ORGANIZATION CHART OF ALEMBIC LTD

CHAIRMAN & MANAGING DIRECTOR

(Mr. Chirayu Amin)

WHOLE TIME DIRECTOR

(Mrs. Malika Amin)

E.A. TO C.M.D.

SR. VICE PRESIDENT (MIS)

VICE PRESIDENT (HRM)

SR. VICE PRESIDENT (PHARMA)

VICE PRESIDENT ( Sales & MktgDom. Form. Bus.)

PRESIDENT (API Business)

Sr. VICE PRESIDENT (Res. & Bus. Dev.)

VICE PRESIDENT (PURCHASE)

RESIDENT DIRECTOR (DELHI OFFICE)

VICE PRESIDENT (VET MARKETING)

GENERAL MANAGER (ACCOUNTS & AUDITS)

GENERAL MANAGER (FILED HR)

VICE PRESIDENT (TECHNICAL)

GENERAL MANAGER (PHARMA MARKETING) DIRECTORS - SALES (4 - ZONAL SALES COMPANIES) GENERAL MANAGER (GENERIC SALES & FRANCHISEE) GENERAL MANAGER (SPECIALITY DIVN.)

VICE PRESIDENT (API MANUFACTURING) VICE PRESIDENT (DARSHAK MFG.)

VICE PRESIDENT (R & D)

DY. G.M. (PURCHASE)

SR. MANAGER (LIAISON)

GENERAL MANAGER (FINANCE)

DY.GEN. MANAGER (HRM)

GENERAL MANAGER (INTERNATIOINAL MARKETING) GENERAL MANAGER (MANUFACTURING)

SR. MANAGER (PURCHASE)

GENERAL MANAGER (I. T.)

DY. GEN. MANAGER (I. R.)

VICE PRESIDENT (API - MARKETING)

MANAGER (PURCHASE)

GENERAL MANAGER (D.P)

GENERAL MANAGER (ENGINEERING SERVICES)

MANAGER (COSTING)

DY. GEN. MANAGER ( Medical Services)

DY. MANAGER (STORES)

DY. GEN. MANAGER (DISTRIBUTION)

DY. GEN. MANAGER (SALES TRAINING)

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ORGANIZATION CHART OF MARKETING DEPARTMENT

General Manager

Product and Sales Manager Sales Executive Product

Officers

Clerk and Staff

Marketing Manager

Regional Officers

West

North

East

So

Regional Manager

Staff Officer

Sales representatives 26

KEY MARKET OF ALEMBIC LTD

RUSSIA NIGERIA UKRAINE MYANMAR KENYA UGANDA TANZANIA MALAYSIA VIETNAM SRI LANKA AMERICA CANADA

NEW MARKET OF ALEMBIC LTD

CONGO SINGAPORE GHANA ZAMBIA MOZAMBIQUE MALAWI CENTRAL AFRICA REGION PHILIPPINES FRANCO PHONE WEST AFRICA

ALEMBICS PRODUCTS
At present we have 90 brands with extension in various forms covering the therapeutic segments of Antibiotic, Cough & cold, NSAID, B-complex, C.V.Drugs etc. Therapeutic segments Anticold Preparation Antimalarials Antioxidants Antiseptic Antiulcerants Corticosteroids Enzyme Preparation Nsaids Vitamin Preparations Antiallergic Anthelminitic Antimicrobials Antipyretics Antispasmodic Cardiovascular Drugs Cough Preparations Mucolytics & Proteolytics Tranquiliser Others

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DISTRIBUTION CHENNAL:
Pharma industries are passing through the keen competition where distribution is playing dominant role. Distribution department may efforts in such a way that there should not be situation of scarcity of drugs and stock of medicine. As alembic has wide range of products and has very wide market in domestic as well as international. Manufacture

Central Warehouse Central warehouse Carrying & Forwarding Agent(C.F.A) Authorized Whole Sellers

Retailers

Dispensing Doctors

Hospital Institutions

Consumers

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PRODUCT PROMOTION
The marketing promotion must consist of 5 major tools 1. Advertising 2. Direct Marketing 3. Sales Promotion 4. Public Relation 5. Publicity 6. Personal Selling

INTERNATIONAL MARKETING
There is too much difference between internal and international marketing. As there is much more competition of pharmaceutical products in country and abroad also, before company enter in to exporting it has to develop and effective network of promotion and distribution in South East Asia and Africa and other country of the world.

