BOTTLENECKS

A limiting factor that significantly reduces

the efficiency, productivity or speed of a process, system, procedure
or project

1. 1250 Invoices per month approximately excluding extra invoices created in special cases.
Billing Executives should maintain a Master Sheet which contains all the details about
Invoices and updated accordingly. Billing team should know exact number of invoices
which are issued regularly and maintain as well as update the sheet on regular basis.
Probably before end of day daily or scheduled day of week.
2. Online mode for Dispatch instead of Printing hard copies as a Standard Procedure for all.
Also, the bills are revised time to time, hence too much paper is wasted.

3. Time Limit to be imposed for acknowledging receipt of Invoice, say 24 Hours post which
reminder should be sent to Client. Hard copy can be sent to Client which demand the same
or they can take a Print themselves.
4. E-Mail writing Session should be conducted for the Billing & Collections Team so that
they can be trained to write Professional E-Mails as interacting with Clients via E-Mails
directly impacts the Employer Brand of the Company.
5. Care (at Logistic) & Tally (at Accounts) Integration aspect to avoid double entry. Explore
care to excel import and excel to tally export. Add import functionality in tally.
6. Commercial Team Tender requirements such as demand draft preparation or cancellation
are often provided at last minute. Should be provided in advance. The data can be uploaded
on a common platform via Excel sheet. A customized sheet has been prepared by Mr. Jain
from Accounts for the same but is not processed by Commercial Department yet.
7. Multiple Departments hence multiple start points: 70% Material from Procurement, 30%
from Other Departments. Should be tried to Streamlined.
8. Excess Vendors for same Commodity: Criteria should be checked from Logistics for the
same and Vendors should be limited down for same commodities to reduce payments
(Economies of scale). The vendors may be different in case of commodities like shoes but
for standard products e.g. Phenyl, Dettol, Tissue Papers the procurement should not happen
from multiple vendors.
9. Vendor Advances: Majority of the cases with respect to Billable Procurements from
Commercial Department don’t have any credit period in case of Vendors. E.g. Ikea. 30
days Credit period can be allocated for long term clients. 15-30 days should be aimed for
new Clients too.
10. Zambit has an inbuilt function for Compliance Report generation which can provide details
with respect to (as per Employee code):
Eligibility Requirement
Employment Card
OT Register
Fine Register
Advance Register (NIL by Default)
Workman Register (Address can be put by ESIC to generate reports directly)
Damage & Loss Certificate
Service Certificate (Date of leaving can be taken from F & F Settlement entry)
Some customization can be done as per Compliance requirements.
11. The supporting executives for PF & ESIC can be allowed to support HR Payroll payments
during peak time (1st to & 7th of every Month) as their work doesn’t start unless Wage sheet
is processed by HR Salary Department.
12. During peak Salary time that is 1st -7th of every month, one Executive apart from HR Salary
Department Preferably Accounts or Operations (Mr. Pradeep) can be appointed to receive
queries regarding details about the Batches in which salary has been processed. This will
allow the HR Salary Executives to work with respect to prepare batches without any follow
ups for other issues.
For now, queries are forwarded from HR Salary to Accounts post receiving Batch details.
Respective batch details have already been mailed to Accounts as well as Operations
Executive.

13. Bank Account details for all workers on Site should be checked by Operations at the start,
and if account details are not provided by a particular employee then the reconciliation
should happen post 10th. 197 Account details were missed for Month of April 2019.
 Operations can ensure initially that the Workers are providing their Bank account details
at the start?
The HR Department can provide the automated generated document of Workers for whom
correct Bank Account details has not been received to Operations at a scheduled time so
that regular follow up can be done from Operations end?
14. Deductions during Full & Final Settlement of Workers are not provided to HR Salary
Executive (Mr. Pramod). During the case of closing of sites, deductions are generally not
taken into account. But when a Worker leaves a site or in case when a new worker joins
the site, Operations Executive can take care of the commodities provided to the Worker
that is liable for deductions. These commodities are supplied by Logistics Department. It
should be mentioned and provided at Final Settlement so that back to back follow up can
be avoided.
15. Billing Tracker: In case of Direct Sites, The Billing Executives can maintain a Master Sheet
on monthly basis notifying that Bill would be ready by a particular date and update the
same in case there would be any delay. The Operations Executive are asked for the same
frequently by Client and hence they can provide a proper update on the same.
16. Blue Collared Workers approach court in case of salary issues and court sends notice in
that case. Hence, Full and Final settlement should be done timely for workers. Earned
wages should be informed by Operations to HR Salary for the worker.
 ACCOUNTABILITY

In ethics and governance, accountability is answerability, blameworthiness,

liability, and the expectation of account-giving. Within client-centered
services in particular, this need becomes more pronounced as the client -
contractor relationship will often deteriorate in the event of unclear
accountability for underperformance, ultimately costing both parties
money.

1. Check [Task List] should be kept over the numbers of amendments made by different
Executives to monitor the Executive who is making same mistakes repeatedly and make
him work more responsibly.
2. Monthly P & L instead of Yearly for better Monitoring.
3. Proper training should be given to employees working on Zambit with the significance of
each and every process so that they would work more responsibly.
4. The Employees of the whole HR Department should be well familiar with generic HR
processes that are taken into account at ISPL such as knowledge about Minimum Wage
Agreement, PF & ESIC & Compliance processes.
5. Overtime happens in maximum number of sites. Details are not provided on time by
Operations. More ever, Overtime should be avoided as per Compliance because we need
to pay double wages for overtime but client doesn’t provide that amount and we don’t pay
double salary for Overtime. Operations allows to do overtime to retain workers but it
affects compliance score of the organization. Operations can ask employees to do overtime
not at the same site but at some other site to reduce the complexity of the matter.
6. Supervisor notes in and Out Timing of the workers but the worker sometimes doesn’t leave
the main site premises. Hence, there is a discrepancy in timings which again affects the
compliance score. This case happens with 90% of the sites.
7. Muster Roll should be checked weekly by Supervisor for any Worker. They can track who
is not working continuously for more than 6 days. Usually it is checked at the end of the
month which is not acceptable and thus Salary processing should be avoided for same.
8. If Worker doesn’t return to work post taking leaves, Supervisor should inform to HR
Department on time so that an Absconding letter can be generated to avoid litigation later.
9. Contract Labor License:
 Contract labor license needs to be issued for the Workers at site depending on different
criteria’s such as it is different when the number of Workers is 20 or more. Also, it 50
in some states at a particular site.
 The Principal Employer that is the Client provides Certificate of Registration and Form
5.
 Client needs to provide these documents on time. Documents are prepared as per State
Wise Checklists.
 In Punjab & Haryana, Calendar year is considered for validity. In other States, it is
considered as per regular year.
 Transparency especially with regard to this process is suggested. Other Executive
(apart from HR Compliance Department) can track the process.
 And with respect to same, An Application was successfully developed by Software
Developer but still not brought into action.
10. Lesser Service margins finalized by commercial team for few clients can be reconsidered
with the involvement of top management. Sitewise service margin rate data can be audited
every month by some outsider of commercial department.