A

PROJECT REPORT

ON

“HR POLICIES AND ITS IMPLEMENTATION”

BY

AKANKSHA RAI
MBA III semester
FMS-WISDOM
Banasthali Vidhyapith

INSTANT ACCESS HEALTH IT PRIVATE LIMITED

Submitted To: Submitted To:

Mr. Samarth Kulshrestha Ms. Akansha Mer

Director,Instant Access Health IT Pvt Ltd Asst. Professor

Jaipur, Rajasthan Banasthali Vidhyapith

Rajasthan

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 ACKNOWLEDGEMENT

This report is an outstanding prospect to convey my gratefulness to those many people whose
timely help and guidance went a long way in finishing this project work from commencement
to achievement.

I would like to express my sincere thanks to Mr. Samarth Kulshreshtha (Director & CEO) for
giving me an opportunity to explore the practical knowledge practiced by the company and
for guiding me throughout my training and project.

This project could not been completed without the able guidance and support of Asst. Prof
Ms. Akansha Mer (faculty mentor,Banasthali Vidhyapith).

I am very glad to work with the organization as a trainee. I am grateful to HR Department

of Instant Access Health IT Private Limited. for helping me to get the information and an
invaluable experience.

Last but not the least would like to thank my friends, family members and all those people
who helped me for the completion and deeper understanding of the HR Department.

Working on this project has proved to be an enlightening experience for me.

Akanksha Rai

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 TABLE OF CONTENT

Training Certificate…………………………………………………………………i
Acknowledgements...................................................................................................ii
Table of content …..................................................................................................... iii
Abstract …................................................................................................................. iv
1 Introduction …....................................................................................................... 5
1.1 About the top...................................................................................................... 6
1.2 Scope and objectives....................................................................................... 15
2 Profile of Organization ....................................................................................... 16
3 Research Methodology ...................................................................................... 22
4 HR policies in Instant Access Health IT Private Limited ..................................... 26
5 Data Analysis ...................................................................................................... 44
6 Conclusion .......................................................................................................... 55
Suggestions and Recommendations ............................................................................. 56
Bibliography ................................................................................................................ 58
Annexure ................................................................................................................. 59

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 ABSTRACT

Human Resource management is concerned with people element in

management.
It involves developing and administering programs that are designed to increase
the effectiveness of an organization or business. It includes the entire spectrum
of creating, managing, and cultivating the employer-employee relationship.

Since every organization is made up of people, acquiring their services,

developing their skills/ motivating to high level of performances and ensuring
that they continue to maintain their commitments to the organization which are
essential to achieve organizational objectives.

This project is meant to know the Human Resource Policies in the organization.
The HR Policies are a tool to achieve employee satisfaction and thus highly
motivated employees. The main objective of various HR Policies is to increase
efficiency by increasing motivation and thus fulfill organizational goals and
objectives.

The objective is to provide with a framework of the HR Policy Manual and the
various objectives that the different policies aim to achieve at Instant Access
Health IT Private Limited.

This manual is designed to further the following goals:

• To provide a uniform system of human resource administration
throughout company.
• To assist managers in the development of sound management practices
and procedures, and to make effective consistent use of human resources
throughout company.
• To promote effective communication among managers, supervisors and
employees.
• To ensure, protect, and clarify the rights and responsibilities of both the
employer and employees.

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INTRODUCTION

5
 ABOUT THE TOPIC

HUMAN RESOURCE POLICIES

Human Resource Policies refers to principles and rules of conduct which
“formulate, redefine, break into details and decide a number of actions” that
govern the relationship with employees in the attainment of the organization
objectives.

HR Policies cover the following:

1. Policy of hiring people with due respect to factors like reservations,

sex, marital status, and the like.
2. Policy on terms and conditions of employment-compensation
policy and methods, hours of work, overtime, promotion, transfer,
lay-off and the like.
3. Policy with regard medical assistance-sickness benefits, ESI and
company medical benefits.
4. Policy regarding housing, transport, uniform and allowances.
5. Policy regarding training and development-need for, methods of,
and frequency of training and development.
6. Policy regarding industrial relations, trade-union recognition,
collective bargaining, grievance procedure, participative
management and communication with workers.

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 TYPES OF HR POLICIES

HR policies could be classified on the basis of sources or description

On the basis of source

On the basis of their source, human resource policies could be classified into

1. Originated Policies - These are the policies usually established by the

senior managers in order to guide their subordinates.

2. Implicit Policies - These are the policies which are not formally
expressed; they are inferred from the behaviour of managers. They are
also known as Implied Policies.

3. Imposed Policies - Policies are sometimes imposed on the business by

external agencies such as government, trade associations and trade
unions.

4. Appealed Policies - Appealed policies arise because the particular case is

not covered by the earlier policies. In order to know how to handle some
situations, subordinates may request or appeal for the formulation of
specific policies.

On the basis of description

On the basis of description, policies may be general or specific.

1. General Policies - These policies do not relate to any specific issue in

particular. General policies are formulated by an organization's
leadership team. This kind of policies is called 'general' because they do
not relate to any specific issue in particular.

2. Specific Policies - These policies are related to specific issues like

staffing, compensation, collective bargaining etc. Specific policies must
confirm to the pattern laid down by the general policies.

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 PURPOSE OF HR POLICIES

HR policies can also be very effective at supporting and building the desired
organizational culture. For example, recruitment and retention policies might
outline the way the organization values a flexible workforce, compensation
policies might support this by offering a pay option where employees can take
an extra four weeks holidays per year and receive less pay across the year.

In actuality, policies and procedures serve a number of purposes:

1. They provide clear communication between the organization and their

employees regarding their condition of employment.

2. They form a basis for treating all employees fairly and equally.

3. They are a set of guidelines for supervisors and managers.

4. They create a basis for developing the employee handbook.

5. They establish a basis for regularly reviewing possible changes affecting

employees.

6. They form a context for supervisor training programs and employee

orientation programs.

