Sie sind auf Seite 1von 24

STANDARD WORK PROCESS PROCEDURE

NO. KPA 61 REV 1.1 PAGE 1 OF 24 EFFECTIVE : 01 MARCH, 2011

COMMUNICATION SERVICES
HOD ADM Brig. Ravindran Nair HOD PRJ Sathiyanarayanan HOD P & IT Anil Kumar HOD IA N.Venkatramani Vice Chairman, SDL Ravi Menon HOD FIN S. Baaskaran

1.0

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

2.0
2.1

SCOPE
This document is applicable to all departments at SDL. The requirements of Karnataka are being coordinated by ADM at Head Office (HO) while for other locations, it is done locally under the aegis of the respective Location Head. Any deviations from this process needs documentation and will involve the respective HOD seeking approval from the Process Cell on a case-by-case basis.

2.2

3.0
3.1

DEFINITIONS
Land Line A land line refers to a telephone line which travels through a solid medium, either metal or optic fibre. It is a physical connection between two telecommunication devices. In short, it is a traditional wired phone service.

3.2

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

3.3

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

3.4

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

3.5

EPBAX

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 2 Of 24

Electronic Private Branch Automatic Exchange (EPBAX) is a telephone exchange that serves a particular business or office. 3.6 Projects (Real Estate) Department (PRJ) Projects (Real Estate) Department (PRJ) is responsible to execute projects with quality standards within the estimated cost and stipulated time in a safe and clean working environment. It is also responsible to construct state of the art facilities and have a constant endeavor to bring new innovations in the field. 3.7 Internal Audit Department (IA) Internal Audit Department (IA) undertakes an independent, objective assurance and consulting activity designed to add value and improve organizations operations. It helps the organization accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of control and governance processes. 3.8 Finance Department (FIN) Finance Department (FIN) handles all the financial aspects of the organization including managing employees payroll, making vendor payments, submitting bills to clients, managing customer accounts. It also maintains / manages all the financial accounts as per the statutory regulations. 3.9 Administration Department (ADM) Administration Department (ADM) provides basic essential goods and services to the employees in their work environment and their welfare at the sites and offices, so as to efficiently and actively sustain the administrative needs of the company. It essentially includes accommodation, security, medical services, concierge services, house keeping, communication services, stationery & printing, couriers and some day to day miscellaneous functions. 3.10 Process And Information Technology Department (P&IT) Process and Information Technology Department (P&IT) defines and manages all the processes for the organization via the Process Cell. It also manages all the Information Technology related elements like network infrastructure, server room, hardware and software applications including the Enterprise Resource Planning (ERP) application, email application and all other internally developed applications. 3.11 Location Head Location Heads are the senior most managerial staff of the company located at each outstation location fully responsible for the routine day to day functioning of all projects in that location. He is the approving authority on local administrative and functional issues where authorized by management. All such administrative and functional aspects should be within the framework of policies and guidelines enunciated by the HO.

4.0
4.1

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

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES
5.0
5.1 5.1.1

NO. KPA 61 REV 1.1 PAGE 3 Of 24

RESPONSIBILITIES
ADM Communication Services Coordinator (CSC) Communication Services Coordinator (CSC) is responsible for the following activities: a. Identifying the service provider and negotiating the terms and conditions b. Preparing the draft MoU to be signed with the service provider c. Receiving the request from the concerned employee / project duly approved by their respective HODs for services such as land line / broad band / SIM card d. Getting the request approved by HOD ADM for further processing. For employees below the level of Assistant Manager, specific approvals with justification from concerned HOD to be obtained before final approval by HOD ADM e. Processing the application with the service provider by enclosing all relevant documents and following it up with them for providing efficient and timely services f. Informing the employee / project on receiving the connection. In case of mobile connections, handing over the SIM card after activation to the concerned employee

g. Updating the mobile list as soon as the SIM is activated h. Receiving the company provided SIM card from the employee on his resignation. Obtaining from service provider, unpaid billing amount for final clearances by the employee and thereafter cancel the connection i. Receiving the invoices pertaining to the service rendered from the service providers within the stipulated dates. Sending the bills to the employees / departments / projects concerned, for verification and personal call declaration if any Ensuring the landline / broadband bills are counter signed by the respective users for its veracity. Ensuring the mobile bills are returned by the employees highlighting their respective personal calls by 14th of every month

j.