Alembic exports following products

Penicillin injectables Antibiotic formulations Cough and cold remedies Bulk drugs Generic injectables

SALES TURNOVER
Alembic Crossed Rs. 1,200 Crore in 2009-10 Aiming to Cross Rs. 2000 Crore in Next TWO years.

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ORGANIZATION CHART OF FINANCE

President

General Manager

Sr. Manager

Manager Manager

Deputy Manager

Assistant Manager

Sr. Executive

Executive

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BASIC FINANCIAL FUNCTIONS FOLLOWED AT ALEMBIC

1. Accounts

2. Indirect taxation

Taxes which are indirectly levied from the end user that is individual or a company by the government.

Excise Service Tax Export Benefits / EXIM policy Sales tax / Value Added Tax (VAT) Business Finance

3. Business finance

Business Finance

Domestic (Formulation)

International

4. DIRECT TAXES

5. INSURANCE

6. SECRETARIAL AND LEGAL PRACTICES

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HR OVERVIEW

Human resource management (HRM) is the strategic and coherent approach to the management of an organization's most valued assets the people working there who individually and collectively contribute to the achievement of the objectives of the business. The terms " Human Resource Management" and "Human Resources" (HR) have largely replaced the term "personnel management" as a description of the processes involved in managing people in organizations. In simple sense, HRM means employing people, developing their capacities, utilizing, maintaining and compensat ing their services in tune with the job and organizational requirement.

Human

Resource

Management

(HRM)

is

the

function

within

an

organization that focuses on recruitment, management and providing direction for the people who work in the organization. Hum an Resource Management is the organizational function that deals with issues related to people such as recruitment, salary and wages, performance

management, wellness, benefits, employee motivation, communication, organization development & change, adminis tration, training and safety.

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HR PHILOSOPHY AT ALEMBIC
Alembic firmly believes that Human Resource is the most important valuable resource. From its inception itself, the company has unhesitant invested in updating capabilities of HR including development of human values and potential through focused learning and developmental activities. The belief of Alembic is to groom talents internally and retain them by offering promising career opportunities.

HRM FUCTIONS AT ALEMBIC

Recruitment / Sourcing of candidates ( Internal/External) Head Hunting Placement Induction Performance Appraisal Training & Development Personnel Research Organizational Development HRMIS Organizational Communication

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HUMAN RESOURCES AT ALEMBIC

ORGANIZATION CHART OF HUMAN RESOURCE DEPARTMENT

Whole Time Director

Whol

Recruitment & Selection

Employee Service

Administration

Industrial Relation

General Manager

Assistant General Manager

Sr. Manager

General Manager Mana Sr. Manager

Sr. Manager

Deputy Manager

Executive

Executive

Executive

Assistant Manager Sr. Executive

Executive

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TOTAL EMPLOYEE STRENGTH-5086

PRESIDENT DIRECTOR SR. VICE PRESIDENT VICE PRESIDENT AREA MANAGER GENERAL MANAGER ASSISTANT GENERAL MANAGER DEPUTY GENERAL MANAGER SENIOR MANAGER ASSISTANT MANAGER DEPUTY MANGER MANAGERS REGIONAL MANAGER EXECUTIVE VICE SR EXECUTIVE JR EXECUTIVE EXECUTIVE SR OFFICER OFFICER TRAINEE STAFF STAFF SUPPORT SR MEDICAL REPRESENTATIVE MEDICAL REPRESENTATIVE PROBATIONARY MR TRAINEE MR NATIONAL SALES MAN ZONAL SALES MAN WORKERS 1 5 1 8 370 20 18 15 154 124 72 74 154 1 386 258 557 3 82 45 2 10 1545 478 146 4 29 524