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 FORMULATION OF POLICIES

The establishment of policies can help an organization demonstrate, both

internally and externally, that it meets requirements for diversity, ethics and
training as well as its commitments in relation to regulation and corporate
governance of its employees. For example, in order to dismiss an employee in
accordance with employment law requirements, amongst other considerations, it
will normally be necessary to meet provisions within employment contracts and
collective bargaining agreements. The establishment of an HR Policy which sets
out obligations, standards of behavior, and documents disciplinary procedures,
is now the standard approach to meeting these obligations. HR policies provide
frameworks within which consistent decisions are made and promote equity in
the way in which people are treated.

Human resource management consists of deliberate organizational activities

designed to improve employee productivity and administration through such
means as recruitment, compensation, performance, evaluation, training, record
keeping and compliance. HR policies should be developed for key HR
management functions covering eight commonly accepted responsibilities:

1. Compensation and benefits

2. Labour management relations
3. Employment practices and placement
4. Workplace diversity
5. Health, safety and security
6. Human resources information systems
7. Human resource research
8. Training and development

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 STEPS IN FORMULATING POLICIES

The following steps should be taken when formulating or revising policies:

1. Gain understanding of the corporate culture and its shared values

2. Analyse existing policies: both written and unwritten existing policies.
3. Analyse external influences: HR policies are subject to the influence of
many legislation, regulations and authorities, thus the codes of practice
issued by the professional institutions should also be consulted.
4. Assess any areas where new policies are needed or existing policies are
inadequate.
5. Check with managers, preferably starting with the organization's
leadership team, on their views about HR policies and where they think
could be improved.
6. Seek the view of employees about the HR policies, especially to the
extent for which they are inherently fair and equitable and are
implemented fairly and consistently.
7. Seek the view of the union's representatives.
8. Analyse the information retained in the previous steps and prepare the
draft policies.
9. Consult, discuss and agree on policies with management and union
representatives

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 SOURCES OF POLICIES

There are some principal sources for determining the content and meaning of
policies:

1. Past practices in the Instant Access Health IT Private Limited.

2. Business environment

3. Personnel Policies of similar concerns.

4. Attitudes and philosophy of founders of the company and also its

directors.

5. Attitudes and philosophy of management.

6. Objectives of the company.

7. The knowledge and experience gained from handling countless personnel

problems on day to day basis.

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 INFULENTIAL FACTORS

The following factors will influence the HR policies of an organization:

Laws of the country

The various labour laws and legislation pertaining to labour have to be taken
into consideration. Policies should conform with the laws of the country, state,
and/or province otherwise they are bound to cause problems for the
organization.

Social values and customs

Social values and customs have to be respected in order to maintain consistency
of behaviour throughout the organization. The values and customs of all
communities should be taken into account when framing policies.

Management philosophy and values

Management philosophy and values influence its action on matters concerning

employees. Therefore, without a clear, broad philosophy and set values, it
would be difficult for employees to understand management.

Financial impact
HR policies may affect productivity and an organization's overall finances if
they create unnecessary burdens or red tape for the organization's workforce.
Organizations may also want to consider how realistic it is to enforce a policy
fairly or keep it up-to-date as these have the potential to create issues amongst
employees.

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 BENEFITS OF HR POLICIES

Organizations should have personnel policies as they ensure the following

benefits:

1. The work involved in formulating policies requires that the management

give deep thought to the basic needs of both the organization and the
employees. The management must examine its basic convictions as well
as give full consideration to the prevailing practices in other
organizations.
2. Established policies ensure consistent treatment of all personnel
throughout the organization. Favoritism and discrimination are, thereby,
minimized.

3. Coherence of activity is guaranteed despite the fact that top

administration staff change. The CEO of an organization may have an
extremely solid faculty the executives theory. He/she may convey the
approaches of the association in his/her head, and he/she may apply them
in an altogether reasonable way. Yet, what happens when he/she resigns?
The residency of office of nay administrator is limited. In any case, the
association proceeds. Approaches advance dependability.

4. Policies serve as a standard of performance. Actual results can be

compared with the policy to determine how well the members of the
organization are living upto the professional intentions.

5. Sound policies help build employee motivation and loyalty. This is

especially true where the policies reflect established principles of fair play
and justice and where they help people grow within the organization.

6. Sound policies help resolve intrapersonal, interpersonal and intergroup

conflicts etc.

7. Sound policies create a good working culture and environment in an

organization.

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 PRINCIPLES OF HR POLICY

A. Principle of individual development to offer full and equal

opportunities to every employee to realize his/her full potential.

B. Principle of scientific selection to select the right person for the right
job.

C. Principle of free flow of communication to keep all channels of

communication open and encourage upward, downward, horizontal,
formal and informal communication.

D. Principle of participation to associate employee representatives at every

level of decision-making.

E. Principle of fair remuneration to pay fair and equitable wages and

salaries commensuration with jobs.

F. Principle of incentive to recognize and reward the good performance.

G. Principle of dignity of labor to treat every job and every job holder with
dignity and respect.

H. Principle of labor management co-operation to promote cordial

industrial relations.

I. Principle of team spirit to promote co-operation and team spirit among

employees.

J. Principle of contribution to national prosperity to provide a higher

purpose of work to all employees and to contribute to national prosperity.

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 OBJECTIVES OF STUDY

1. To study the HR Policies of Instant Access Health IT Private

Limited.

2. To study the amendments made in the HR Policies of Instant Access

Health IT Private Limited. since the time of incorporation.

3. To incorporate the amendments in the base policy and prepare a

final policy for the company.
4. To design a HR Policy manual for the company with special
emphasis on the “Managerial Service Conditions”.

5. To better understand the value, culture and environment of the

company and make HR policies accordingly.

SCOPE OF STUDY

In any organization human resource is the most important asset. And Instant
Access Health IT Private Limited is a growing start up.
As most of the company’s overall performance depends on its employee’s
performance which depends largely on the HR POLICIES of the organization.
So the project has wide scope to help the company to perform well in today’s
global competition.

The core of the project lies in analyzing and assessing the organization and to
design an HR POLICY manual for the organization.

