99.Model Standard Operating Procedure

Overview
	A Standard Operating Procedure (SOP) is a set of written instructions that document a routine or repetitive activity followed by an organization. The development and use of SOPs are an integral part of a successful quality system as it provides individuals with the information to perform a job properly, and facilitates consistency in the quality and integrity of a product or end-result. SOPs describe both technical and fundamental programmatic operational elements of an organization that would be managed under a work plan or a Quality Assurance (QA) Project Plan
Purpose
	SOPs detail the regularly recurring work processes that are to be conducted or followed within an organization. They document the way activities are to be performed to facilitate consistent conformance to technical and quality system requirements and to support data quality. SOPs are intended to be specific to the organization or facility whose activities are described and assist that organization to maintain their quality control and quality assurance processes and ensure compliance with regulations. If not written correctly, SOPs are of limited value. In addition, the best written SOPs will fail if they are not followed. Therefore, the use of SOPs needs to be reviewed and re-enforced by management, preferably the direct supervisor. Current copies of the SOPs also need to be readily accessible for reference in the work areas of those individuals actually performing the activity, either in hard copy or electronic format, otherwise SOPs serve little purpose.
Benefits
	The development and use of SOPs minimizes variation and promotes quality through consistent implementation of a process or procedure within the organization, even if there are temporary or permanent personnel changes. SOPs can indicate compliance with organizational and governmental requirements and can be used as a part of a personnel training program, since they should provide detailed work instructions. It minimizes opportunities for miscommunication and can address safety concerns. When historical data are being evaluated for current use, SOPs can also be valuable for reconstructing project activities when no other references are available. In addition, SOPs are frequently used as checklists by auditors when auditing procedures. Ultimately, the benefits of a valid SOP are reduced work effort, along with improved comparability, credibility, and legal defensibility.
SOP Review and Approval
	SOPs should be reviewed (that is, validated) by one or more individuals with appropriate training and experience with the process. It is especially helpful if draft SOPs are actually tested by individuals other than the original writer before the SOPs are finalized.
Standard Operating Procedure
1.   Work order confirmation procedure.
	·         An enquiry receives by the company. ·         Company before making a proposal evaluate various aspects of the job such as Ø  Labour cost Ø  Material cost Ø  Availability of material Ø  Other overheads Ø  Time for completion of the work Ø  Required profit ·         Arrive at a final figure ·         Submit the proposal ·         Negotiate with the party and finalise the proposal ·         Enter into an agreement with the party. ·         Obtain advance payment to begin the work.
2.   Execution of work. Company can either outsource/sub contract the work or decides to do itself. If company decides to execute the work itself:
	2.1.      Selection of supplier 2.1.1.         Estimate the required quantity and quality of the material 2.1.2.         Collect details of the major suppliers of the material. 2.1.3.         Get at least three quotations for each material. 2.1.4.         Make price negotiations with the suppliers. 2.1.5.         Select one which is most advantageous to the company based on price, time and terms of delivery, payment etc. 2.1.6.         Communicate the matter to all participants. 2.1.7.         Enter into an agreement with the supplier.
	2.2.      Placing Purchase order. 2.2.1.         Supervisor submits the material requirements to Accounts department. 2.2.2.         Accounts Manager verifies the request and sends it to the FM together with details of fund requirement and availability. 2.2.3.         FM after consulting with the Managing Director sends Purchase order to the supplier with intimation to AM and Supervisor. 2.2.4.         Accounts Manager has to maintain separate file for each supplier with all details and copies of documents.
	2.3.      Receiving of material 2.3.1.         Material arrive at site 2.3.2.         Supervisor verifies the quantity and quality of the material 2.3.3.         Compare with the bill and PO and note the discrepancy, if any. 2.3.4.         In bill, he receives the material. 2.3.5.         Supervisor prepares the “Material Receipt” report and sends it to the Accounts department together with bill accompanied with the material. 2.3.6.         He has to maintain copies of all documents for each material. 2.3.7.         Supervisor shall maintain a stock register at site. 2.3.8.         Supervisor shall intimate the AM the usage of material every day. 2.3.9.         AM shall update his stock register.