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STRENGTH OF HRM DIVISION-36

PRESIDENT VICE PRESIDENT GENERAL MANAGER ASSISTANT GENERAL MANAGER DEPUTY MANAGER SENIOR MANAGERS ASSISTANT MANAGERS SR. EXECUTIVES EXECUTIVES 0 0 2 2 2 3 3 11 13

Human Resource department at Alembic is divided into three major HR sub functions namely (i) Recruitment & Selection (ii) Employee Service, (iii) Industrial Relations and ( iv) Administration.

(i)

Recruitment & Selection: Recruitment & selection

Recruitment

Selection

RECRUITMENT: Recruitment refers to the process of attracting, screening and selecting qualified people for a job at an organization or firm. For some components of the recruitment process, mid and large -size organizations o ften retain professional recruiters or outsource some of the process to recruitment agencies. There is a Recruitment module in HRIS at Alembic for whole recruitment process. The module is designed in a way which covers all the 38

aspects of recruitment starting from man power mapping to selection process and joining of the selected candidate. Recruitment process is being done by the personnel department on the basis of the need of manpower in respective department. It starts after promotion, death, resignation & requisition of some employees. Moreover expansion creates vacancy so to fill th is vacancy recruitment is necessary. Recruitment process is carried out by two ways as follows: Recruitment

Internal Internal

External External

Internal Recruitment: It is carried out through promotion of worker and transfer within alembic group and again companys Notice Board is used for worker level. External Recruitment: It is carried out through Campus interview, Advertising, Job portals, Consultants, Data ba n

Steps in Recruitment Process Recruitment Process

Manpower Planning

Manpower Budgeting

General Recruitment 39

Recruitment Expenses

Recruitment Expenses

Travelling Expenses

Consultant's Expenses

Advertisement Expenses Joining Expenses

Others / Misc. Expenses

SELECTION: The selection procedure is concerned with securing relevant information about an applicant. For the company the objective behind the selection procedure is to determine whether an applicant meets the qualification for a specific job and to choose the applicant who is likely to perfo rm well in the job. The company does selection procedure. Company also invites people faraway from Baroda. But the first priority of the company is to select the local people because of ease in accommodation & adjustment. I

40

Depending on the position/s, recruitment process may consist of: Recruitment Process Staff Trainees Staff Officer / Mngt. Trainees Subject Test Group Discussion Preliminary Interview Final Interview Psy. Tests Officers Asst. Mgrs Sr. Mgrs / Mgrs to GMs VPs and above

(ii) Employee Services: Employee Services is the supporting back bone to other sub-functions of HR like recruitment, Industrial Relations. Because of the importance of non -industrial employment relationships, employee services have become one of the most important sub functions. It deals with maintaining all the data pertaining to employees as well as workers, their salary & wages, attendance & leave, compensation & other benefits, Performance management & rewards , Promotion & Transfer . Employee Services at Alembic uses HRIS (oracle based software) to maintain data such as employee data, employee personal data , Salary, Attendance & Leave, Data pertaining to P.F, Gratuity , nominations and other statutory details. 41

Employee Services

Joining Formalities Induction

Training & Management Development Time Keeping System Attendance & Leave System Wage & Salary System Performance Management System Promotion & Transfer JOINING FORMALI TIES: The below stated formalities is for all the new recruits who join the services of company whether regular, temporary, contractual or trainees. All the formalities need to be completed on the first day of their join ing the services of the compa ny. 42

Steps In Joining Formalities

Filling up joining Report and Personal Bio Data form

Submit signature on Identity Card

Filling up Provident/ Family Pension Nomination form Filling up Provident Fund Transfer form