k. Obtaining from ADM HOD, details of bills in respect of Chairman / Vice Chairmans office, since VIP connection bills are received in a CD directly by the HOD ADM l. Preparing monthly consolidated statements with departmental details duly approved by HOD ADM. Sending the bills along with approval to FIN for further processing

m. Forwarding to FIN, the consolidated recovery statement in cases where the individual bills are over and above the prescribed eligibility limit n. Forwarding to FIN, the consolidated reimbursement statement pertaining to official calls made by the employee o. Processing the monthly bills through ERP and sending the bills along with the approval to FIN for further processing p. Following up with FIN to ensure the payments to the service providers are made well within the due dates q. Ensuring the payments are made through EFT system wherever possible. If not, receiving the cheque from FIN and handing over the same to the service provider r. Regularly monitoring the services provided by the service providers. In case of discrepancies in the services rendered, initiating appropriate actions for reconciliation with the service provider

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 4 Of 24

s. Providing clarifications to employees regarding the recovery / reimbursement made towards the monthly bills in their salaries t. Coordinating for specialized services like video conferencing, voice recorders, conference calls, fancy numbers, toll free numbers on case-by-case basis

u. Procuring of communication devices like mobile handsets and land line instruments as per the procurement policies in vogue v. Ensuring safe custody of SIMs and other items at all times w. Coordinating with concerned electrical staff / authorized service centers for repairing faulty digital phones and fax machines. Before repairing any items, carry out cost analysis and obtain approval from HOD ADM. Thereafter, raise service request to PUR for releasing of service order x. Retaining the mobile bills and personal calls declaration details in the mobile master file y. On closure of various projects, informing service provider for shifting / closure of the services z. Preparing the MIS and COH reports for communication services by the stipulated dates and submitting it to HOD ADM 5.1.2 HOD ADM HOD ADM is responsible for the following activities: a. Approving the appointment of the service provider based on the inputs of the CSC b. Perusing the draft MoU prepared by CSC and signing the same c. Approving the request for providing landline / broadband / SIM card services d. Approving the provisioning of direct land line facility as a special case to those employees below the grade of SVPs e. Approving the provisioning of zero dial facility / SIM card as a special case to those employees below the grade of Assistant Manager f. Approving the request for reallocation of SIM card on resignation of an employee

g. Receiving the bills pertaining to Chairman / Vice Chairmans Office and handing over relevant details from it to CSC for bill processing h. Periodically reviewing the tariff rate and rate plans of the service providers to optimize the expenditure i. j. Reviewing the eligibility of mobile usage limits of employees based on usage pattern and tariff plan Approving the monthly bills with deductions if any based on the remarks endorsed by CSC

k. Requesting P&IT for arranging to provide alternate communication arrangements like data card for carrying out functions like ERP transactions, and management of e-mails l. Approving the request for specialized services like video conferencing, voice recorders, conference calls, fancy numbers, toll free numbers on a case-by-case basis

5.2 5.2.1

PRJ / CON / ALL DEPARTMENTS / DIVISIONS HODs a. Analyzing the need and requirement of communication facilities for his departmental employee, considering the nature of job and other aspects

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 5 Of 24

b. Approving the request for providing landline / broadband / SIM card services as per the existing company policy c. Properly justifying those cases where landline / SIM cards are requested for employees below the grade of Assistant Managers d. Requesting the reallocation of SIM card on resignation of an employee e. Ensuring the judicious use of landline / mobile services by the departmental employees f. Verifying and approving the monthly bills of their departmental staff