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COMPANY PROFILE

16
 ABOUT INSTANT ACCESS HEALTH IT PVT. LTD.

Instant Access Health IT Private Limited company history began in 2015 when
the curiosity of an entrepreneur Mr Samarth Kulshreshtha, led him to create
distinctive product INSTANT.
Instant Access Health are market leaders in delivering digital enterprise mobility
solutions and digital enterprise marketing solutions to healthcare professionals
& institutions.
Instant Access Health IT Private Limited is DIPP, Ministry of Commerce &
Industry, Government of India & MSME recognized company, working towards
innovation, development or improvement of processes or services for healthcare
consumers. We were awarded with the “IT innovation” award on Rajasthan IT
Day for business model with a high potential of employment generation and
wealth creation.

Instant has business venture in B2B & hB2Cealthcare technology space.

In B2C, We have developed "INSTANT – Your Healthcare App " for our
consumers and In B2B, We have introduced a platform for doctors "Instant
Access Health MD."

Instant Access Health gives health consumers the ability to gather better, more
timely information and advice about medical procedures & treatments.

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 Vision

“Instant Access Health aim to digitize entire India in healthcare

services and equipped with technologically advanced healthcare
facilities”

Mission

“Instant Access Health aims to be leading health technology & data

science company, globally”.

AWARDS & RECOGNITIONS

• Recognition as start up by Department Of Industrial Policy and

promotion(DIPP), government of India.
• IT Innovation award on Rajasthan IT-Day.
• KYJ award by Dr. Subhash Chandra.
• MSME Certification.

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 DIRECTORS

Samarth Kulshreshtha – CEO & Director

Samarth Kulshreshtha is an entrepreneur, technocrat & philanthropist. He had

founded 2 start up companies Gadget-Tech (2013) & Instant Access Health
(2016). Currently, he is designated as CEO in Instant Access Health IT Pvt Ltd.

He had trained many young entrepreneurs as believes in "Entrepreneur backing

Entrepreneur”. He is passionate and keen on contributing and building
technology for making our world smaller and our future brighter.
He was awarded youngest Delegate of Rajasthan for his work in fields of
philanthropy and entrepreneurship key areas in 2015. He had been invited as a
delegate on behalf of Confederation of Indian Industry to MSME & corporate
events.

His current healthcare start up got Certificate of Recognition, by Ministry of

Commerce & Industry, Government of India.

On Rajasthan IT Day 2016 & 2017, he got words of appreciation and praise by
Honorable Chief Minister Smt. Vasundhara Raje &Chairman of Manipal Global
Education Sh. Mohandas Pai.

He also got an Entrepreneur Appreciation Award by Dr.Subhash Chandra,

Chairman, Sriram Group of Institutions, for his work in Healthcare
technology sector.

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Bindu Kulshreshtha- Advisor & Director

Running a Non-Profit Organization “Drishti”- it was started in year 2007. In

Drishti many eye camps and health check-ups camps were conducted in Dausa,
Dhaulpur, Bharatpur and in other rural areas of Rajasthan. We at “Drishti”
aiming to provide all solutions to rural population of our country.
Social worker- Along with the entrepreneur she is also a social worker. As a
social worker she believes that “one person can make a difference”. She works
to spread happiness.
Her empathetic and perceptive nature helps clients to open up and discuss the
issues or problems they faced in any part of business.

Her role in our advisory team is intuitive, she gave the problem everything she
have got, it will inspire our team to do the same which makes a good working
environment.

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PRODUCTS

Instant Your Health App- Market place

app for consumers.

A consumer experience platform especially

for health and wellness decisions.

Dr. Instant Clinic- Instant Access

Health MD a app for Health professionals.
A platform to build a better relationship
between health-professionals & patients.

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RESEARCH METHODOLOGY

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 RESEARCH METHODOLOGY

“Research Methodology” is a term made up of two words, research &

methodology. ‘Research’ means ‘search for knowledge’. It is a scientific and
systematic search for potential information on a specific topic. It is an art of
scientific investigation. It is careful investigation or inquiry especially for search
of new fact in any branch of knowledge.

METHOD OF DATA COLLECTION

Data can be of two type’s primary and secondary data. Primary data are those
which are collected afresh and for the first time, and it is in original form.
Primary data can be collected either through experiment or through survey. The
researcher has chosen the survey method for data collection. In case of survey,
data can be collected by any one or more of the following ways:

• Observation
• Questionnaire/ Google form
• Personal or Group Interview
• Telephone survey
• Communication with respondents
• Analysis of documents and historical records
• Case study
• Small group study of random behavior

I choose the questionnaire and google form methods of data collection due to
the availability of the employees/ interns in different locations. While designing
data-collection procedure, adequate safeguards against bias and unreliability
must be ensured. Whichever method is selected, questions must be well
examined and be made unambiguous. I have examined the collected data for
completeness, comprehensibility, consistently and reliability.

I have also gathered secondary data which have already been collected and
analyzed by someone else. I got various information from past HR Manual,
historical documents, and reports prepared by the other researchers. For the
present piece of research the investigator has used the following methods:

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 • Questionnaire
• Interview
• Observation

SAMPLE OF THE STUDY

I. A sample design is a definite plan for obtaining a sample from the

sampling frame. It refers to the technique or the procedure the
researcher would adopt in selecting some sampling units from which
inferences about the population is drawn. Sampling design is
determined before any data are actually collected for obtaining a sample
from a given population. The researchers must decide the way of
selecting a sample.

II. There are various methods of sampling like systematic sampling,

random sampling, deliberate sampling, mixed sampling, cluster
sampling, etc. Among these methods of sampling researcher has used
random sampling so that bias can be eliminated and sampling error can
be estimated. Designing samples should be made in such a fashion that
the samples may yield accurate information with minimum amount of
research effort.

SAMPLING

• Sampling may be defined as the selection of some part of an aggregate

or totality on the basis of which a judgment or inference about an entire
population by examining only a part of it.

• The items so selected constitute what is technically called a sample, their

selection process or technique is called sample design and the survey
conducted in the basis of sample is described as sample survey.

SAMPLE SIZE

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 In sampling design the most complicated question is: what should be the
size of the sample. If the sample size is too small, it may not serve to
achieve the objectives and if it is too large, we may incur huge cost and
waste resources. So sample must be of an optimum size that is, it should
neither be excessively large nor too small. Here, I have taken 20 as the
sample size.