Complete ESIC forms in case your monthly salary is less than Rs.6500 per month Filling up Nomination form under payment of Gratuity, PF, Family Pension and ESIC. Filling up the form Employee Death Relief Fund

Filling up HRIS form

Submit a declaration whether you have any relatives associated with company or not

Filling up the Zero Account Balance Bank Opening form and Submit the same along with a photograph

Submit the following documents: Copies of educational certificates, 4 Ticket size and passport size, Experience letter from all previous employers as specified during interview process

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On the completion of the joining formalities HR MANAGER (Corporate) ensure the following Issuance if Appointment letter on the same day and explain him that how will each component of his salary as specified in the offer letter can be claimed by him. Issuance of Employee Code Number as per enclosed format. Issuance of Identity card.

Issuance of Attendance Card. In case the new recruit is committed allocation of House in Alembic Colony, at
the time of salary negotiation.

Paid Holidays in a year- 06 festival holidays.

Paid Holidays may be compensated by working on a preceding/succeeding Sunday so as to meet requirements of the continuous process.

INDUCTION: Induction is a technique by which a new employee is rehabilitated into charged surrounding and introduced to the practices, policies & purpose of the organization. The induction program is dividing in to six steps: 1. Pre placement talk given by the managerial level people. 2. Induction kit Welcome letter by Vice president from HR department. 3. Induction schedule is explained. 4. A person is taken to all other department and introduced to all other persons by the trainee officer. 5. A person is taken on a visit to plan and administration building. 6. A various facilities given by the company is explained.

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TRAINING AND MANAGEMENT DEVELOPMENT:

TRAINING: Company imparts training for development of its employees at all levels through arranging different training programmes. These programmes consist of lectures, classroom teaching, seminars, on-job / off-job training etc.

Training

Technical Internal

Non Technical External

Training programmes on Documentation, Regulatory requirements, New Instrumentation training

English speaking, Computer awareness, Personality Development, Business Communication

Other than that training is also provided to the needy people. The training coordinator gives feedback.

MANAGEMENT DEVELOPMENT: In company development is a related process. It covers not only those activities that improve job performance but also those, which bring about growth of the personality, help individuals in the process towards achieving their goals. The development is done through:

Communication & Interaction with the top level people on a popular topic. Intradepartmental Meeting held by HR. Industrial tour (mainly to Glass Industries) within India 45

TIME KEEPING SYSTEM:

Time keeping system is necessary for any company. W ith the help of this system the company can manage well its employees. Time keeping means what is the working t ime of employee and exit time. It is usually maintained for the regularity of the employees. Alembic adopted computerized electric and punching machine for the time keeping system. Here card us given to each and every employee. They are given password to check their attendance and other information like their name, day worked, working dept etc. Here computer recognized particular employees by the number of his card only. W hen once card given to an employee it can never changed at any cost, why time computer notes exact time of punching whether late of early. They do not consider small difference in entrance and exit time on the salary or wage point of view. The whole time keeping system is handled by personnel departmen t, there are four types shifts.

General shiftFirst shift Second shift Third shift

7:30am to 4:00pm 7:00am to 3:30pm 3:30pm to 11:00pm 11:00pm to 7:30am

Snacks & tea is provided twice in each shift at regular interval. For the refreshment time available are as follows: Official lunch time 1:00pm to 1:30pm

Tea and breakfast available 9:30am to 10:00pm in first and general shift.