g. Verifying and approving the official call declaration above the eligibility limit of the departmental staff for enabling them to claim refund 5.2.2 Employees Employees are responsible for the following activities: a. Raising request for landline / SIM card services as per the existing company policy and obtaining their respective HODs approval for the same b. Using the landline / mobile services in a judicious manner such that the bills do not exceed the eligibility level c. Honestly declaring the personal calls in the monthly bills and getting it approved by the respective HODs before forwarding to ADM d. In case the monthly bills are over and above the prescribed eligibility limit due to official calls made, declaring the same and getting it approved by the respective HODs before forwarding to ADM for processing the reimbursement e. Ensuring safe custody of the SIM card and instruments if issued to them f. Bringing to the notice of CSC any discrepancies in the monthly bills g. On loss / theft of mobile, informing the service provider and CSC for blocking of the SIM h. During International travel, controlling mobile usage by resorting to cost saving measures like purchasing and using of local SIM, calling card and disabling the blackberry functions where applicable i. j. 5.3 Restricting usage of mobiles while on roaming mode Informing CSC in case of change in location / resignation and handing over the SIM to him

Location Heads Location Heads are responsible for the following activities: a. Appointing the service provider based on the inputs of the local CSC and ADM HOD at HO b. Approving the request for providing landline / broadband / SIM card services as per the existing company policy c. Approving the provisioning of zero dial facility / SIM card as a special case to those employees below the grade of Assistant Managers in consultation with HOD ADM d. Approving the request for reallocation of SIM card on resignation of an employee e. Approving the monthly bills with deductions if any based on the remarks endorsed by local CSC f. Periodically reviewing the tariff rate and rate plans of the service providers to optimize the expenditure

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 6 Of 24

g. Ensuring the judicious use of landline / mobile services by the employees in their locations h. Verifying and approving the monthly bills of their staff i. j. Verifying and approving the official call declaration above the eligibility limit of their staff for enabling them to claim refund Coordinating for specialized services like video conferencing, voice recorders, conference calls, fancy numbers, toll free numbers on a case-by-case basis

k. On closure of various projects, informing service provider for shifting / closure of the services. 5.4 5.4.1 FIN Accountant Service Bill Payment Accountant - Service Bill Payment is responsible for the following activities: a. Receiving the monthly bills from ADM with supporting documents b. Initiating the bill payment process c. Processing the payments in ERP and forwarding to IA for approval d. Answering queries raised by IA pertaining to the payments e. Making EFT payments if possible or else, preparing cheques and forwarding it to ADM 5.4.2 Supervisor Payroll Supervisor Payroll is responsible for processing the recovery / reimbursement of the mobile bills of the employees as part of the monthly salaries as per the details provided by CSC. 5.5 5.5.1 IA Internal Auditor Internal Auditor is responsible for the following activities: a. Verifying documents such as agreement with the service provider and other relevant details provided by ADM are in order b. Verifying the monthly bills raised by the service provider c. Raising objections and seeking clarifications if there are any issues with respect to bills raised d. Approving payments in ERP 5.6 5.6.1 P&IT HOD P&IT HOD P&IT is responsible for the following activities: a. Providing appropriate technical advice to ADM on communication services b. In case of connectivity issues at sites / offices, provisioning of alternate arrangements like data card 5.7 PUR

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES
5.7.1 Purchase Coordinator Purchase Coordinator is responsible for the following activities: a. Raising service orders based on the service request raised by CSC

NO. KPA 61 REV 1.1 PAGE 7 Of 24

b. Procuring at most competitive rates, communication devices such as land line instruments, mobile handsets and data cards 5.8 Service Provider Service Provider is responsible for the following activities: a. Providing high quality services as per the agreed terms and conditions b. Keeping HOD ADM / CSC informed about new packages launched from time to time c. Processing the service request on an urgent basis if situation demands d. Blocking the SIM card immediately once notified by the employee / CSC and reactivation of the connection by issuing the swap cards e. Submitting the bills to CSC on a monthly basis for the service(s) rendered f. Providing clarifications and reconciliation for any discrepancies raised by CSC in the bills

6.0
6.1

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

6.2

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

6.2.1

Landline

6.2.1.1 Policy a. Direct landline connections with STD / ISD facilities are provided to Sr. VPs and above only, if they desire b. Direct landline facility to below Sr. VP is provided only for special cases with the approval of HOD ADM c. Digital phone are provided to Sr. VP and above while normal instruments are provided to others d. For each project site, two connections are provided, one for site office and the other for ERP operations e. Landline extension through EPBAX is provided to employees who are constantly communicating with external vendors or customers

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES
f.