	2.4.      Payment to the supplier 2.4.1.         Accounts department receives the material receipt from the Supervisor. 2.4.2.         AM compares material receipt, bill, PO and verifies the amount in the bill is correct and send to the FM. 2.4.3.         After verification and comparing with the agreement with the supplier approve the bill and send to Cashier. 2.4.4.         Cashier prepares cheque and submits to the Managing Director together with all supporting documents. 2.4.5.         Being communicated with all the incidents, Managing Director signs the cheque. 2.4.6.         Cashier sends all documents to Accounts Department and keeps a cheque register. 2.4.7.         Accounts department dispatch the cheque to the party and enter the details of cheque on the back side of the bill and keep the documents in concerned files. 2.4.8.         FM has to ensure passing of cheque in bank.
3.   Completion of work
	3.1.      Supervisor confirms the completion of the work to the Accounts department. 3.2.      Accounts department verifies the account details of that concerned work and prepares a report including total expenditure incurred, payment given, payment pending to be given, part payment received from the party, any EMI pending with the party, any advance given to any supplier etc and submit it to the FM. 3.3.      FM verifies the data and after consulting with the Managing Director, intimates the party for inspection of the completed work and take steps to settle the pending transactions as reported by the Accounts Department. 3.4.      At the satisfaction of the party, give letter to the party to take over the completed work. 3.5.      Fix a date and hand over the completed work and obtain a certificate from the party that they received the work in full satisfaction. 3.6.      Try to obtain a maintenance contract.
4.   Maintenance of site imprest
	4.1.      Supervisor has to maintain a petty cash as decided by the FM and meet exigencies only after getting permission from the AM. 4.2.      Submit the details of expenses together with all supporting documents to the AM every Friday. 4.3.      Accounts department enquires the transactions, verifies with supporting documents and send to FM for approval. 4.4.      Accounts department gave back the required amount to maintain the Petty cash. 4.5.      Any discrepancy should be adjusted with the salary of Supervisor.
5.   Casual Labours
	5.1.      In every morning at 9.30 AM Supervisor intimate the HR Manager the number of employees engaged in the site and he has to maintain a register in this regard.
	5.2.      Supervisor shall maintain a casual labour register and wage register at site. 5.3.      HR Manager calculate the wages and send to Accounts 5.4.      Accounts department verifies it and send to the FM for approval. 5.5.      After approval, Cashier issues the cheque/transfer the funds. 5.6.      Wage day shall be Friday afternoon. 5.7.      Site inspection should be done once in fortnight by Accounts department and compare and verify the registers. 5.8.      Every Monday, supervisor has to courier a photocopy of the concerned page of wage register to Head Office.
6.   General Company Rules
	6.1.      Attendance Normal hours of work range from 9.30 am to 5.30 pm Monday to Saturday. An Employee is expected to log a minimum of 48hrs of work for regular 6day weeks. Employee is expected to work additional hours if business requires it. Regular attendance and reporting to work on time is expected from all employees. If an employee cannot report for work he/she should notify his/her Reporting Officer promptly, concerning the reason and probable duration of absence. If one is not able to reach office on time or leaves office before time, it has to be notified and approved by the Reporting Officer. If the time spent by an employee out of office during office hours is more than an hour per week, he/she may be asked to apply for leave. This can be exempted based on the recommendation of the Reporting Officer. It is the employee’s responsibility to make sure his/her absence is properly recorded. Attendance has to be marked at the front office register, daily
