Bills

a. Billing Cycle is 23rd of the current month to 22nd of the following month.

b. Service provider sends the monthly consolidated statements for all connections to CSC dulyfilling the bill details by 30th / 31st of the month.


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c. CSC makes entries of bills in ERP and gets it approved by HOD ADM before sending it toFIN by 05th of each month. The payment to the service provider is done by 12th of the month.

d. Hard copies and CD of the bills for each connection is received by courier from the serviceprovider. These bills are sent to employees concerned by 07th of the month for declarationpurposes.

6.2.6.3 Bill Processing By FIN And IA

a. FIN initiates the bill payment process. If there are any queries in the bills then the same is sentto ADM for providing clarification. The bills are then forwarded by FIN to IA. IA verifies if thedocuments are in order and approves the payment in ERP. The details are forwarded to FINfor preparation of cheque. The cheque is sent to ADM who in turn hands it over to the serviceprovider and receives acknowledgement.

b. With respect to recoveries / reimbursements the payroll section in FIN carries out recoveriesand reimbursements from the employees salaries based on statement sent by CSC everymonth.

6.3 Management Information System (MIS)

a. COH (referAttachment B 8 and Attachment B 9) are prepared by CSC by the last workingday of each month and sent to HOD ADM

b. Total expenditure towards communication services is tabulated department wise and enteredin the MIS (refer Attachment B 10 and Attachment B 11) by 05th of the following month

6.4 Continuous Improvement

Lessons learnt sessions can be conducted on a periodic (quarterly) basis. Action items can bedetailed out, responsibilities and due dates assigned for follow up reviews.

7.0 ATTACHMENTS

7.1 Attachment A 1, Standard Work Process For Communication Services

7.2 Attachment B 1, Authorization Of Mobile SIM Card

7.3 Attachment B 2, Eligibility Criteria On Usage Of SIM Cards

7.4 Attachment B 3, SIM Card Requisition Form

7.5 Attachment B 4, SIM Card Transfer Request

7.6 Attachment B 5, Consolidated Monthly Mobile Statement

7.7 Attachment B 6, Monthly Mobile Recovery Statement

7.8 Attachment B 7, Monthly Mobile Reimbursement Statement

7.9 Attachment B 8, COH Land Line

7.10 Attachment B 9, COH Mobile

7.11 Attachment B 10, Monthly Admin Expense Report Land Line

7.12 Attachment B 11, Monthly Admin Expense Report - Mobile


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Attachment A 1

STANDARD WORK PROCESS FOR COMMUNICATION SERVICES

PRJ/CON/All

Departments/Employee ADM SERVICE PROVIDER FIN IA

START

Requests mobile / landlineas per the prevailing

company policy

Identifies the serviceproviders and calls forquotation and relevant

documents to prove theircredentials

Provides the quotation andfurnishes the requisite

documents

Shortlists agencies basedon the credentials andability to provide the

services at economicalcost

No

Invites service provider for

Discussion / Negotiation

Rate, Terms &Conditions

acceptable?

Enters into agreement with service provider

Provides service as per request

Raises monthly bills for theservice provided

Receives Monthly bills andforwards to the concerned

user

Scrutinizes the bills.Declares the personal

calls, signs the bills andforwards to ADM

Verifies the declaration asper the prevailing company

policy. Enters andapproves the bill details inERP and forwards to FIN

Initiates the bill paymentprocess

Rate, Terms &Conditions

acceptable?

Yes

No

Yes

A


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PRJ/CON/AllDepartments/

EmployeeADM SERVICE PROVIDER FIN IA

A

Queriesif any?

Provide clarification for thequeries

Yes

Process the bills in ERP

and forwards to IA

Verifies if the documents

are in order

No

Objectionif any?

Provide clarification for the queries based on themerit of the query

Yes

No

END

Approves the payment inERP. Forwards to FIN for

cheque preparation

Prepares cheque andsends to ADM

Sends cheque to serviceprovider. Receivesacknowledgement

Note:For mobile connectionscompany provides only theSIM Card. Mobile phones tobe purchased by the user.Bill amount over and abovethe prescribed limit (based oneligibility) is deducted from themonthly salary and

reimbursement (for officialcalls) if any is made with dueapproval of the HOD.In case no personal calls aredeclared by the user then thebill amount above the eligibilityis deducted from the monthlysalary.

Verifies if the documentsare in order


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Attachment B 1

Authorization Of Mobile SIM Card

Assistant Manager And Above - Office

Sl. No. Category Number Of Connections

1 Sr. VP to AM One Each

Each Project

Sl. No. Category No. of Connections

1 Planning Engineer One

2 Cost Auditor One

3 Stores One

4Plumbing Head

One

5 Electrical Head One

6 Maintenance AssistantOne (Only for one year fromdate of completion ofproject)

7 TA To PEH One8 NTA One

Each Module

Sl. No. Category Connection

1 SPM / PM One

2 APM One


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Attachment B 2

Eligibility Criteria On Usage Of SIM Cards

ELIGIBILITY

SL.NO. DESIGNATION OFFICESFACTORIES /PROJECTS

SALES,CRM &MARKETING

1 Sr. VP and above * Actual Actual Actual

2 VP/AVP/GM/DGM/AGM 500 400 800

3Sr. Manager / PM / Sr.