NO. KPA 61 REV 1.1 PAGE 8 Of 24

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

g. All land lines are provided under the aegis of BSNL. However, in certain circumstances other private service providers may be contracted h. Request for specialized services like video conferencing, voice recorders, conference call, fancy numbers, toll free numbers are separately approved by HOD ADM on a case-by-case basis 6.2.1.2 Procedure The process to be adopted for landline / broad band connections is as under: a. A request is sent to the CSC duly signed by the respective HOD b. The request is then scrutinized for veracity and approved by the HOD ADM c. ADM identifies and selects a service provider, based on competitive rates, efficient services and availability of service in that area d. CSC processes application with the service provider enclosing all relevant documents and follows up with the service provider to ensure connection is installed at the earliest e. CSC informs and takes feedback from employee/project on receiving the connection f. On closure of various projects, CSC informs service provider for shifting / closure of the services

6.2.1.3 Repairing And Servicing The process to be adopted for repairing faulty equipment is as under: a. Coordinate with the electrical maintenance staff to repair faulty digital phone and fax machines b. If it is beyond the electrical maintenance staffs capability, the equipment is serviced by the authorized service centre after doing the costs analysis and obtaining approval from HOD ADM c. After obtaining necessary approvals, the service request is forwarded to PUR for the release of service order and thereafter to FIN for payment d. The bills are routed through R-Construct of ERP under the service items column 6.2.2 Mobile Communication The company provides SIM cards to its employees as per HR policy in vogue to enable them to establish effective communication for timely completion of official work. ADM identifies and selects a service provider, based on competitive rates, efficient services and availability of service in that area. The company is currently utilizing Airtel services in Karnataka and some other states. Local/STD/ISD charges vary from time to time as per service provider package. 6.2.2.1 Authorization SIM cards are provided to Assistant Managers and above only. However, owing to the nature of work in MKT, SLS, CRM, and PUR, staffs in these departments are also being provided with this facility based on specific requests. For all others, special sanction with justification by respective HOD is sent to CSC. Sample for authorization of SIM cards for projects can be referred in

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 9 Of 24

Attachment B 1. Contract and such type of employees will not be issued any connections from the Company Pool. 6.2.2.2 Eligibility Refer to the eligibility limits for SIM cards for offices, projects and divisions in Attachment B 2. These are subject to revision by HOD ADM based on usage pattern and tariff plan. 6.2.2.3 Procedure For Processing SIM Card Connection a. All requests for SIM cards are to be raised in a form (refer Attachment B 3). b. For sanction of special connections, detailed justification is to be given by the respective HOD of the employee. c. The request for SIM connection is to be raised by the individual on instructions from the HOD, who decides on the need and requirement, based on the nature of job and other aspects. d. After scrutiny of request and selection of suitable package by CSC, it is forwarded to the HOD ADM for final approval. e. CSC coordinates with the service provider for the new SIM card. f. On receipt of SIM card from the service provider, the same after activation is given to the concerned employee.

g. The SIM card activation time is normally 48 hours. h. Rejected SIM card request forms are filed separately by CSC and the concerned employee and the department is informed, stating the reason for rejection. i. j. Once the SIM has been activated, the CSC immediately updates the mobile list. In case of loss / theft of mobile, the employee needs to inform the service provider and CSC for blocking of the SIM.

k. CSC thereafter reactivates the number with the swap card. l. Requirements for Value Added Services and Applications could be made by employees and forwarded to ADM after approval by their departmental HOD who verifies the requirement. HOD ADM is the final approving authority. All charges for such add ons would be chargeable to the employee irrespective of the eligibilities.