	6.2.      Dress Code Employees are expected to carry himself/ herself well and maintain the decorum of the office.
	6.3.      Network and Data Security Policy 6.3.1.         The network is protected by firewall and all systems in the network are installed with the latest antivirus definitions 6.3.2.         Any employee who suspects that his/her workstation has been infected by a virus should immediately notify his HoD. 6.3.3.         Employees shall not install/download software unless authorized by System department 6.3.4.         Employees shall not use USB devices like memory stick, pen drives; zip drives and all sorts of removable data storage devices to copy data from the office network. Proper authorisation has to obtained if any data needs to be copied and taken out of the office perimeter
	6.4.      Internet Usage Policy 6.4.1.         Access to the Internet is provided to employees for the benefit of Project/Business development. Employees are responsible for ensuring that the Internet is used in an effective, ethical, and lawful manner 6.4.2.         No chat programs (other than Yahoo/Skype) to be installed unless required for official purposes 6.4.3.         Office email-id should not be used to send or forward chain e-mail 6.4.4.         Do not transmit copyrighted materials without proper permission 6.4.5.         Avoid conducting personal business using company resources 6.4.6.         Avoid transmitting any content that is offensive, harassing or fraudulent
	6.5.      Salary Salary will be credited on the 5th day of every month; or the next working day in case 5th falls on a holiday. Salary will be revised annually after individual performance evaluation/ appraisal. The organization reserves the right to deduct money (from salary) which the employee owes to the company including, without limitation, any overpayments or loans made to him/her or losses suffered by the company as a result of his/her negligence or breach of contract.
	Procedure for salary issue
	6.6.      Selection of employees 6.6.1.         Find a suitable employee either through advertisement or by any other means. 6.6.2.         Get applications and copies of certificates. 6.6.3.         Conduct an interview. 6.6.4.         Select one person. 6.6.5.         Give appointment order asking report before FM 6.6.6.         Induct him to the office.

7.   Duties and responsibilities of various positions.
7.1.      HR-Cashier                                                            report to the FM
shall not:
1.	issue salary without the approval of FM
2.	Issue cheque/payment, if not approved by FM
Shall
1.	Update and maintain leave register.
2.	Update and maintain attendance register.
3.	Update and maintain Salary register
4.	Maintain Personal files of employees.
5.	Update and maintain a data base of the employees of the company.
6.	Maintain a cash book/ register.
7.	Submit daily cash flow details to the FM
8.	Receive and deposit cheques in Bank in time.
9.	Reconcile the bank statements in every month.
7.2.      Accounts Manager                                                          report to FM
shall not
1.
Shall
1.	Verify that the entries are making properly
2.	Every transaction is supported by supporting documents.
3.	Ensure that papers are put in files daily and keeping them up to date.
4.	Ensure reconciliation of bank statements monthly.
5.	Prompt follow up of trade receivables.
6.	Ensure the passing of cheques in banks.
7.	Give necessary directions to the Accounts Assistant.
8.	Ensure that the received cheques are depositing in banks without delay.
9.	Ensure the proper supply of material and its payment.
10.	Verify all receipts and payments before submitting to the FM for approval
7.3.      Supervisor                                                                     report to FM
Shall not
1.
Shall
1.	Maintain stock register, wage register, casual labour register at site.
2.	Give all required data to Head Office promptly.
3.	Maintain site imprest
4.
7.4.      Financial Manager                                               report to the Board
Shall not
1.	Approve any payment, purchase order, if not verified by the Accounts Manager/Department.
2.	Finalize any proposal or supplier without consent of the Board/Managing Director.
3.	Incur major expenses without the consent of the Board
Shall
1.	Ensure prompt payment to parties.
2.	Ensure availability of required material
3.	Ensure timely collection of payments.
4.	Ensure that nothing is paid as penal interest.
5.	Ensure sufficient stock of material.
7.5.      Managing Director
Shall not
1.	Give oral orders directly to employees.
2.	Appoint any employee without getting written application, personal details, and copies of certificates.
3.	hand over appoint order in hand or oral appointment orders
4.	Sign cheques if it is not approved by the FM.
Shall
1.	Appoint only qualified persons in important positions.
2.