ABOUT THE QUESTIONNAIRE

In this method a questionnaire and google form is sent to the Employees and
interns concerned with a request to answer the questions and return the
questionnaire or google form. The questionnaire/ Google form consisted of a
number of questions printed or typed in a definite order. The Employees and
interns has to answer the questions on their own. I have chosen this method of
data collection due to low cost incurred, it is free from bias of the interviewer
and respondent have adequate time.

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 HR POLICIES IN INSTANT
ACCESS HEALTH IT PRIVATE
LIMITED

26
27
 OBJECTIVES

In reviewing the purpose of HR Policies at Instant Access Health IT Private

Limited, the organization stated that the HR Policies has been a key part of the
management process for the effective utilization of human resource. The
company aims to fulfill the following objectives through its HR Policies:

i. Ensure a high degree of selectivity in recruitment so as to secure super

achievers and nurture them to excel in their performance.

ii. Impart such induction, orientation and training as to match the individual
to the task and inculcate a high sense of organizational loyalty.

iii. Provide facilities for all round of growth of individual by training in and
outside the organization, reorientation, lateral mobility and
selfdevelopment through self-motivation.

iv. Groom every individual to realize his potential in all facets while
contributing to attain higher organizational and personal goals.

v. Build teams and foster team-work as the primary instrument in all

activities.

vi. Recognize worthy contributions in time and appropriately, so as to

maintain a high level of employee motivation and morale. Appraisals
and promotions shall be ethical and impartial.

vii. Implement equitable, scientific and objective system of rewards,

incentives and control.

viii. Contribute towards health and welfare of employees.

These policies and procedures are intended to serve as guidelines to assist in the
uniform and consistent administration of personnel policies. This policy manual
is designed to provide essential information on how to accomplish an
agency/department mission within the administrative framework of Instant
Access Health IT Pvt Ltd.

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POLICIES AT INSTANT ACCESS HEALTH IT PRIVATE LIMITED

The various procedures that form the HR Policy of Instant Access Health IT
Private Limited are
:

1. Recruitment and selection of manpower

2. Induction and Placement

3. Code of conduct Policy

4. Work Environment

5. Counseling

6. Employment

7. IT, INTERNET, EMAIL & SOCIAL MEDIA POLICIES

8. Employee training and Development

9. Dress code policy

A brief preview of the above mentioned policies and the various objectives that
these policies aim to achieve are given in the next chapters.

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 RECRUITMENT POLICY

INSTANT ACCESS HEALTH IT PVT. LTD. recognises a robust and

professional approach to recruitment and selection helps us to attract and
appoint individuals with the necessary skills and attributes to fulfil our aims and
support our business goals.
All appointments should be made on the Principle of Merit, compliance with all
relevant Federal & State Legislation and adherence to this policy and
related processes.
Our Business recruits people via the following methods:
• Internal

• External

• Employee Referred

Procedure

1. Create a simple position description for the job covering key activities,
tasks, skills required, expectations, deliverables and safety considerations.
When advertising, avoid discriminatory language e.g. young person. Target the
requirements of the job e.g. we seek an energetic person.

2. The recruitment process may include some or all of these: an application

form, interviews, practical testing, reference checks, right to work in India
checks. If undertaking an interview ensure there are no possible discriminatory
requests for information, for example Do you plan to have a family in the near
future?

3. Give the successful candidate a contract of employment setting out clear

terms and conditions. This includes the nature of employment e.g. permanent
part time, casual. The contract should include a welcome note and start details.

4. Once the candidate has accepted, contact the unsuccessful candidates as a

matter of courtesy.

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 INDUCTION AND PLACEMENT POLICY

Policy INSTANT ACCESS HEALTH IT PVT. LTD. make sure that all new
employees feel welcome and are ready to start work safely and competently
through the use of a proper formal Induction process which this manual forms
part of.

Procedure
Complete an induction plan for each new starter with details of:

• Introductions

• Welcome tea

• Workplace tour

• Procedures and evaluation

• Business overview

• Who’s who

• Nominated buddy

• A working safely plan

• Training plan

• IT system orientation

• Copy of the Fair Work Information Statement

• Policy and procedural requirements, e.g. equal employment opportunity.

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 Code Of Conduct Policy

Purpose
This policy affirms Instant Access Health IT PVT. Ltd. belief in responsible
social and ethical behaviour from all employees. This policy clarifies the
standards of behaviour that Instant expects of all employees.

Principles
Our employees contribute to the success of our organisation and that of our
Partners. Instant Access Health IT PVT. LTD. fully endorse that all
employees are not deprived of their basic human rights.
Furthermore, our employees have an obligation to the Business, our Client
and themselves to observe high standards of integrity and fair dealing.
Unlawful and unethical business practices undermine employee and Client
trust.

Policy
Our Code of Conduct policy applies to all employees and provides the
framework of principles for conducting business, dealing with other
employees, Clients and provider. The Code of Conduct does not replace
legislation and if any part of it is in conflict, then legislation takes
precedence.
This policy is based on the following:
• Act and maintain a high standard of integrity and professionalism.

• Be responsible and scrupulous in the proper use of Company information,

funds, equipment and facilities.

• Be considerate and respectful of the environment and others.

• Exercise fairness, equality, courtesy, consideration and sensitivity in

dealing with other employees, clients and suppliers.

• Avoid apparent conflict of interests, promptly disclosing to a Instant

Access Health IT PVT. LTD. senior manager, any interest which may
constitute a conflict of interest.

• Promote the interests of Instant Access Health IT PVT.LTD.

• Perform duties with skill, honesty, care and diligence.

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 • Abide by policies, procedures and lawful directions that relate to your
employment with Instant Access Health ITPVT.LTD. and/or our
provider.

• Avoid the perception that any business transaction may be influenced by

offering or accepting gifts.

• Under no circumstances may employees offer or accept money.

• Any employee, who in good faith, raises a complaint or discloses an

alleged breach of the Code, whilst following correct reporting procedures,
will not be disadvantaged or prejudiced. All reports will be dealt with in
a timely and confidential manner.