m. Requirements for Data Cards would be handled by P&IT n. Blackberry connections may be provided to GM and above only on requirements o. Blackberry and Data Cards both together will not be admissible to an employee 6.2.3 Transfer Of SIM Card On resignation of an employee, the SIM card is returned to CSC. It is transferred to another employee of the same department/project provided it is duly recommended by the respective HOD and approved by HOD - ADM (refer Attachment B 4). 6.2.4 Personal Calls Declaration The personal calls declaration procedure is as follows: a. Mobile connections are issued for official usage only. However, a reasonable amount of local personal calls may be allowed as long as the total monthly bill does not exceed the prescribed eligibility limit.
Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 10 Of 24

b. CSC prepares monthly consolidated statements for all connections with departmental details (refer Attachment B 5) and forwards it to the service provider latest by 25th of the month. c. Service Provider returns the same to CSC duly filling the bill details for each connection by 30th / 31st of the month. d. Hard copies and CD of the bills for each connection is received by courier from the service provider. These bills are sent to employees concerned by 7th of the month for declaration purposes. e. On receipt of the bill from CSC, the employees identify and indicate all personal calls, SMS messages and details of official calls (if bill amount exceeds eligibility limit) and return to CSC latest by 14th of each month. Amount on account on such calls are deducted from employees salaries. If applicable, a No Personal Call declaration is also required to be sent to ADM. 6.2.5 Recovery / Reimbursement Process The Recovery / Reimbursement procedure is as follows: a. After receiving the bills from employees, CSC sends a consolidated recovery statement to payroll section in FIN. CSC deducts the eligibility amount from the total bill and the entire balance amount is deducted from the employees salary (refer Attachment B 6). b. In case the bills exceed the eligibility amount on account of official calls made by the employee, this additional amount is regularized by giving reimbursement, provided it is approved by the respective HOD. c. CSC then makes a consolidated reimbursement statement (refer Attachment B 7) and forwards it to payroll section in FIN by 26th of every month, for reimbursement in the employees salary. d. CSC ensures that the bills and the personal calls details are retained in the mobile master file for reference. 6.2.6 Monthly Billing Process

6.2.6.1 Landline a. Billing cycle is generally the calendar month. b. Service provider submits the bills to the CSC. Tata Indicom and Airtel bills are normally received in the first week of each month and BSNL in the third week of each month. c. CSC on receipt of the bills peruses the same. The bill is analyzed with previous bills for excesses and brought to the notice of HOD ADM for decisions on deductions. The Airtel and Tata Indicom bills are countersigned by the respective users for its veracity. d. CSC prepares monthly consolidated statements with departmental details duly approved by HOD ADM. e. Any deductions in the bills are done by HOD ADM based on the remarks endorsed by the CSC. f. The permanent connections are cleared through ECS. The temporary connections are cleared by way of cash / cheque. 6.2.6.2 Mobile Bills a. Billing Cycle is 23rd of the current month to 22nd of the following month. b. Service provider sends the monthly consolidated statements for all connections to CSC duly filling the bill details by 30th / 31st of the month.
Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 11 Of 24

c. CSC makes entries of bills in ERP and gets it approved by HOD ADM before sending it to FIN by 05th of each month. The payment to the service provider is done by 12th of the month. d. Hard copies and CD of the bills for each connection is received by courier from the service provider. These bills are sent to employees concerned by 07th of the month for declaration purposes. 6.2.6.3 Bill Processing By FIN And IA a. FIN initiates the bill payment process. If there are any queries in the bills then the same is sent to ADM for providing clarification. The bills are then forwarded by FIN to IA. IA verifies if the documents are in order and approves the payment in ERP. The details are forwarded to FIN for preparation of cheque. The cheque is sent to ADM who in turn hands it over to the service provider and receives acknowledgement. b. With respect to recoveries / reimbursements the payroll section in FIN carries out recoveries and reimbursements from the employees salaries based on statement sent by CSC every month. 6.3 Management Information System (MIS) a. COH (refer Attachment B 8 and Attachment B 9) are prepared by CSC by the last working day of each month and sent to HOD ADM b. Total expenditure towards communication services is tabulated department wise and entered in the MIS (refer Attachment B 10 and Attachment B 11) by 05th of the following month 6.4 Continuous Improvement Lessons learnt sessions can be conducted on a periodic (quarterly) basis. Action items can be detailed out, responsibilities and due dates assigned for follow up reviews.