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 FLEXIBLE WORKING HRS : Corporate and Alembic Research Center 5 days w orking Particulars details

Punch in time Punch out time Lunch time Total minimum working hrs Core working hrs

8.30 am to 9:30 am 6:00 pm to 7:00 pm 1:00 pm to 1:30 pm 9 & half hrs a day 9:30 am to 6:00 pm (flexibility of 1 hour before or after core hrs)

NON FLEXIBLE WORKING HRS: 6 days w orking

units/locations

Shift Schedule General first second third Lunch break for

general shift 8:00 API Vadodara API Panelav Formulation API karakhadi 16:30 8:30 17:00 to to 7:00 15:00 7:00 15:00 to 15:00 23:00 to 15:00 23:00 to 23:00 7:00 to 23:00 7:00 to 12:30 to 13:00 to 12:15 to 12:45

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ATTENDANCE SYSTM: In Alembic Ltd the attendance system works very systematically. Use of punch card system and use of gate pass system is at work presently.

Punch card system : W ith the help of punch card employees can mark their time in and time by computerized system. There is a difference between going out for personal work & for official work. Employees can check their in -out times (total working time during a whole day) online on My Alembic website Gate pass system; Gate pass system is necessary for workers to go out from the company and for visitors.

LE AVE SYSTEM: Leave system is done online through Intranet at Alembic. This system is for all employees except workers. For leave application, employee is required to fill up the online leave application form which is then mailed to their superior. Upon approval of leave by superior , the same is formalized automatically in the system.

3 types of leave: Casual leave Sick leave Privilege leave

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WAGE & S AL ARY ADMINISTRATION : W age & salary of Administration sound policies refers of to the establishment compensation. and Top

implementation

employee

management decides the wage rate for workers in different categories and salary for the employees according to their designation. It is also affect by the attendance report, leave taken throu gh the month and other factors if leave is more than the permitted norms.

Wages for w orkers Company pays wage to workers on every 6 t h day of each month by cash based on the strength. Min Unskilled Semi skilled Skilled 215 267 395 Max 490 790 1150

W orkers can get different benefits according to the levels.

Salary for staff Salary is given to the employees or staff members on 1 s t day of each month by bank & cheque system.

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Salary Structure (Compensation Details)

Name: Location:

Position: Division:

No 1 2 3 4 5 6 7 8 9

Salary Head Basic Company construction on PF H.R.A Transport Allowance Domiciliary Medical LTA Supplementary Allowance Advance Against Bonus Hospitalization Premium (Yearly) Insurance

Monthly Payable(Rs)

Yearly Payable(Rs)

10 11

Gratuity (Yearly) Performance Pay (yearly)

Grand Total Annual CTC / Gross Pay

Variable pay [ Basic-35% of CTC, HR A- 40% of basi c, PF -12% of basic, LTA- 8.33% of
basic, Gratuit y-4.81% of basic ]

Fixed Pay
[TA- 800rs, Medical - 1250, Hospitalization Premium -1940]

Note: Hospitalization premium varies according to level wise.

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PERFORMANCE MANAGEMENT SYSTEM: Company has a system of yearly performance. Normally this is done on a basis of over & above routine work and what more benefit he or she has added to the development of company. With the help of this system the employees can have their promotion.

PROMOTION AND TRANSFER In the company promotion is done when vacancies exists according to the performance and competency of an employee.

The promotion policy of the company is to take merit into consideration. Tenure of service, education, training courses completed, previous job performance are given weight while deciding on a promotion. Promotion is also made on the basis of ability, hard work, co-operation, merit and honesty.

Employees in the company are liable to be transferred to any location or department within the company as per the requirement of the management.

(iii)

Industrial Relations: Industrial relations is a multidisciplinary field that

studies the employment relationship. Many outsiders also equate industrial relations to labor relations and believe that industrial relations only studies unionized employment situations, but this is an over simplification.

Alembic HRIS has module for Industrial Relations sub-functions which helps in maintaining and tracking data related to workers and contract workers, their wages, overtime calculation, security, shift allocation and other data dealing with the employees at factory.

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TRADE UNION:

For the benefits and welfare of the workers at Alembic Ltd., they have set up a Trade Union. The leaders of the trade union act as mediator between the management and the workers to communicate problems and demands, if any.