Instant Access Health IT PVT.LTD. expects co-operation from all employees

in conducting themselves in a professional, ethical and socially acceptable
manner of the highest standards.

Any employee in breach of this policy may be subject to disciplinary action,

including termination. Should an employee have doubts about any aspect of the
Code of Conduct, they must seek clarification from the INSTANT Manager .

This policy will be regularly reviewed by Instant Access Heath IT PVT.LTD.

and any necessary changes will be implemented by the INSTANT Manager.

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 COUNSELLING POLICY

Counseling sessions, which are conducted by HR Department OR Professional

Counselor OR Performance Appraiser, are available to all the employees in
order to fulfill the following objectives:

 To enhance employees’ competence and job satisfaction.  To

prepare employees for future responsibilities.
 To establish a better working relationship between the superior
and subordinate.
To enable employees to cope with personal and professional problems.

IT, INTERNET, EMAIL & SOCIAL MEDIA POLICIES

Internet Use
The internet is provided by INSTANT ACCESS HEALTH IT PVT.LTD. for
business use. Limited private use is permitted if the private use does not
interfere with a person’s work and that inappropriate sites are not accessed e.g.
pornographic, gambling. Management has the right to access the system to
check if private use is excessive or inappropriate.

Failure to comply with these instructions is an offence and will be subject to

appropriate investigation. In serious cases, the penalty for an offence, or
repetition of an offence, may include dismissal. Staff need to be aware that
some forms of internet conduct may lead to criminal prosecution.

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Email Use

1. Email facilities are provided for formal business correspondence.

2. Take care to maintain the confidentiality of sensitive information. If emails

need to be preserved, they should be backed up and stored offsite.

3. Limited private use of email is allowed if it doesn’t interfere with or distract

from an employee’s work. However, management has the right to access
incoming and outgoing email messages to check if an employee’s usage or
involvement is excessive or inappropriate.

4. Non-essential email, including personal messages, should be deleted

regularly from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid
congestion.

5. All emails sent must include the approved business disclaimer.

To protect Instant Access Health IT PVT.LTD . from the potential effects of

the misuse and abuse of email, the following instructions are for all users:

1. No material is to be sent as email that is defamatory, in breach of

copyright or business confidentiality, or prejudicial to the good standing of
INSTANT in the community or to its relationship with staff, customers,
suppliers and any other person or business with whom it has a relationship.
2. Email must not contain material that amounts to gossip about colleagues
or that could be offensive, demeaning, persistently irritating, threatening,
discriminatory, involves the harassment of others or concerns personal
relationships.

3. The email records of other persons are not to be accessed except by

management (or persons authorised by management) ensuring compliance with
this policy, or by authorised staff who have been requested to attend to a fault,
upgrade or similar situation. Access in each case will be limited to the minimum
needed for the task.

4. When using email a person must not pretend to be another person or use
another person’s computer without permission.

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5. Excessive private use, including mass mailing, “reply to all” etc. that are
not part of the person’s duties, is not permitted.

6. Failure to comply with these instructions is a performance improvement

offence and will be investigated. In serious cases, the penalty for breach of
policy, or repetition of an offence, may include dismissal.

This policy also applies to all employees, provider and sub-provider of

INSTANT ACCESS HEALTH IT PVT.LTD. who: have an active profile on
a social or business networking site such as LinkedIn, Facebook, MySpace,
Friendster or Twitter write or maintain a personal or business’ blog; and/or post
comments on public and/or private web-based forums or message boards or any
other internet sites. This policy does not form part of an employee’s contract of
employment. Nor does it form part of any provider or sub-provider’s contract
for service.

Professional Use of Social Media

Guidance note (delete before publishing): The above list of duties is an optional
checklist to include in your policy. Please retain or delete duties as applicable to
your business. Instant Access Health IT PVT.LTD. expects its employees to
maintain a certain standard of behaviour when using Social Media for work or
personal purposes. This policy applies to all employees, provider and
subproviders of INSTANT who contribute to or perform duties such as:
• Maintaining a profile page for INSTANT ACCESS HEALTH IT PVT.
LTD. on any social or business networking site (including, but not limited
to LinkedIn, Facebook, MySpace, Friendster or Twitter);
• Making comments on such networking sites for and on behalf of
INSTANT ACCESS HEALTH IT PVT. LTD.
• Writing or contributing to a blog and/or commenting on other people’s or
business’ blog posts for and on behalf of INSTANT ACCESS HEALTH
IT PVT. LTD. and/or
• Posting comments for and on behalf of INSATNT ACCESS HEALTH IT
PVT. LTD. on any public and/or private web-based forums or message
boards or other internet sites.

Procedure

Guidance note (delete before publishing): If any of your employees or provider

engage in the types of the behaviour listed above, you should initiate your

36
performance improvement procedures. These are detailed in the Performance
Improvement policy section.

No employee, provider or sub-provider of INSTANT ACCESS HEALTH IT

PVT.LTD. is to engage in Social Media as a representative or on behalf of
INSTANT unless they first obtain INSTANT ACCESS HEALTH IT
PVT.LTD. written approval. If any employee, provider or sub-provider of
INSTANT is directed to contribute to or participate in any form of Social Media
related work, they are to act in a professional manner at all times and in the best
interests of INSTANT ACCESS HEALTH IT PVT. LTD.

All employees, provider and sub-provider of Instant Access Health IT

PVT.LTD. must ensure they do not communicate any:

• Confidential Information relating to {Business Name} or its clients,

business partners or provider.

• Material that violates the privacy or publicity rights of another party;

and/or

• Information, (regardless of whether it is confidential or public

knowledge), about clients, business partners or suppliers of Instant
Access Heath IT PVT.LTD. without their prior authorisation or approval
to do so; on any social or business networking sites, web-based forums or
message boards, or other internet sites.

Confidential Information includes any information in any form relating to

INSTANT ACCESS HEALTH IT PVT.LTD. and related bodies, clients or
businesses, which is not in the public domain. This includes ,but is not limited
to information relating to INSTANT.

Private / Personal Use of Social Media

Procedure
Guidance note (delete before publishing): If any of your employees or
contractors engage in the types of behaviour listed above then you should
initiate your performance improvement procedures. These are generally detailed
in the Performance Improvement policy section.