Architect / Assistant Manager/Equivalent

300 300 700

4 DPM/APM/PQS 300 300 -

5Sr. Executive /Arch /

Equivalent / TA / Secretary /Executive / Equivalent

300 300 450

6 Jr. Executive and below BASIC RENTALS(Rs.225/- inclusive of tax)

* Personal calls may please be declared.

Note: The eligibility mentioned above is subject to change from time to time by HOD ADM based

onusage pattern and tariff plan


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Attachment B 3

SIM Card Requisition Form

Date Name:From: Designation:

Dept / Project : Date of Joining:

Employee Code:

To: Admin Dept

I would like to apply for company provided SIM card.

The reasons for the same are as under:

Please tick the appropriate reason :

1.Whether the employee needs to travel to sites / outstations .

2.Whether the employee needs to communicate with other depts / projects.

3.Reqular exchange of information from & to sites / depts

4. Any other reasons.

--------------------------------------------------------------------------------

--------------------------------------------------------------------------------

Signature of Employee.

Comments of Dept. Head. ( If below Assistant Manager detailed justification must be given)

1) ------------------------------------------------------------------------------------

2) ------------------------------------------------------------------------------------

3) ------------------------------------------------------------------------------------

Recommended / Notrecommended

Signature of Department Head

Remarks of Manager AdminApproved / NotApproved

Manager - Admin Sr. V.P - Admin


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Attachment B 4

SIM Card Transfer Request Form

Date: Transfer to :Present SIM holder : Designation:

Dept / Project : Dept / Project :

Employee code : Date of Joining:

Mobile No : Employee code :

The reasons for transfering the SIM card from transferer.

Please tick the appropriate reason (to be filled by HOD) :

1.Whether the employee needs to travel to sites / outstations .

2.Whether the employee needs to communicate with other depts / projects.

3.Reqular exchange of information from & to sites / depts

4. Any other reasons.

------------------------------------------------------------------------------------

------------------------------------------------------------------------------------

I transfer my SIM & I will be responsible for all the personal call made till ------------------

and I shall pay the same

Signature of transferor (present user). Signature of transferee

Comments of Dept. Head.

------------------------------------------------------------------------------------

------------------------------------------------------------------------------------

------------------------------------------------------------------------------------

Recommended / Not recommended

Signature of Department Head

Remarks of Manager AdminApproved/NotApproved

Manager Admin Sr. V.P - Admin


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Attachment B 5

Consolidated Monthly Mobile Statement

SL.

No.

Emp

Code

Mob A/c

No.Name Designation Dept Project

Mobile

No.Eligibility

Invoice

Amount

Total

Outstanding

Amt. Payable

(incl. tax)

TaxChargedby Airtel

Remarks

1

2

3

4

5

6

7

8

9

10

11


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Attachment B 6

Monthly Mobile Recovery Statement

JULY 2009 MOBILE RECOVERY STATEMENT - FROM TO

SL.No

EmpCode

MobileA/c No.

Name Designation Department ProjectMobile

No

AmountPayable

ByEligibility

RecoveryAmount

(Rs.)Remarks

1

2

3

4

5

6

7

8

9

10


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Attachment B 7

Monthly Mobile Reimbursement Statement

SL. No. EmpCode MobA/c No. Name Designation Dept/Proj MobNo.

Amount

PayableBy

Eligibility RecoveryAmount PersonalCalls

Personal

CallsWithtax

Reimb

Amt(Rs.)

Remarks

1

2

3

4

5

6

7

8

9

10


21/24


PAGE 21 Of 24



Attachment B 8

Monthly COH Land Line

Department Landline

Chairmans Office

MD's Office

Purchase

IT

Finance

Secretarial

Legal & Land Purchase

Corporate Communication

M & E

Sales

Marketing

SDL Interiors Div

SDL Glazing Div

Dickenson Rd Off

Total


22/24


PAGE 22 Of 24



Attachment B 9

Monthly COH - Mobile

Department Mobile

Chairmans Office

MD's Office

Corporate Audit

Quantity Audit

Purchase

IT

Finance

Secretarial

Quality, Safety Dept

Legal & Land Purchase

Corporate Communication

Architecture

Contracts

Estimation Dept

M & E

Sales

Marketing

SDL Interiors Div

SDL Glazing Div

Dickenson Rd Off

Total


23/24


PAGE 23 Of 24



Attachment B 10

Monthly Admin Expense Report Land Line

SOBHA DEVELOPERS LTD

Administration Expense report for the month of ..Land Line

Sl.No. TelephoneNo

LocationChairman's

Office

ViceChairman's

OfficeMDs Office M&E Contracts

GrandTotal

1

23

4

5

6

7

8

9

10


24/24


PAGE 24 Of 24


Attachment B 11

Monthly Admin Expense Report Mobile

SOBHA DEVELOPERS LTD

Administration Expense Report For The Month OfMobile

Marketing, Sales & CRMSl.No.

Item ofExpenditur

e

Chairman'sOffice

ViceChairmans

OfficeEstimation

CorporateCommunication

Marketing SalesGrandTotal

Mobile

GRANDTOTAL

standard work process procedure for communication services

Documents