GRIEV ANCE HANDING Grievance handling procedure is done through the top level people. They communicate with the union and try to find out alternate ways to handle grievance peacefully and easily. The company follows below discussed three ways for effective ways for effective and quick handling of grievance:

1) Solved by way of Negotiation : 2) Through Grievance Machinery: 3) Through person sent by Government:

COLLECTIVE BARG AINING & AGREEMENT: In Alembic Collective Bargaining & Agreement takes place between management people & Union people in following cases: Demand by Union: For-Bonus, increase in Salary, etc. In problem like strike In case of theft

After Collective Bargaining, Settlement/Agreement will be made for demand & other problems Generally, Alembic Ltd. Tries to satisfy all needs of employees with due consideration that if there will be any problem like strike generates than the settlement of it will be very difficult hampering the growth of the company.

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(iv)

Administration: In business, administration consists of the performance or

management of business operations and thus the making or implementing of major decisions. Administration can be defined as the universal process of organizing people and resources efficiently so as to direct activities toward common goals and objectives.

For Administration sub-function, the HRIS of Alembic contains modules for facilities like canteen, Guest House, Colony Administration, Safety and other facilities

At Alembic Administration department imparts following functions: Administration Security Housekeeping and Sanitation

The other functions of Administration include Dispatch Colony Administration Nursery Cantee

WELFARE ACTIVITIES: FAMILY ASSISTANCE SCHEME ANCILLARY ACTIVITIES COMMUNITY SERVICES OTHER ACTIVITIES LIBRARY & INFORMATION SERVICES GROUPS SOCIAL COMMITMENTS CANTEEN SERVICES ACCOMODATION FACILITY FESTIVAL CELEBRATIONS SOCIAL GATHERIN 53

HR POLICIES AT ALEMBIC LTD.

ATTENDENCE (W ORKING HOURS) POLICY ATTIRE POLICY COMPANY ACCOMMODATION POLICY FOREIGN TRAVEL POLICY GRATUITY BENEFIT POLICY GPA (GROUP PERSONAL ACCIDENT) HRMS GROUP MEDICLAIM POLICY HIGHER EDUCATION (QUALIFICATION) POLICY PF POLICY POLICY FOR LEAVE RULES

HR AUDIT

INTRODUCTION TO THE HUMAN RESOURCES AUDIT

The Human Resources (HR) Audit is a process of examining policies, procedures, documentation, systems, and practices with respect to an organizations HR functions. The purpose of the audit is to reveal the strengths and weaknesses in the nonprofits human resources system, and any issues needing resolution. The audit works best when the focus is on analyzing and improving the HR function in the organization.

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HR AUDIT AT ALEMBIC
At Alembic HR AUDIT means employees documents checking (employees file), which includes following things: Resume of the person Application bank Interview Assessment Sheet Offer letter Appointment letter
JOINING DOCUM ENTS LIKE

Proof of birth date Education certificate Passport size & revenue size photographs Relieving letter from the last employer Last salary slip etc.
JOINING FORMS LI KE

Gratuity Nomination Form EPS (Employee Provident Fund Scheme) Nomination Form HRMS FORM Death Relief Fund Form Confirmation Report
OTHER DOCUMENTS

Confirmation letter PA form for present year Payment proof of any other PI, LTCB etc. Promotion letter, if applicable Loan application letter.

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HRIS SYSTEM AT ALEMBIC

A human resource information system (HRIS) is a systematic procedure for collecting, storing, maintaining, retrieving and validating data needed by an organization about its human resources.

USES OF HRIS
1. Hr planning and analysis. Absenteeism analysis Job description tracking

2. Equal employment. Affirmative action plan Workforce utilization

3. Staffing. Recruiting sources Applicant tracking

4. Hr development. Succession planning Career interests and experience

5. Compensation and benefits. Pay structures Wage/salary costing

6. Health, safety, and security Safety training Accident records

7. Employee and labor relations. Union negotiation costing Auditing records Exit interview analysis Employee work history

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