37
INSTANT ACCESS HEALTH IT PVT. LTD. acknowledges its employees,
provider and sub-providers have the right to contribute content to public
communications on websites, blogs and business or social networking sites not
operated by INSTANT. However, inappropriate behaviour on such sites has the
potential to cause damage to INSTANT ACCESS HEALTH IT PVT. LTD., as
well as its employees, clients, business partners.
For this reason, all employees, provider and sub-providers of INSTANT must
agree to not publish any material, in any form, which identifies themselves as
being associated with INSTANT ACCESS HEALTH IT PVT.LTD. or its
clients, business partners.

All employees, provider and sub-provider of {Business Name} must also refrain
from posting, sending, forwarding or using, in any way, any inappropriate
material including but not limited to material which:
• Is intended to (or could possibly) cause insult, offence, intimidation or
humiliation to Instant Access Health IT PVT.LTD. or its clients, business
partners.
• Is defamatory or could adversely affect the image, reputation, viability or
profitability of Instant Access Health IT PVT.LTD., or its clients,
business partners or.
• Contains any form of Confidential Information relating to Instant Access
Health IT PVT.LTD., or its clients, business partners.

All employees, provider and sub-provider of Instant Access Health IT

PVT.LTD. must comply with this policy. Any breach of this policy will be
treated as a serious matter and may result in disciplinary action including
termination of employment or (for provider and sub- providers) the termination
or non-renewal of contractual arrangements.
Other disciplinary action that may be taken includes, but is not limited to,
issuing a formal warning, directing people to attend mandatory training,
suspension from the workplace and/or permanently or temporarily denying
access to all or part of Instant Access Health IT PVT.LTD.’s computer network.
For the purposes of this policy, the following definitions apply:

Social Media includes all internet-based publishing technologies. Most forms

of Social Media are interactive, allowing authors, readers and publishers to
connect and interact with one another. The published material can often be
accessed by anyone. Forms of Social Media include, but are not limited to,
social or business networking sites (i.e. Face book, LinkedIn), video and/or
photo sharing websites (i.e. YouTube, Flicker), business/corporate and personal
blogs, micro-blogs (i.e. Twitter), chat rooms and forums and/or Social Media.

38
 TRAINING & DEVELOPMENT POLICY

Policy

INSTANT ACCESS HEALTH IT PVT. LTD. will give employees adequate

training to do their job safely and competently. Our business believes training is
a two-way process. We encourage employees to participate and to highlight any
gaps in their own skills or knowledge they believe they have.

Training includes internal on-the- job training, written instructions such as

standard operating procedures, coaching, external training and courses. Safety
training takes precedence.

INSTANT ACCESS HEALTH IT PVT. LTD. commits to providing every

employee with {X-X-X} Training days / monthly/annually.

 At Instant Access Health IT Private Limited, training and

development activities strive to ensure continuous growth of
organization by nurturing the strengths of the employees and
providing the environment and opportunity for every individual to
realize his/her potential.
 The policy aims at broadening the outlook of the individuals and
bridging the gap between actual performance and the performance
necessary to deliver results.
 Facilities are provided to all individuals towards self development
and all round growth through training.
 HR Department identifies average performers and provide special
training.

WORK ENVIORNMENT POLICY

Work Area

As many employees work in an open plan area, it is important that your workstation and or
desk remains clean and tidy and free of boxes, papers and magazines. Our expectation is
that your workstation will be cleared and tidied at the end of every day. Any items that
require storage should be put away, hard copy paper files should be kept to a minimum,
with soft copies of files stored on the relevant shared drive electronically.

39
Laptops should not be left on desks overnight unless you have your own lockable office.

Security

Entry to the Instant Access Health It Pvt Ltd premises during and / or outside of normal
business hours will be by way of keys/security pass. It is the responsibility of every Instant
employee to ensure that this key/security pass is kept in safe custody. It must be returned
on demand. If building access devices are lost or misplaced, you must notify your Manager
immediately so that they can be cancelled. Employees must ensure that all
confidential/sensitive documents are locked away at night. You should make sure that
your personal belongings and valuables are locked away and secured. Personal property is
not covered by Company insurance.

Kitchen and Bathrooms

Please keep the kitchen and bathroom areas clean at all times, cleaning up after use. You
should be mindful that these are public areas and you should be respectful to others by
always cleaning up after yourself. If you use dishes then wash them immediately after use. If
there are any issues with these facilities you should notify your Manager immediately.

Meeting rooms

If you need to book or use a meeting room please ensure that you book through the
receptionist/office manager/booking system. Please tidy up after meetings, take away your
dirty cups, files papers etc. Place chairs back in position and clean all work away.

Printing
Save costs on printing wherever possible by printing on both sides of paper. Please pick up all
printed matter off the printer and ensure that the printer is stocked with paper at all times.
Colour printing should be kept to a minimum.

Waste Bins

Most individuals will have these under their desk. These bins should be used for any items
which are not recyclable eg; plastics, metal, a pen, food scraps etc. Please use your

40
discretion and be mindful of disposing food scraps in the office. Liquids should not be
poured/ placed into bins.

Recycling Bins

Please recycle where you can using the appropriate bins. Only paper and cardboard with NO
company, client or candidate information is to be placed into these bins. NO general rubbish
is to be placed in these bins.

Security Disposal/Shredders

Paperwork with any sensitive or confidential Instant Access Health IT Pvt Ltd. information
needs to be disposed of by either being shredded or placed into the locked security disposal
bin. The key for this bin will be the responsibility of the Practice Manager. Documents to be
placed in the security bins include but are not limited to:
• Company Information

• Forms

• Terms and conditions

• Policies

The Noise Factor

Try to avoid shouting at each other across the office or on site at a partner and respect
people’s busy periods or meeting times. Or if someone is engrossed in something at their
computer or there are more than two people meeting with someone, it usually means they
are busy. Try to talk quietly when you are on the telephone and respect others around you.

41
 EMPLOYMENT POLICY

Your employment with Instant Access Health IT PVT. LID. is essentially

governed by your contract of employment, Instant Policies, in conjunction with
this Manual. The following section provides general information regarding your
pay, conditions and our expectations of you.