7.0
7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 7.10 7.11 7.12

ATTACHMENTS
Attachment A 1, Standard Work Process For Communication Services Attachment B 1, Authorization Of Mobile SIM Card Attachment B 2, Eligibility Criteria On Usage Of SIM Cards Attachment B 3, SIM Card Requisition Form Attachment B 4, SIM Card Transfer Request Attachment B 5, Consolidated Monthly Mobile Statement Attachment B 6, Monthly Mobile Recovery Statement Attachment B 7, Monthly Mobile Reimbursement Statement Attachment B 8, COH Land Line Attachment B 9, COH Mobile Attachment B 10, Monthly Admin Expense Report Land Line Attachment B 11, Monthly Admin Expense Report - Mobile

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 12 Of 24

Attachment A 1 STANDARD WORK PROCESS FOR COMMUNICATION SERVICES


PRJ/CON/All Departments/ Employee ADM SERVICE PROVIDER FIN IA

START

Identifies the service providers and calls for quotation and relevant documents to prove their credentials

Provides the quotation and furnishes the requisite documents

Shortlists agencies based on the credentials and ability to provide the services at economical cost

Invites service provider for Discussion / Negotiation

No

No

Rate, Terms & Conditions acceptable?

Yes

Rate, Terms & Conditions acceptable?

Enters into agreement with service provider

Yes

Requests mobile / landline as per the prevailing company policy

Provides service as per request

Scrutinizes the bills. Declares the personal calls, signs the bills and forwards to ADM

Receives Monthly bills and forwards to the concerned user

Raises monthly bills for the service provided

Verifies the declaration as per the prevailing company policy. Enters and approves the bill details in ERP and forwards to FIN

Initiates the bill payment process

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES
PRJ/CON/All Departments/ Employee

NO. KPA 61 REV 1.1 PAGE 13 Of 24

ADM

SERVICE PROVIDER

FIN

IA

Verifies if the documents are in order

Provide clarification for the queries

Yes

Queries if any? No

Process the bills in ERP and forwards to IA

Verifies if the documents are in order

Provide clarification for the merit of the query Note: For mobile connections company provides only the SIM Card. Mobile phones to be purchased by the user. Bill amount over and above the prescribed limit (based on eligibility) is deducted from the monthly salary and reimbursement (for official calls) if any is made with due approval of the HOD. In case no personal calls are declared by the user then the bill amount above the eligibility is deducted from the monthly salary.

queries based on the

Yes

Objection if any? No

Approves the payment in ERP. Forwards to FIN for cheque preparation Sends cheque to service provider. Receives acknowledgement

Prepares cheque and sends to ADM

END

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 14 Of 24

Attachment B 1 Authorization Of Mobile SIM Card

Assistant Manager And Above - Office Sl. No. 1 Category Sr. VP to AM Number Of Connections One Each

Each Project Sl. No. 1 2 3 4 5 6 7 8 Category Planning Engineer Cost Auditor Stores Plumbing Head Electrical Head Maintenance Assistant TA To PEH NTA No. of Connections One One One One One One (Only for one year from date of completion of project) One One

Each Module

Sl. No. 1 2

Category SPM / PM APM

Connection One One

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 15 Of 24

Attachment B 2 Eligibility Criteria On Usage Of SIM Cards


ELIGIBILITY SL.NO. 1 2 3 4 5 DESIGNATION Sr. VP and above * VP/AVP/GM/DGM/AGM Sr. Manager / PM / Sr. Architect / Assistant Manager/ Equivalent DPM/APM/PQS Sr. Executive /Arch / Equivalent / TA / Secretary / Executive / Equivalent OFFICES Actual 500 300 300 300 FACTORIES / PROJECTS Actual 400 300 300 300 SALES,CRM & MARKETING Actual 800 700 450

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

* Personal calls may please be declared. Note: The eligibility mentioned above is subject to change from time to time by HOD ADM based on usage pattern and tariff plan

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 16 Of 24

Attachment B 3 SIM Card Requisition Form


Date From: Dept / Project : To: Admin Dept I would like to apply for company provided SIM card. The reasons for the same are as under: Please tick the appropriate reason : 1.Whether the employee needs to travel to sites / outstations . 2.Whether the employee needs to communicate with other depts / projects. 3.Reqular exchange of information from & to sites / depts 4. Any other reasons. --------------------------------------------------------------------------------------------------------------------------------------------------------------Signature of Employee. Comments of Dept. Head. ( If below Assistant Manager detailed justification must be given) 1) -----------------------------------------------------------------------------------2) -----------------------------------------------------------------------------------3) -----------------------------------------------------------------------------------Name: Designation: Date of Joining: Employee Code:

Recommended / Not recommended

Signature of Department Head Approved / Not Approved

Remarks of Manager Admin

Manager - Admin

Sr. V.P - Admin

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 17 Of 24

Attachment B 4 SIM Card Transfer Request Form


Date: Present SIM holder : Dept / Project : Employee code : Mobile No : Transfer to : Designation: Dept / Project : Date of Joining: Employee code :

The reasons for transfering the SIM card from transferer. Please tick the appropriate reason (to be filled by HOD) : 1.Whether the employee needs to travel to sites / outstations . 2.Whether the employee needs to communicate with other depts / projects. 3.Reqular exchange of information from & to sites / depts 4. Any other reasons. ----------------------------------------------------------------------------------------------------------------------------------------------------------------------I transfer my SIM & I will be responsible for all the personal call made till -----------------and I shall pay the same Signature of transferor (present user). Signature of transferee

Comments of Dept. Head. ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Recommended / Not recommended

Signature of Department Head Approved/Not Approved

Remarks of Manager Admin

Manager Admin

Sr. V.P - Admin

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 18 Of 24

Attachment B 5 Consolidated Monthly Mobile Statement


SL. No. Emp Code Mob A/c No. Name Designation Dept Project Mobile Eligibility No. Invoice Total Amt. Payable Amount Outstanding (incl. tax) Tax Charged by Airtel Remarks

1 2 3 4 5 6 7 8 9 10 11

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 19 Of 24

Attachment B 6 Monthly Mobile Recovery Statement


JULY 2009 MOBILE RECOVERY STATEMENT - FROM TO Amount Payable By Recovery Amount (Rs.)

SL. No 1 2 3 4 5 6 7 8 9 10

Emp Code

Mobile A/c No.

Name

Designation

Department

Project

Mobile No

Eligibility

Remarks

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 20 Of 24

Attachment B 7 Monthly Mobile Reimbursement Statement


SL. No. Emp Code Mob A/c No. Name Designation Dept/ Proj Mob No. Amount Payable By Eligibility Recovery Amount Personal Calls Personal Calls With tax Reimb Amt (Rs.) Remarks

1 2 3 4 5 6 7 8 9 10

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 21 Of 24

Attachment B 8 Monthly COH Land Line


Department Chairmans Office MD's Office Purchase IT Finance Secretarial Legal & Land Purchase Corporate Communication M&E Sales Marketing SDL Interiors Div SDL Glazing Div Dickenson Rd Off Total Landline

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 22 Of 24

Attachment B 9 Monthly COH - Mobile


Department Chairmans Office MD's Office Corporate Audit Quantity Audit Purchase IT Finance Secretarial Quality, Safety Dept Legal & Land Purchase Corporate Communication Architecture Contracts Estimation Dept M&E Sales Marketing SDL Interiors Div SDL Glazing Div Dickenson Rd Off Total Mobile

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 23 Of 24

Attachment B 10 Monthly Admin Expense Report Land Line


SOBHA DEVELOPERS LTD

Administration Expense report for the month of ..Land Line

Sl.No.

Telephone No

Location

Chairman's Office

Vice Chairman's Office

MDs Office

M&E

Contracts

Grand Total

1 2 3 4 5 6 7 8 9 10

Sobha Developers Limited Confidential

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

COMMUNICATION SERVICES

NO. KPA 61 REV 1.1 PAGE 24 Of 24

Attachment B 11 Monthly Admin Expense Report Mobile


SOBHA DEVELOPERS LTD Administration Expense Report For The Month OfMobile Sl. No . Item of Expenditur e Mobile GRAND TOTAL Vice Chairmans Office Marketing, Sales & CRM Marketing Sales Grand Total

Chairman's Office

Estimation

Corporate Communication

Sobha Developers Limited Confidential

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