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| 1. Document purpose | |
| This document provides guidelines for induction & probation of the associates. Any questions on this policy should be posted to HR. | |
| Please note that updated versions of this policy will be published as and when required and that any such revision will immediately take force and replace the previous version. It is the responsibility of all associates to make sure that they are in compliance with the current version of this policy. | |
| 2. Governing principles | |
| Induction is a systematic process of introducing and acculturating associate members to the organization, exposing them to organization structure, systems, procedures norms, polices and the specificity of their respective functions and job responsibilities. Induction is the first step in building a long-standing relationship between the new associate and the organization. | |
| The permanent associate will serve probation for a period of six months from the date of joining, during which time their suitability for the position will be appraised by the reporting manager. Based on written communication from the manager, the employment will be confirmed in writing. It shall be the responsibility of the reporting manager to ensure that adequate support and guidance is provided to an associate during probation with a view to facilitating her/his performance. | |
| 3. Day One Joining Formalities | |
| The first step would be to collect and verify the documents of the new joiner. | |
| 3.1 Joining Documents: New joiner whether on permanent or on contract are required to submit below documents on the day of joining, given the current situation documents are shared through email. | |
| • Credentials (10th, Pre-University or 12th Grade marks card, degree marks card) | |
| • Permanent Account Number card. | |
| • Recent passport sized photographs - 3 copies (on white background) | |
| • Previous employment letters (last 3 companies offer, experience & relieving, if applicable) | |
| • Latest 3 months pay slips | |
| • Previous Employer reference | |
| • Aadhar card number | |
| • Passport Copy | |
| • Any Address proofs | |
| • UAN Number | |
| 3.2 Day One Activities by HR: | |
| 1. Collection, verification of all documents - The original documents are verified and returned; copy of self-attested documents is retained for the HR record. | |
| 2. Creation of GAID. | |
| 3. Helps associate to fill up the details on HRMS application. | |
| 4. Facility tour and introduction to the functional heads. | |
| 5. Conduct employee background verification. | |
| During the pandemic situation, the process took place virtually. | |
| 3.3 Day One Activities by Admin & facilities team: | |
| 1. Induction on Admin & facilities | |
| 2. Opening salary account with a Bank | |
| 3. Application for group Mediclaim policy | |
| 4. Issue of ID Access card | |
| 5. Provident Fund account opening | |
| 6. Parking pass requirement | |
| 7. Issue of Business card – depending on the role. | |
| During the pandemic situation, process took place virtually | |
| 3.4 Day One Activities by Infrastructure Team (IT Team): | |
| 1. Induction on dos and don’ts of IT infrastructure facilities | |
| 2. Creation & configuration of email ID, login credentials. | |
| 3. Issue of System – laptop/desktop | |
| During the pandemic situation, process took place virtually. Laptops were sent through courier services for outstation new joiners. | |
| 3.5 Handover to the technical Team | |
| After the associate has gone through all the day one activities, the HR team hands over the new joiner to the reporting manager for project induction. | |
| 3.6 Induction | |
| 1. HR Induction will happen every Thursday | |
| 2. Connect & Experience (Org overview, Finance, QMS awareness session & Leadership connect) will happen every 2nd and 4th Friday of the month | |
| 3.7 Client Access control & provision | |
| The required information / documents are shared with the respective Project Manager to be sent to the client in order to obtain the necessary access control for client environment. HR will notify joining of the respective project associates. The Project Manager will notify their respective client managers to grant access control for their respective environment. | |
| 4. Confirmation Process | |
| For an employee to be confirmed, he/she must complete a minimum of 6 (six) months with ThoughtFocus. A performance evaluation of the employee is initiated by HR, two weeks before the expected date of confirmation, through the reporting manager. Based on the feedback and recommendation by the reporting manager the employee is confirmed. A confirmation letter will be handed over to the associate on the successful completion of probation. | |
| The probation can be extended if the performance indices of the associate are not satisfactory. Such cases must be taken up for re-evaluation as per the timeline set by the reporting manager. | |