Payroll
Your pay cycle is monthly. Our pay cycle runs from Monday to Saturday over a
one month period and pays are processed on 7th day of next month, fortnightly.
Depending on which bank you use, some people may be able to access their pay
on Thursdays because this is the day payroll is actually processed. Pays will be
automatically deposited electronically into the bank account details provided to
Instant Access Health IT PVT.LTD..

Taxation payments are automatically deducted from your salary.

Superannuation payments are paid into your nominated fund.

Changing Pay Details

Please advise the {Insert Position Title} via email should you wish to change
any pay details like changing or closing your bank account. Please ensure you
notify us prior to the date you wish for the change to be effective by. Your
payroll contact is the {Insert Position Title} and all requests for changes should
be made via email.

42
Hours of Work

Office hours are generally between 9:00AM to 7PM Monday to Saturday. Your
hours of work will depend on business needs and the requirements of the work
you are assigned. Your Manager will work with you to establish your standard
hours of work and break times.

Instant Access Health IT PVT.LTD. adopts a common sense approach to

managing work hours.

Overtime and Additional Hours

Guidance note (delete this later ) Delete or adapt this section as relevant.
Overtime is work which is performed at the direction of the manager and which
is in excess of your contracted hours of work. If you cannot for some reason
work reasonable additional or overtime hours you must notify your Manager as
soon as practicable with the reasons as to why.

Lateness for work

Any absence or late arrival due to illness, injury or any other reason, and the
expected duration of leave must be personally reported to your supervisor as
soon as practicable(and prior to your normal starting time wherever possible). If
you are unable to do this personally , you are requested to ask someone to
telephone on your behalf.

Subsequent to this, you must keep your Manager informed of your progress.

Wherever possible you should make dental, medical, business or other

appointment outside your normal working hours. It is essential that you are
ready to commence work at your normal commencement time as other
employees and the business depend upon you and your contribution.

Reimbursement of Expenses

Instant Access Health IT PVT.LTD. will reimburse employees for preapproved

expenses properly incurred by employees in the proper performance of their
duties. Reimbursement will be subject to employees providing the Practice with
receipts or other evidence of payment and of the purpose of each expense, in a

43
form reasonably required by the Instant. Employees will also be required to
complete the Expense Reimbursement Form which is included in the Office
Forms section of this Manual.

Travel
Reasonable travelling expenses, where incurred in the performance of an
employee’s duties, will be reimbursed, provided that all claims are made on the
appropriate form, signed by the appropriate Manager and supported with the
necessary substantiating documentation. The payment of expenses is at all times
subject to the prior authorisation of, and at the discretion of, the Practice.

CAREER PLANNING POLICY

 Career Planning system in Instant Access Health IT Private Limited is

aimed at developing people of the right caliber to meet present and future
needs of the organization. It shall be an essential ingredient for Succession
Planning.
 The mandatory factors to be considered prior to career planning shall be:

a. The organization’s long and short term plans.

b. Manpower skills required towards implementing these plans.
c. Attrition rate of people with high potential, above average and
average caliber.
d. Recruitment through internal and external sources at all levels
and its ratio as appropriate to the organization.
e. The number of people recruited and trained every year.

The number of high flyers that the organization requires or can accommodate
within the organization at different levels for smooth succession.

44
 DATA ANALYSIS
AND
INTERPRETATION

45
 Recruitment and Selection Policy

1. Are you satisfied with the external recruitment sources performed in Instant

Access Health IT Private Limited

External recruitment sources

disagree
18%

agree
82%

INTERPRETATION: Regarding external recruitment sources 82% employees

are satisfied or agree whereas 18% are not satisfied which is performed in the
company. Therefore, the employees are satisfied by recruitment process.

46
2. Are you satisfied with the background checks conduct for employees and

interns.

Backgroud checks

31%

Agree
Disagree

69%

INTERPRETATION: Regarding background checks which is conduct for

employees and interns, 69% employees and interns are satisfied whereas 31%
employees and interns are not satisfied.

47
3. Are you satisfied with the monetary limits given to you for the expenses?

Expenses

21%

Agree
Disagree

79%

INTERPRETATION: Regarding monetary limits provided to employees and

interns for their expenses 79% of the employees and interns are satisfied and
21% of the employees and interns are not satisfied.

48
 A. INDUCTION

1.The induction programme of your organization is informal type.

Induction programme

18%

Agree
Disagree

82%

INTERPRETATION: Regarding induction programme which is conducted in

the organization, 82% of the employees are satisfied whereas 18% of the
employees are not satisfied.

2. The induction of your organization covers organizational

structure and policies.

49
 Induction

10%

Agree
Disagree

90%

INTERPRETATION: Regarding induction of organization, 90% of the

employees and Interns are satisfied and 10% of the employees and interns are
not satisfied. It means that most of the employees and interns are benefited.

B. TRAINING AND DEVELPOMENT

50
 a. For Employee performance is the training need analyzed in your
organization

Employee performance

24%

Agree
Disagree

76%

INTERPRETATION: Regarding employee and Interns performance, 76% of

employees and Interns are satisfied whereas 24% of employees and Interns are
not satisfied. It means that most of the employees and Interns get affected from
this evaluation.

b. Are you satisfied with the Classroom method adopted by your

organization to train the employees and Interns?

51
 27%

Agree
Disagree

73%

INTERPRETATION: Regarding Training and Development, 73% of the

employees/Interns are satisfied whereas 27% of the employees/ Interns are not
satisfied. It means most of the employees get affected but some of the
employees/Interns want training and development programmes to train
employees/Interns.

C. Effectiveness of training program in your Organization is evaluated by

observing the post training performance of employees and Interns.

52
 Effectiveness of Training program

32%

Agree
Disagree

68%

INTERPRETATION: Regarding effectiveness of training program, 68% of the

employees and Interns are satisfied whereas 32% of the employees and Interns
are not satisfied. It means that some of the employees and Interns want that
evaluation of effectiveness of training program should be done with some other
method.

D. CAREER PROGRESSION

c. Are you satisfied with the mentor system followed for career
progression?

53
 Mentor system

16%

Agree
Disagree

84%

INTERPRETATION: Regarding mentor system followed for career

progression, 84% of the employees and interns get benefited and only 16% of
the employees and interns are exempted.

d. Are you satisfied with the competence analysis and feedback

from manager?

54
 Competence analysis and feedback

22%

Agree
Disagree

78%

INTERPRETATION: Regarding competence analysis and feedback from

manager 78% of the employees and interns are satisfied whereas 22% are not
satisfied. It means that some of the employees and interns want feedback from
other source.

REWARDS AND RECOGNITION

1. Are you satisfied with the monetary rewards?

55
 Monetary Rewards

33%

Agree
Disagree

67%

INTERPRETATION: Regarding monetary rewards, 67% of the employees

and interns are satisfied whereas 33% of the employees and interns are not
satisfied. It means that some of the employees and interns want to implement
non-monetary rewards in the organization.

56
 CONCLUSION

Study of HR policies at Instant Access Health IT Private Limited shows that-

1. The Policy of the company provides facilities for all round growth of
individuals by training in-house and outside the organization,
reorientation, lateral mobility and self-development through
selfmotivation.
2. The Policy grooms every individual to realize his potential in all facets
while contributing to attain higher organizational and personal goals.
3. The Policy builds teams and foster team-work as the primary instrument
in all activities.
4. The Policy implements equitable, scientific and objective system of
rewards, incentives and control.
5. The Policy recognizes worth contributions in time and appropriately, so
as to maintain a high level of employee/Interns motivation and morale.
6. The employees agree on the part of their performance that they know
what is expected from them.
7. The employees understand how their work goals relate to company’s
goals.
8. Company inspires the employees/ Interns to do their best work every day.
9. Some of the employees/ Interns are satisfied with the communication and
decision-making process as it does not leaks the information related to
organization.
10. According to the study some employees/ Interns do not receive the
appropriate recognition and rewards for their contributions and
accomplishments.
11. The employees/interns feel that they are not paid fairly for the
contributions they make to company’s success.

57
 SUGGESTION & RECOMMENDATION

After having analyzed the data, it was observed that the HR policies play a very

important role in any organization.

1. The employees/interns are satisfied with the recruitment process.

2. As 31% of employees/interns are not satisfied with the background

checks conduct policy of the company, Organization needs to work on

that and should find a suitable way for the same.

3. Some of the employees/interns are not satisfied with monetary or

expenses limit provide by the company, so company should not limit the

employees/ interns expenses.

4. Organization should improve the induction program which is conducted

inside the organization, though the employees/interns are benefited from

this induction program but needs to change the method of induction

process.

5. The Training should be mandatory for all level of employees, as most of

the employees/interns feels the necessity of the training and development

program in the organization.

6. Organization needs to change the method of training program in order to

increase the effectiveness of the employees/interns

58
7. The Performance Appraisal of employee is evaluated on the basis of 360

degree feedback or 180 degree feedback.

8. The Organization should focus on mentor system intend to help

employees in their career progression.

9. The Organization should conduct competence analysis and feedback from

some other source rather than the manager

10.Organization should implement non-monetary reward and recognition in

the organization.

Other suggestions-

1. The Departments should develop constructive attitude towards each

other.

2. The company should give the appropriate recognition for the

contributions and accomplishments made by employees. A flexible

reward system should be adopted by organization to improve

employee motivation and retention.

3. A more transparent and full proof communication system developed in

the organization.

4. Wages and salary administration process should have a more scientific

approach laying stress on equal wages for equal work done.

59
 BIBLIOGRAPHY

Books:

“Human Resource Management” by Ashwathapa.

“Human Resource Management” by Michael Armstrong.

“Human Resource Policy Analysis: Organizational Applications” by Richard J.Niehaus.

Journals & Articles:

1. Articles by T.V.Rao Learning Systems.

2. Policies of Instant Access Health IT Pvt. Ltd.

3. Documents of Instant Access Health IT Pvt. Ltd.

Websites:

www.citehr.com

www.ask.com

www.wikipedia.com

www.hrgroup.com

www.ppspublishers.com

www.scribd.com

www.tvrls.com

60
ANNEXURES

61
Name of Employee/intern: -----------------------------------------------------------------------
Designation/Department: ----------------------------------------------------------------------

QUESTIONNAIRES

A. Recruitment and Selection

1. Are you satisfied with the external recruitment sources performed in

your organization.
1. Agree 2. Disagree
2. Are you satisfied with the monetary reward given on bringing a
candidate on board?
1. Agree 2. Disagree
3. Are you satisfied with the background checks conduct for employees.
1. Agree 2. Disagree
4. Are you satisfied with the monetary limits given to you for the
expenses?
1. Agree 2. Disagree
B. Induction

1. The induction programme of your organization is informal type.

1. Agree 2. Disagree
2. The induction of your organization covers organizational structure
and policies.
1. Agree 2. Disagree
C. Training and Development

1. For Employee performance is the training need analyzed in your

organization.
1. Agree 2. Disagree
2. Are you satisfied with the Classroom method adopted by tour
organization to train the employees?
1. Agree 2. Disagree

62
 3. Effectiveness of training program in your Organization is evaluated by
observing the post training performance of employees.
1. Agree 2. Disagree

D. Performance Appraisal

1. Are you satisfied with the Balanced Scorecard method?

1. Agree 2. Disagree
2. Are you satisfied with the feedback given to you by organization?
1. Agree 2. Disagree

E. Career Progression

1. Are you satisfied with the mentor system followed for career progression?
1. Agree 2. Disagree
2. Are you satisfied with the competence analysis and feedback from
manager?
1. Agree 2. Disagree

F. Leave Policy

1. Are you satisfied with the privilege leave provided to you?

1. Agree 2. Disagree

G. Communication and Decision making process

1. Are you satisfied with the informal communication pattern?

1. Agree 2. Disagree
2. Are you satisfied with the opinion survey and Department
meeting?
1. Agree 2. Disagree

H. Rewards and Recognition

1. Are you satisfied with the monetary rewards?

1. Agree 2. Disagree

63